Bayen Group was contracted to develop an automated communications tool for employees to request approval and dissemination of technological support from the Business Systems Integration team. This team is responsible for implementing digital business transformation and supporting employees through a coordinated approach.

• An aerospace and defense company with over 35,000 employees
  • Business Systems Integration team that oversees the Digital Enterprise Transformation Programs to remain relevant in a constantly evolving competitive landscape

The client required a cloud-based platform with the capability for employees to submit requests for developing communications in three formats: email, newsletter, and website. The platform needed the ability to target recipients based on the relevancy of the issues, thereby saving time by providing a consistent formatting template for all communications. Furthermore, it required a multi-tier approval process allowing end users to connect with appropriate decision makers across various sectors, work functions, and programs. Additionally, it would be flexible and enable employees to create visually appealing newsletters without any programming or design skills.

We created the communications tool using SharePoint Lists in the cloud, which allows for specific targeting based on the technological systems and geographical locations affected. The tool includes the ability to schedule communications as non-recurring or recurring, with frequency and end dates.

It also allows requests to be flagged as emergencies that need to be addressed within 24 hours. Requests can be crafted to include links, attachments, images, and unlimited text. Upon submission, a ‘Thank you’ page confirms that the request was submitted, and an email confirmation containing a bulletin number is sent to the submitter.

BSI team members receive an email prompt to access the dashboard to review and schedule the submissions. Approved submissions can be crafted into a templated email leveraging the content provided by the user, and these approved emails can also be generated into a downloadable PDF. The submitter receives a notice once the request is approved and the communication is deployed.