Replaced paper-based processes for timesheets mean faster reconciliation and billing for customers
With over 40 years of experience, Guardsman Group is the premier provider of security services in Jamaica and across the Caribbean. Guardsman supplies a range of services from close protection and investigation, to electronic security, CCTV and burglary alarms, to guarding, patrols and dog handling. With 6,000+ guards protecting over 1,600 locations, efficiency and visibility is the key to providing good customer service, while running a profitable business.
In 2019, before the global pandemic hit, Guardsman Group took the decision to replace manual paper-based systems for generating rosters, timesheets, and for managing staff hours and payroll, to give better operational insight into services provided.
Functionality and Value
After researching suitable solutions globally, SmartTask was shortlisted and selected by the Operations Team at Guardsman for its breadth of functionality, standards-based approach and value for money. SmartTask has been successfully rolled out across the entire security guarding business protecting 1,600 sites. The solution is used to calculate some 400million Jamaican dollars of salary each month.
Damian Blair, General Manager, Risk, Compliance and IT at Guardsman Group stated; “We were particularly impressed with SmartTask’s response to our requirements. Not only did the solution address our operational issues, the team at SmartTask have been extremely helpful and supportive as we have rolled out the system across the business. Our guards now interact with the company in a more proactive way, and we have much greater visibility of our entire operations.”
Electronic hours provide visibility
At each location, Guardsman has a smartphone set up in ‘multi-book-on’ mode, where every guard clocks on and off their shift using an NFC card. The control room can see instantly if people have failed to turn up for a shift, or are late, and so can arrange remedial cover, ensuring that customers’ premises remain protected as contracted. Reasons for persistent lateness can also be investigated and any underlying issues, for example with staff welfare, can be addressed promptly.
Automated Rostering saves time (and the planet)
Rosters are now generated automatically by the SmartTask software. As well as saving time on the production of the rosters, they can now be delivered electronically to staff. This saves the time and cost associated with printing 6,000 rosters and then delivering them to guards. The reduction in travel and the use of paper has a positive environmental impact.
Paul Ridden, CEO of SmartTask commented; “From work that we have completed with several customers in recent years, saving 6,000 sheets of paper a week is a massive contribution to the reduction of carbon. This equates to 24,000 pages per month, or 119kg of paper, 238 litres of water, or 2 and a half trees saved, each month.”
Quicker reconciliation means faster invoicing and better cashflow
At the end of each period, the accounts team at Guardsman Group are now able to reconcile hours worked and services provided for each customer, much more quickly and accurately. This has reduced the invoice production cycle by 2- 3 days, meaning that clients can pay invoices earlier. The increased accuracy, and the proof of attendance facilitated by electronic clocking in and out has brought great efficiency to the billing process. . Similarly, sending staff hours worked to payroll is now more streamlined, meaning that people are paid more accurately, resulting in fewer calls to the payroll office.
Suzie Benjamin, a member of the project team at Guardsman Group commented; “Since we went live with SmartTask automated rostering and booking on and off for our security guards, we have saved huge amounts of time and resources resulting in better cashflow for the business.”
Increased Operational Insights
The reports generated by the SmartTask software provide improved business insight so that further operational efficiencies can be made, and additional services recommended to customers where appropriate. For example, properties that receive higher than expected break-ins can be identified and additional security measures can be put in place.
Looking to the future, Guardsman Group is planning to implement further modules from SmartTask. Mobile Patrols will enable guards to receive details of their site visits directly to their mobile phones, together with any lock/unlock procedures for each site. In addition, any alarm responses or incidents can be sent to the nearest guard that is able to attend, with the all the information required to complete the job being sent to their mobile. The particulars of the incident, including photos, can be captured in the app at the scene using a SmartForm.
“We have found SmartTask to be an extremely supportive technology partner, responding with modifications to the software to ensure that it exactly meets our business requirements. We now have a strong base allowing us to continue to develop and grow our business,” Suzie Benjamin concluded.
Benefits at a Glance
- Guards clock in and out electronically, ensuring accurate records of hours worked
- Staff are compensated accurately for their hours worked and there has been a marked reduction in payroll queries
- 2-3 days saved on creating customers’ invoices, resulting in better cashflow and fewer queries
- Rosters and shifts are generated automatically by the system, and delivered electronically to 6,000 guards protecting 1,600 properties, saving time and huge amounts of paper
Paul Ridden: “At SmartTask we are committed to providing solutions that reflect industry best practice, honed from some 20 years working closely with our clients. Our standards-based approach ensures that people are able to run their businesses secure in the knowledge that regulatory requirements are met, while providing an excellent service to customers, and staff.”
“We are delighted to count such a large, high profile organisation as Guardsman Group part of the SmartTask wider family.”