Team Finder

Problem statement

GovTech employees across different divisions face significant challenges in locating and connecting with relevant personnel within the organisation due to:

1. Fragmented information sources:
   • Information is scattered across multiple platforms (Workday, OneSpace, Slack, Teams, Outlook, TIVO portal)
   • Existing data in Workday is incomplete and reflects formal reporting lines rather than actual working relationships
   • No single source of truth for organisational information
2. Limited search capabilities:
   • Current tools don't allow searching by expertise, skills, or project involvement
   • Difficulty in finding specific roles across product teams
   • Unable to easily identify covering officers or business partners
3. Inadequate visibility of:
   • Virtual teams and informal working groups
   • Product team compositions
   • Special skills and expertise areas
   • Cross-divisional relationships and collaborations, including business partnering
   • Up-to-date organisational structures at division/subdivision levels

This results in inefficient workflows where employees resort to: - Relying on personal networks and memory - Making multiple enquiries across different channels - Using trial-and-error approaches to find the right contacts - Posting queries in general channels like Slack hoping for responses

The situation hampers effective collaboration, knowledge sharing, and operational efficiency across the organisation, particularly affecting activities like incident response, product development, and cross-team consultations.

Problem formulation process

• Research
  • Desktop research of existing methods and data sources
  • User polling across divisions - 18 feedback received
• Analysis
  • Synthesise findings
  • Map pain points
  • Identify gaps
• Validation
  • Verify with stakeholders
  • Prioritise needs
• Problem Statement
  • Define scope
  • List requirements
  • State value proposition

Details of our solution

Core Features

• Individual Profile Pages
  • Basic info (name, role, division)
  • Current teams
  • Reportee/ team members
  • Contact details (includes preferred)
  • Personal Assistant info (for senior leaders)
• Team Views
  • Project team compositions
  • Corporate business partners
  • Virtual team mappings incl. key and supporting roles
  • Reporting structures

Technical Approach

• Web-based interface
• Integration with existing systems (DataBricks)
• User authentication (to link to WOG AD)
• Profile management system (WOG AD login)

Impact and outcomes analysis of the solution

• Immediate Impact:
  • Reduced time spent searching for right contacts
  • Fewer incorrect/misdirected enquiries
  • Better team visibility across divisions
  • Easier expertise location
• Measurable Outcomes:
  • Efficiency
  • Time saved per search
  • Reduction in email/Slack queries
  • Quicker incident response/ crisis management
• Collaboration
  • Increased cross-team connections
  • More expertise sharing
• Organisation
  • Updated team structures/ org charts
  • Clear project ownerships
• Long-term Benefits:
  • Enhanced knowledge sharing
  • Stronger organisational networks

Future steps for the project

• Additional features:
  • Search & Filter
    • By division/role/team
  • Self-Service
    • Self-tagging of skills, office availability, committee membership, etc
    • Project membership updates
    • Team affiliation management (able to tag team members or direct supervisor)
• Potential integration with Product Success Scorecard system where our solution can provide the ‘human’ side of the resource data
• Potential SSOT for account management, e.g., team comms and collaboration channels
• Potential integration with workplace management, i.e., ability to identify work area allocated for the team
• Possible foundation for enterprise resource planning including project staffing
• Bulk search for individual staff, e.g., given a list of staff name or email addresses,the user needs to identify specific info such as division or cluster