Digitally Transforming Security Operations: A Tailored HR and Project Management Platform
The security industry plays a crucial role in safeguarding assets and ensuring the safety of individuals. Recognising this importance, the Singapore Government introduced the Industry Digital Plan, which is focused on empowering Small and Medium Enterprises (SMEs) in the security and manpower industry. Our Singapore market partner, Fluidmojo sought Bizinnox’s expertise in developing a tailored solution to streamline and digitalise HR operations.
Identifying Key Operational Challenges and Gaps
The existing HR suite of solutions in the market was not well-suited for the unique use cases of the security industry. Our team had a discovery workshop with Fluidmojo team, industry consultant, and early adopters to understand their existing processes and the challenges that they face. The key areas identified were:
Resource Planning Inefficiencies: Supervisors and managers spent 12+ hours per week planning and assigning resources and security officers to each location.
Cumbersome Attendance Management: Manual attendance recording at each location was another significant pain point, taking up more than 8 hours of supervisors' time over multiple shifts. This process was not only labor-intensive but also prone to errors.
Fragmented Operations Management: The necessary features and modules for effective project operations were scattered across multiple platforms. This fragmentation led to data redundancies, inaccuracies, and inefficiencies in management and monitoring. Companies had to juggle several systems, complicating the workflow and reducing overall efficiency.
To address these issues, we proposed a solution: a single platform that would combine and streamline HR Ops and project operations suites tailored specifically to the security industry's unique needs.
Approach
Our strategic approach was structured into several key phases:
Our team categorized the identified challenges into two main modules—HR Ops and Project Operations. Adopting the agile methodology, we set milestones for each module. We had deep-dive sessions with security consultants to better understand each challenge and gain insights into specific points we need to address. Streamlining and digitalizing the operations were the focus while making the app intuitive and user-friendly.
Developing the Project Operations Module
The Project Operations module included features, such as visitor management virtual and physical patrolling, incident management, supervisory checks and an intercom app.
With the intercom app, security officers can access the checklist of tasks they must complete during their shifts and mark the tasks completed. If any incidents occur, they can report directly through the app. This ensured immediate action and proper documentation of all activities and incidents, both while physical and virtual patrolling.
Developing the HR Ops Module
The HR Ops module encompassed essential functions such as recruitment, employee lifecycle management, leave management, payroll, and attendance schedule planning.
This module allowed managers and employees to easily assign shifts, plan attendance schedules, manage leaves, and have clear visibility into payroll operations.
Integrating with Third-Party Hardware: We integrated advanced technologies such as NFC and face recognition for attendance management. Additionally, an automated visitor management system with license plate recognition was implemented to streamline vehicle access and alert security stations with pertinent registration information.
A Streamlined HR and Project Operations Management Platform
Over a period of 14 months, we have developed and 18+ modules, providing Fluidmojo with a streamlined and efficient platform for HR and operations management needs. This integrated platform significantly improving operational efficiency and has yielded results and improvements across various aspects:
Optimized Resource Planning: Over 90% reduction in weekly planning efforts for security officers and managers.
Efficient Attendance Management: The automated attendance system reduced the number of resources from 4 to 1 per day.
Enhanced Project Operations: Digitizing project operations eliminated the extra effort previously required to generate daily, weekly, and monthly reports. Managers could easily assign, track the progress of tasks and manage employee lifecycles.
Streamlined Payroll Processes: Payroll automation based on employees attendance, schedules, claims and reimbursements, ensured timely management of finances. Integrating payroll automation with attendance management reduced the processing time from 7 days to just 1 day, significantly lowering the workload for HR and Finance departments.
Improved HR Management: Simplified HR operations, making it easier to manage employees lifecycle.
Employee Dashboard: With a self-service application, the security personnels could easily manage their leave applications, view their schedules, access e-pay slips and raise tickets for any grievances.
Client Transparency
Clients were given access to a dashboard with real-time reporting on the security officers assigned to their projects and the day-to-day tasks. This transparency improved client trust and satisfaction, ensuring they were always informed.