Simplifying Remote Work Management for Greater Efficiency

Case Study

Simplifying Remote Work
Management for Greater Efficiency

The Customer

And Their Challenge

The Office of the United States Trade Representative (USTR) is a key federal agency that shapes and executes U.S. trade policy, ensuring the nation remains competitive in the global economy. Operating under the Executive Office of the President, USTR facilitates trade agreements, resolves international disputes, and fosters economic growth by creating opportunities for American businesses and workers.

USTR faced significant inefficiencies in managing telework requests due to a cumbersome and outdated manual process.

Employees were required to complete a paper form, which then had to be scanned and emailed to a supervisor for approval. In some instances, forms were physically delivered to supervisors to obtain a wet signature. This reliance on paper-based methods not only slowed down the approval process but also created unnecessary administrative burdens and increased the risk of delays or lost requests. USTR needed a more efficient, streamlined system to modernize and simplify telework request management.

The Solution

Telework Request System

To address USTR’s challenges with telework request management, i3solutions designed and implemented an automated system built to streamline the entire process. This solution allows employees to easily submit telework requests through a user-friendly interface, initiating a workflow approval process that routes requests to the appropriate supervisors. By automating approvals, the system eliminates the inefficiencies of manual, paper-based methods, ensuring requests are processed quickly and accurately. With its intuitive design, the solution simplifies telework management for both employees and decision-makers.

A key feature of the system is its seamless integration with calendars, automatically updating Out of Office (OOO) statuses once telework requests are approved. This ensures that teams have real-time visibility into staff availability, improving communication and collaboration across the organization. The system not only modernizes telework request handling but also enhances productivity and reduces administrative burdens, empowering USTR to adapt efficiently to a more flexible work env

Technologies

Used in the Solution

.NET powers the back-end logic of the system, handling request processing, workflow approvals, and integrations with other tools to ensure smooth and reliable functionality.

SharePoint serves as the central platform for managing telework requests, enabling workflow automation, storing request data, and providing a seamless interface for employees and supervisors.

Office 365/Outlook is integrated with the system to automatically update calendars with Out of Office (OOO) statuses upon approval, ensuring real-time visibility into staff availability and enhancing team coordination.

Measurable Benefits
and Business Impact

Streamlined Approval
Process

The automated workflow reduced the time required to process telework requests, eliminating delays caused by manual handling and ensuring faster approvals.

Improved Team
Coordination

The seamless integration with Outlook automatically updates Out of Office statuses, providing real-time visibility into employee availability and improving collaboration across teams.

Reduced Administrative
Burden

By replacing the paper-based system with a digital solution, administrative tasks have been reduced, allowing employees and supervisors to focus on higher-value activities.