Redefining workforce management

The purpose of effective workforce management is to achieve higher productivity and better control over costs. If you hire people it’s important to ask some questions that will help you determine whether you are managing them effectively.

The questions one should ask themselves go as follows:

  • Do you want to improve the performance of your field personnel and increase their productivity by as much as 20%?
  • Are you interested in reducing the costs of operating and emergency-response tasks?
  • Would you like to plan tasks and track their progress online using mobile applications and multidimensional reports?
  • Do you want to capitalize remuneration costs of the employees working on investment projects?

Our SEEP system is an end-to-end solution that supports organizations through remote team management, monthly and daily planning, and worksheets/performance reports designed to help the organization grow.

What are the benefits of SEEP?

  • Monthly and daily planning allows effective resource allocation
  • An ongoing monitoring system helps track the status of tasks and the location of teams
  • If a failure of some kind happens, the team nearest to the site will get immediate information about it
  • Remuneration and other costs can be allocated to particular assets/cost centres/tractions
  • It’s possible to capitalize costs of the departments directly working on an investment project
  • Time of repair can be reduced by more effective planning
  • Comparing performance of repeatable tasks done by different teams is going to allow better internal benchmarking
  • Checking the time and costs of third-party teams
  • Performance reports are available to managers at all times
  • Optimised allocation of tasks to teams by checking arrival times
  • Calculation of allowances in the electronic work sheets in accordance with the Labour Law and the Collective Agreement
  • Export to the ERP system
  • Electronic circulation of documents
  • Database available for managers and HR

That being said, our tool can support your employees in four different areas: team management, asset and infrastructure management, controlling and HR, HAS and Work Inspection.

How does it work?

Planning starts with entering or importing a new task in the system – be it an operating, repair, investment or another task. The user defines what competencies, resources and activities are needed to complete a given task.

Next, planning is based on schedules, in accordance with the Labour Law and the Collective Agreement, which makes the process fast and smooth. Planning is divided in monthly and daily tasks. 

Another important issue is the ability to manage teams on an on-going basis online by means of a mobile technology. You know at all times where a particular team is and what it does, and if any failure occurs, which team is closest to the site and has the ability to do the repair.

Let’s look at an example. That’s how the planning and recording looks like in SEEP:

At that stage specific person can be allocated to task and necessary equipment on a given date. There’s also time determined for each task/person/time combination. If too many tasks have been assigned to one person, there will be colour-coded information about that to prevent overloading one employee. 

That level of planning allows saving time on site.

As a result it allows better data-driven decisions in the future, because of detailed reports on number of hours spent on a site and how much a specific task cost.

As a result:

  • Management Board/Directors/Managers have more full-value, just-in-time information about the tasks carried out at the Company, with details on the time and hence the cost spent on their performance
  • Work costs cease to be associated with remuneration only and become a tool that stimulates improvement of performance and helps to plan the time and costs of delivery of tasks
  • The cost of remuneration paid to the personnel responsible for investment tasks can be capitalised until a task is finalised, which will have a positive profitability impact in the period concerned
  • The organisation obtains access to information on completion times for particular tasks in different, comparable organisational units, which ensures a better control over these tasks and consequently leads to a higher productivity
  • As the employees themselves need to declare the tasks they have completed, they know better which tasks require more time and how to manage that time effectively

Altogether, the management as a whole improves.

Author: Cezary Dmowski, CTO at ITSG Global

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