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  Case Study — A Direct Services Management System

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Download the case study of our work with Essex County Council (in Word format).


For more information contact Simon Taylor on 07886 221005 or send an email to sales@solarsysconsulting.com

 

 

Essex Direct Services (EDS) provides market leading cleaning, grounds maintenance, transportation and reprographics for Essex County Council. The division employs 1,000 people, mostly on a part time basis.

Graeme Moon, Head of Direct Services at EDS, invited SolarSys Consulting to automate the current paper based processes with the following principle objectives:
  • Maintain market leading position
  • Demonstrate best value
  • Ensure consistent service quality
  • Monitor key performance indicators
  • Maintain profitability
  • Reduce paperwork and re-keying errors
  • Integrate all customer data
  • Automate asset tracking
Essex Direct Services (EDS) provides market leading cleaning, grounds maintenance, transportation and reprographics for Essex County Council. The division employs 1,000 people, mostly on a part time basis.

The first phase of the project focussed on cleaning contracts, primarily of schools and libraries. EDS manages over 300 cleaning contracts using approximately 800 part time cleaning employees, managed by 4 Contract Managers.

Paper based attendance sheets are completed by each Contract Manager every fortnight and submitted to payroll for keying into the payroll system.

Contract Managers also audit sites regularly and file results for future reference.

All equipment and machinery is logged using a central register, maintained at head office.

To improve these procedures, EDS sought a system that provided:
  • Performance reports for each cleaning contract
  • Streamlined attendance recording for each employee
  • Accurate allocation of cleaning hours for individuals working at multiple sites
  • Easier hourly rate adjusting
  • Automatic and improved output to payroll
  • Capture of contract variations
  • Automatic invoicing to customers
  • Process workflow for administrative tasks
  • Scheduling, facilitating, reporting and trend analysis of quality audits
  • Tracking of on site machinery and equipment
Graeme invited SolarSys Consulting to analyse the current processes and to recommend specific solutions to achieve his objectives.

SolarSys recommended the introduction of its Direct Services Management System to capture all key information into a database that would allow automatic functions to be performed such as reporting, analysis and contract management.

SolarSys managed the project from initial specification through implementation, user training and system deployment. In effect, a turnkey solution that required very little demands on EDS personnel. Ongoing support for the solution is also provided along with system enhancements as required.

The following modules of SolarSys Direct Services Management System were tailored to provide the specific functionality required by EDS:
  • Contract management
  • Employee management
    • Resource planning
    • Attendance recording
  • Quality Management
  • Asset Management
  • Invoicing
  • Payroll


“SolarSys Direct Services Management System does exactly what EDS require – nothing more, nothing less”

The tailored system provides:
  • Real time performance monitoring of all cleaning contracts
  • Workflow based process management with diarised actions
  • Online history of all quality audits
  • An up to date inventory of all assets by location
  • Automated output of attendance records to payroll
  • Automated invoicing of services to customers
Through the introduction of the Direct Services Management System, EDS is now better equipped to maintain a consistent high quality service across all its contracted sites and to demonstrate best value service provision to its customers.

For more information contact Simon Taylor on 07886 221005 or send an email to sales@solarsysconsulting.com