SMARTTASK GETS A
FIRST AT UNIVERSITY OF WOLVERHAMPTON
When the University of Wolverhampton needed a modernised and complete workforce management system, SmartTask offered a versatile solution which has helped improve their cleaning services.
The long-term objective of the University of Wolverhampton’s Estates and Facilities team was to implement a workforce management solution that will help deliver value for money services on behalf of the faculties and departments, while improving standards for students. The University adopted SmartTask to gain effective visibility and control across to its reception desks, caretaking, cleaning and security operations.
As part of this, SmartTask aided the University in gaining valuable insight into its cleaning operation at three main campus sites, which has helped achieve an increase in jobs per day by a third. The advanced employee scheduling and remote workforce management solution – including proof of attendance, performance reporting and electronic auditing – has been used by the University to better performance, manage staff and improve employee accountability.
A team of 25 in-house day cleaners are issued with NFC-enabled smartphones at the beginning of each shift, scanning start and end times using personal log-in cards to confirm attendance. This enables the University to quickly identify any missed shifts, so alternative arrangements can be made, while providing an accurate record of working hours for operational reporting and payroll.
Using the smartphones to access SmartTask, cleaners can then view an electronic list of their work schedule. RFID tags have been installed at 380 toilet facilities across three campuses, so cleaners simply have to scan the smartphone over the tags at each location to register the completion of work. Using the added insight provided by SmartTask, the University was
40 | EDUCATIONAL & SCHOOL FACILITIES
able to better understand cleaning requirements and identify where under-utilisation of resources existed. As a result, it has been able to adapt working schedules to make best use of cleaning staff and boost productivity.
Thanks to the electronic nature of SmartTask, the central Estates and Facilities team is able to gain an accurate view of all activity through its advanced reporting capabilities, taking advantage of a range of reports to analyse performance and maintain complete operational transparency. It has helped put in place consistent management KPI’s as well as providing a means of gathering the data by which they can be measured. This is simplifying evidence-based employee performance management, while making it possible to compare and contrast different teams to identify
inefficiencies or areas of improvement.
Supervisors are also using electronic forms via SmartTask to undertake work audits and a number of checks, such as checks at all storerooms in line with Control of Substances Hazardous to Health (COSHH) regulations. The COSHH risk assessment is required by law for the possession or use of hazardous chemicals, which must be completed before work begins and prior to a chemical being brought into a university. SmartTask is enabling the capture and storage of critical information electronically, replacing an inefficient paper-based system and providing immediate access to historical data.
Sandy Shaw, Campus Operations Manager, Estates and Facilities, commented: “SmartTask is helping us take control of our remote teams, making sure they are operating safely in accordance with our precise operational requirements. As a result, we are delivering higher levels of compliant service by making the most of our FM teams, while streamlining administrative and management processes to target cost, time and resource efficiencies.”
Paul Ridden, CEO of SmartTask, said: “SmartTask is helping the University of Wolverhampton to take control of their cleaning teams and improve the quality of the services they deliver. The software solution is now being used by an increasing number of services providers to enhance their offering. Whether they are cleaning a campus, city skyscraper, shopping centre or local office, SmartTask is enabling them to show customers the quality of their service delivery through improved visibility of attendance, incident reporting and paperless auditing.”
www.smarttask.co.uk twitter.com/TomoCleaning
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