Wilson James has appointed SmartTask as preferred technology partner and awarded it a deal for the supply of a mobile patrol and electronic smart form solution for a new security contract with National Museums. Under the agreement, the company will now roll out the SmartTask workforce management software to 10 sites including the Natural History Museum, V&A and Science & Industry Museum. This follows a successful trial that achieved significant time savings by removing paperwork and streamlining operational processes.

The new partnership between Wilson James and SmartTask will replace an incumbent supplier agreement that no longer met the business and operational requirements of the security, construction logistics and business services provider.

Identify potential benefits

In particular, the retender process for the security contract with National Museums required a single provider of a highly-configurable mobile patrol and electronic smart form solution. An initial trial at the Natural History Museum focused on use of electronic forms via SmartTask-enabled smartphones to reduce administration and increase productivity of operational staff.

The trial highlighted the clear benefits of using the SmartForms, most notably around confiscated items and vehicle forms

It was designed to identify potential benefits based on the precise requirements of the customer as well as create a suite of seven SmartForms and reports that could deliver standardised data capture and analysis. This included confiscated items and vehicle check SmartForms, scenario testing and incident reporting. The trial highlighted the clear benefits of using the SmartForms, most notably around confiscated items and vehicle forms.

Required monthly reports

Confiscated items, following bag searches carried out at point of entry, historically required between 10-15 minutes to complete and during that time the security officer was away from the floor resulting in lost productivity. Following the adoption of SmartTask, reports can now be created automatically using highly-accurate data, while paper usage and printing requirements have been dramatically reduced.

The time savings achieved at the Natural History Museum by the Wilson James team have led to higher productivity, greater capacity to carry out bag searches and increased visibility of security staff. Management time saving have also been realised in production of required monthly reports, as well as administration savings of 12-hours per week for the Security Duty Managers.

Ease of deployment

Don McCann, Technology Systems Consultant at Wilson James commented: “SmartTask provided significant support throughout the contract bid and contributed to the successful re-signing for a further five years.”

SmartTask has also handled a separate project for Bradford Science Festival, which further demonstrated the flexibility of the system"

The solution is now fully operational at five locations – Natural History Museum, National Science & Media Museum, National Railway Museum, Science & Industry Museum and a Wandsworth storage site – with the Science Museum and V&A to follow shortly. SmartTask has also handled a separate project for Bradford Science Festival, which further demonstrated the flexibility of the system, ease of deployment and its suitability for the security sector.”

Enhance customer satisfaction

Paul Ridden, CEO of SmartTask said: “This latest agreement demonstrates our ability to work closely with our customers to develop advanced workforce management solutions that support business development, customer retention and quality service delivery. We are now partner of choice for a growing number of security organisations based on our proven track record helping to tackle some of the most common and difficult operational challenges they face.”

SmartTask is an advanced and simple-to-use employee scheduling and mobile workforce management solution that enables security companies to better plan and manage their workers, so they are at the right place, at the right time. The cloud-based software solution combines intelligent rostering, live monitoring and integrated proof of attendance across both static and mobile teams, making it the ideal tool to improve operational control, enhance customer satisfaction, and support duty of care to staff.

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