Västtrafik was in the middle of a major transformation, with the aim of digitalising, streamlining and modernising its operations. CatalystOne became a key partner in that change.
Bringing all data together in one system, creating better structure and greater control – while making everyday work easier for employees and managers. These were some of the main starting points for a wide-ranging digitalisation programme at Västtrafik, Sweden’s second-largest public transport authority. The work began in 2022. Early in the process, Västtrafik mapped its existing systems and quickly realised it needed an entirely new, more efficient and digital HR system that could bring many important functions together.
“We had 15 different HR systems, and in most of them, each employee had to be registered manually, which left a lot of room for error. We also had a lot of manual routines and processes,” says Jenny Svensson, Change Manager at Västtrafik.
“Our master data was disorganised, and our systems didn’t connect at all. Because we had so many different systems, we ended up with unnecessary processes and routines that took a long time. So we’d really been looking forward to making this change and implementing the HR system from CatalystOne,” says Maria Palmér, HR Business Partner at Västtrafik.
Once it became clear that the organisation needed an entirely new digital platform to work more efficiently, Västtrafik began looking into systems available on the market. The aim was to get a clear picture of the level of functionality it could expect from suppliers. As well as securing its data, Västtrafik needed a system that met legal requirements and was easy to use for the people working with it every day.
“During the tender process, several suppliers could offer both good functionality and a competitive price. After the overall evaluation, CatalystOne best met our requirements in terms of both quality and price, and therefore won the tender,” says Jenny Svensson.
Before the new system from CatalystOne was in place, it had to be designed to suit Västtrafik’s specific needs. CatalystOne has played a central role here and has been a valuable source of support along the way. As soon as the contract was in place, an implementation consultant joined the project to make what can sometimes be a complex process as smooth as possible.
“The implementation consultants Roger and Gabriel from CatalystOne have helped us build the new system in an exemplary way, so that it really fits our needs. Roger led the whole project. They’ve been fantastic – structured and very informative. It’s felt reassuring, and we really feel they’ve answered our questions throughout the implementation process,” says Jenny Svensson.
“I’ve never had such good support or such quick answers from a supplier. We’re incredibly happy. Roger, our implementation consultant, also challenged us in a good way, so the system was set up correctly from the start. Both Roger’s and Gabriel’s experience have been key to a successful roll-out,” says Maria Palmér.
One important feature that both highlight as a clear improvement is the system’s support for digital workflows, including digital signing of documents.
“In our previous HR system, managers didn’t have access to what they needed. They had to go through HR to get information, so we became a bottleneck in the whole process. In the new system, everyone can find what they need themselves, and employees have access to their own employment data. All signing can now also be done completely digitally,” says Jenny Svensson.
“Things are much more organised, we have a completely different overview, and there’s greater transparency across the organisation. It’s a very clear and visual system – not just for HR, but for everyone, from managers to employees and support functions. The implementation has also made our work more efficient,” says Maria Palmér.
“We’ve also been able to simplify and bring more functions together in one system, which reduces errors in manual administration. Along the way, we’ve also had to clarify who’s responsible for what. Responsibilities are now clearer throughout the whole process. It’s clear who’s responsible for what and when – for example, which parts are handled by the manager, the HR administrator, the HR partner and the support functions. That creates a more consistent process with clear roles and responsibilities. We’ve also gained more clarity around master data and who owns which information. Some data in the system is owned by HR, and then we’re responsible for making sure that information is correct and up to date. Other fields are owned by different support functions. That’s also become much clearer through the process.”
Västtrafik is responsible for public transport in the Västra Götaland region, Sweden. Every day, over 444,000 customers choose to travel with their buses, trains, trams and boats. By developing and offering sustainable trips and smart services, they want to be the obvious choice when you travel. In this way, Västtrafik contributes to provide a foundation for sustainable growth in Västra Götaland, an attractive and competitive region.
1. Clearer responsibilities
Responsibilities and tasks are now clearly divided between managers, HR administrators, HR partners and support functions. Ownership of master data is also clearer, which has improved both quality and accountability.
2. Transparency across the organisation
Managers, senior leadership and employees have better visibility, because everyone has access to the same platform.
3. More efficient processes
Everyone can access the system and find what their part of the organisation needs, instead of HR becoming a bottleneck. Tasks that used to be done manually across several systems can now be done on one platform.
Feel free to book a demonstration, or watch a short introductory video.
