Company Profile

A fully comprehensive Integrated Facilities Management Services company based out of India (Tamil Nadu, India) that provides a wide variety of services including cleaning, security and facility management services to its customers throughout the state.

Industry

Facility Solution Provider & Outsourcing (FMC)

Business Challenges

The company employs a pool of contract workforce and field employees and has a Bring-Your-Own-Device(BYOD) policy in place. Each day, dozens of individual services are carried out at a number of locations and with a scattered workforce, WSE found it challenging to precisely track time and attendance. This created a challenge for Human Resource department to manage payroll. HR faced problems such as:

• Employees weren’t always properly compensated.
• Blended overtime was difficult to calculate correctly.
• Some employees were failing to clock out, and a small group of managers were improperly changing employee time cards and work rates.
• Creating schedules and tracking time was a tedious, time-consuming nightmare in MS Excel. Creating a single schedule took up to 30 minutes on top of which came the time-consuming task of communicating those schedules and changes to employees.

The company wanted to deploy a mobile app based check-in and check-out automation solution from their work facilities as a means to track and verify time and attendance of their contingent workforce. The Company also needed an audit report of all attendance records for contract compliance purposes.

Summary: The WSE staff management system was manual and excel based. From solely relying on guesses and estimates, WSE had no real visibility of staff requirements, or more importantly, what their forecasts were. They were managing the staff rotation with great difficulty without any formulated forecasts and some guessing.

Solution

WSE invested in a workforce management solution to cut costs and streamline frequent activities like employee schedule, which ensured that the right staff, with the right skills, are working to meet project goals. At the same time, the system will keep staff levels to a minimum, and therefore reduce costs wherever possible.

This means they are constantly hiring employees to join their growing organization. When WSE deployed Workforce Management System, they were able to save an immense amount of time to focus on the operational side of the business. WSE cut down the schedule time from 30 minutes to 2 minutes, creating a higher level of HR and management efficiency.

DIGIMIND WFM stores a wealth of information on every employee and managers were able to access and utilise the full scope of information:

• Personal data, next of kin and medical records
• Project, education, skills and training records
• Holiday, sickness and absence records
• Document management
• Remuneration:- vehicle, pensions, benefits and salary
• Asset assigned to each employee
• Store photographs and produce photo ID Cards
• Attribute employees to a particular department or cost centre

WSE Provided employees with access to a variety of information including applying leaves, shift swaps, rosters, personal details, worked hours, overtime, bonuses and work messages.

• Decreases the time spent on payroll preparation while increasing accuracy and eliminating duplicate data entry
• Tracks and records all absences and automatically enforces attendance point tracking policies
• Reduces payroll costs through labour optimization
• Calculates all premiums and other special payment for 100% of your workforce
• Synchronizes time and payment information with HR, payroll, and other related systems

DIGIMIND developed a fully customizable application for the industry with customizable modules such as Employee central database for salary, client invoicing, task assignment, Employee work schedule (roster), client inventory detail, asset management etc.

HR provides authorised users with one centralised database. Multiple managers can access information using passwords that govern Data Protection issues, restrict user access and edit/delete options.

Business Benefits