A huge staffing company does a 180 digital transformation, moving from a paper-based to a fully automated environment

Over a 12-month period, a leading UK Staffing solution for Infrastructure and Maintenance utilises PeopleSoft to provide a major digital transformation in their recruitment process by moving every aspect of the procedure from paper to electronic.

1218 Global stepped in to transition the old to the new seamlessly. We needed to get a deeper knowledge and understanding of how the company worked so that we could establish a way to create more efficient structures and processes through automation. It was a matter of finding the right technology to implement and the perfect dev partners to create their app. The trick was to do this in a way that would be smooth and straightforward for all employees to adapt to.

With the help of PeopleSoft technology?and Digital Dividend, leading web and mobile application development companies, we completed this project with flying colours. The project is currently being implemented across this leading staffing firm’s branches.?

Let’s take it back to the beginning – How did it all start?

In this environment, there are hundreds of people involved from workers on the railways to drivers to office employees. This leading UK staffing firm is often called in to help UK Rail Network recruit, onboard, sign contracts, manage time and attendance, and complete the project. This encompasses a lot of moving parts, managing hundreds of workers, ensuring they are in the right place at the right time, and ensuring they are fully compliant. This is no small task. Not to mention the health and safety hazards that go into working on the railways! ?It stands to reason that if all paperwork is not in order, this could be very serious.

However, to do all this administration on paper means slower processing and the potential for, missing information, human errors, and information not being 100% up to date. It also creates a massive auditing headache. So, when we were able to automate this whole process, it changed the way this company worked, making their day-to-day tasks much more efficient and faster.

Our job at 1218 Global – How we did it.

The team at 1218 Global was tasked to help digitise the whole process. We transformed a paper-based system into an automated system. What was once a time-consuming exercise, open to human error, oversight, missing documents, misplaced signatures, and outdated policies and handbooks, is now fully automated, and updated without errors or missing information. Making all these processes digital, has ensured a safer working environment. It has made auditing much easier, and all processes can now be monitored. All documents are signed before a worker starts their assignment and when handbooks and policies need to be updated, this happens without wasting a single sheet of paper. Admin staff work much more efficiently and faster. They also know that, before the worker goes onsite, they have the right licenses to proceed with the work.

To date The Customer & 1218 Global together with PeopleSoft technology and Digital Dividend have achieved the following:

• Automated the Application and Onboarding process from beginning to end
• Created an app which can be accessed via the worker’s mobile phone,
• Allowed workers to access their candidate portal, where all information is held in one place,
• Allowed candidates to sign documents and contracts on the app, making it fast and efficient to start working straight away,
• Workers can now clock in and out using the app with the time and attendance functionality – workers can show they are at the right location at the right time.?
• Workers can access information about the requirements of the specific job needing to be done, including the location they need to be at and the time they need to be there.
• All onboarding and legalities can be done before a candidate starts working. All contracts are signed on the app. They can also read their policies and handbooks (which are continuously changed to be the most updated versions). Candidates can acknowledge they have read the material.
• The portal allows candidates to see available jobs. Candidates can upload their CVs and apply for positions that they might be interested in. We used PeopleSoft technology infrastructure to establish this incredible convenience.?
• If there is an accident onsite, it’s easy to track who is onsite using the clock-in system. This means a safer environment and a quicker response time.

The results

Overall, this leading staffing firm can work at a much more efficient pace and their processing is a great value-add. So, what does the future look like for them? They have now implemented this system on several of their sites and continue to introduce and implement it across their branches. 1218 Global has created a managed service portal with Digital Dividend – moving from laborious spreadsheets to automation.? The result: all jobs coming through to this leading staffing firm, go onto their managed service portal and the agency is immediately able to see which ones they can fulfill, and which ones need to go to a third-party supplier/sub-contractor, whom they can subsequently monitor closely. The app holds all the information so the firm can oversee everything in one place.

In conclusion

One of the UK’s leading staffing firms has been able to put itself into a very competitive position; their competence, efficiency, and quick response are traits that set them apart. Errors and unnecessary mistakes have been removed and the environment for workers is considerably safer. Jobs are being done more efficiently because they are being monitored and, to crown it all, the auditing process is now a breeze, knowing that they have all the right contracts and policies in place. Overall, this is evidence that automation can optimise workflows, eliminate bottlenecks, and reduce both timewasting and loss of resources. By streamlining processes and reducing human intervention, businesses can achieve cost savings. The improved efficacy, safer environments, and minimised operational expenses are elements that make automation the best practice.

If you’d like to chat with 1218 Global to see how we can automate your environment, send us an email at [email protected]

To find out more about 1218 Global, visit our website at www.1218global.com