Having the ability to report on your Visitor, Contractor or Induction Module is the end result that gives you the absolute power of your data at your fingertips. Today we will explore a couple of recent customer scenarios.
Visitor Management Reporting- going back into the past
I had a conversation with a customer last week who told me a story about a situation they had with their existing manual visitor signing book. An incident occurred on site in the past that required the company to go back 18 months and fined all of the events around one individual person for the time the person had spent on site over a period of six weeks. The information was required for a court case.
The customer explained to me how it took around eight hours to gather the information from the manual visitor signing book. In an electronic visitor management system today you can have this information at your fingertips in the space of around 30 seconds by simply running a report on the individual person across the date range required.
The most common report requested from visitor and contractor management customers is the evacuation report. Evacuation reporting is instrumental to any visitor management solution providing instant information on the people inside your buildings in the event of an emergency. Information can be collected external from the building via iPhone or iPads, multiple floor wardens can check visitors, contractors and employees off an evacuation report providing an instant list of the people registered in the building but not yet accounted for.
Multiple location companies can access evacuation reports on any location around the world from any office.
Contractor Management Reporting – time keeping issue
I have had many conversations around contractor management and the ability to report information on a weekly and monthly basis. I will share some recent examples of contractor management reporting. The most common contractor reporting information we see customers require is monthly. Customers need to know how many hours any particular contractor or contractor entity may have worked last month.
One of my most recent conversations with an existing construction customer gave me an example of one single report for one month that was pulled out of the system with details about the activities of a contractor entity providing services to our customer. This conversation was in September and the contractor report was for a period in May. The contractor report was created within a couple of minutes for the period in May to compare against some invoicing for services provided. There was a discrepancy between the invoice and the electronic hours calculated for the time against more than 20 contractors working for the contractor entity over the time frame selected.
The end result was that the electronic report recorded 30 minutes less per person over 25 days for the 20 people involved amounting to over $8000 in over payments when compared to the invoice provided. Our customer was very clear that he could not have put the same information together as efficiently or as correctly with his previous manual contractor management processes stating that it may have taken him several weeks to pull all the information together and even then he knows he would have had missing data. He was very pleased that he could provide the information quickly and efficiently for his management team to resolve the timekeeping issue.
Induction Management Reporting – consistent information
When we talk to customers about induction management the conversations as I have previously discussed mostly start around inductions for contractors, soon the conversation turns to employees. Today we completed a demonstration for a company based in USA with a global presence of 20 locations around the world. The conversation is almost the same for every customer who already has a manual induction process. The manual induction process chews up a lot of resources and time. Reporting on inductions inside any business with a manual system is very challenging. One of the most common comments I hear when talking to customers who have manual induction systems is they really do not know if a person has had an induction expire unless they check the spreadsheets created to manage the information. Induction spreadsheets can also often carry expiry dates for insurance policies and work permits.
Moving to an electronic induction system will help you not only to manage the expiry dates of inductions and insurances, the system will also automatically communicate with the holder of the induction or insurance policy 30 days prior to the induction or policy expiring asking them to update their induction or insurance policy. Taking this a step further with contractors the solution can trigger a denial of access on to the location for an expired induction or insurance policy also sending an automated SMS or e-mail to the locations safety manager.
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