Managing remote security workers using Time and Attendance technology

Date: 15th Nov 2018

The Security and Facilities Management sectors are under increasing pressure to provide accountability for and safeguard remote security workers. This, coupled with tighter service level agreements means that ensuring staff are on-site as planned is critical. Modern time and attendance technology solutions enable operations managers to verify attendance in real-time and eliminates the need for paper timesheets thereby streamlining payroll reporting. The more innovative solutions give you the power to substantially increase customer satisfaction, rapidly gain competitive advantage, and win more business fast.

Employers have a duty of care to ensure that security staff are kept safe at all times. Where possible, this could include supervisor visits to observe staff that are working alone, agreed contact or calls between the lone worker and the supervisor. In situations where the employer is managing large teams of remote or lone workers, visits and calls may not be an efficient way to monitor the whereabouts of individuals. A robust system needs to be implemented to ensure that the security guard has clocked in and out of their designated location at the expected time.

Having full, real-time visibility of staff attendance and punctuality is key. Time and attendance data can be captured using either a landline / mobile telephone or another workforce monitoring device. The data is then sent in real-time, so Managers can get a clear picture of what staff are where, and when, receive immediate alerts for late arrivals, no-shows and early leavers and act fast to minimise escalate issues and minimise service disruption.

There are a number of devices available to manage remote worker time and attendance. Our Smartphone module EziMobile is a great solution for site security staff who do not have access to a fixed line telephone to log their time and attendance. Staff simply log in and out of the client’s site by scanning a unique coded site tag, or QR code using their mobile or smartphone. Time and attendance information is sent instantly to Ezitracker via the mobile network and automatically synchronises each the phone connects. Staff can access their rosters, send additional information and receive notifications of roster changes while they are out on site. It’s ideal for workers with frequently changing schedules or for those who need to record extra information about their site visits. If a mobile connection isn’t available, your staff can still log in and out and view their schedules; and synchronisation and automatic updates will just start again as soon as the connection is restored.

Remote Worker Technology helps with many health and safety and compliance issues; Working Time Directive compliance, insuringremote workers are kept safe and evidence that Service Level Agreements (SLAs) are being met. The technology significantly reduces potential for fraud, eliminates the need for paper timesheets and related time-keeping disputes as it enables Payroll Managers to compare actual hours worked against planned hours therefore significantly reducing the chance of over-payments.

An integrated Workforce Management System will include scheduling, payroll and invoice reporting so you can allocate employees, assign pay rates, produce payroll extracts, and report results quickly. It should integrate easily and seamlessly with your existing rostering and payroll systems, so you can maximise the return on the system investments. Most will allow tailored reports to be created quickly and easily.

The security environment has become highly competitive. Decreasing margins has meant that security service providers have had to adapt their proposition to deliver enhanced efficiencies as clients seek suppliers that offer better value for money, digital innovations and accurate management information and analytics. The evolving demands of customers continues to motivate security providers to evaluate, adapt and improve their proposition to meet new procurement criteria which has become a more complex model centred around ‘value’.

Progression in technology is the driver of innovation that is facilitating a shift for providers to deliver better value by managing contracts and mobile workforces more efficiently. The prevalence of new, cloud-based technologies such as Ezitracker’s workforce management software has made it significantly easier for security service providers to manage teams of staff across multiple sites remotely whilst bringing cost savings,and adding to the bottom line. In addition, Clients are benefiting from real-time analytics, which provides vital contract compliance verification.

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