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Major changes in 2018 make contract management software essential

06 March 2018

In 2018, a combination of three things: new legislation - the General Data Protection Regulation (GDPR); more stringent requirements of the new ISO 9001:2015 standard, and a growing focus on employee management and monitoring, means that the use of data and technology will become increasingly important in contract cleaning. Rick Stoor, MD of Templa Computer Systems, offers an insight into the ways business management software will help address these challenges.

General Data Protection Regulation

The GDPR comes into force in May 2018. In summary, it requires that data must be: (a) processed lawfully, fairly and transparently; (b) collected for specified, explicit and legitimate purposes, including data obtained by tracking and recording an individual, such as time and attendance records; (c) limited to what is necessary in relation to the purposes for which it is processed; (d) accurate and kept up to date; (e) kept for no longer than is necessary; (f) processed in a manner that guarantees its security.

This means that data held in respect of payroll, training, vetting, time and attendance and internal communications – to name but a few areas - will need to be handled more rigorously, with consent obtained from all staff and recorded securely. Software will play a key role in managing consents by automatically monitoring when they should be obtained and reviewed, just as it now helps to manage employee status relating to auto enrolment pensions or right to work documents expiry. Innovations such as ‘intelligent forms’ - documents with electronic signatures that field managers complete on their mobile devices and which, when approved by HR, automatically update company databases - will greatly assist in the gathering, recording and updating of consent.

New ISO standards

By September 2018 all companies with an ISO9001:2008 accreditation will need to have transitioned to the new ISO9001:2015 standard and have been audited against it.

Traditionally, ISO9001 has been a challenge for cleaning contractors, due to the need for strict adherence to laid down procedures in areas such as contract mobilisation, training records, works orders, quality auditing, asset tracking and so on. With the hectic nature of cleaning, it is easy for these processes to be bypassed or not followed altogether, resulting in non-conformance. That’s where technology comes in. By using integrated contract management software to drive the timely and accurate completion of these tasks, mistakes can be eliminated and client facing activities such as billing, KPI report production and access to key contract documentation simplified. The ISO:2015 standard focuses more than ever on continuous improvement, making the use of technology a sensible option that will take the strain off admin teams and make compliance easier to manage.

Employee management and monitoring

Knowing when staff are on site and whether they have completed their contracted hours is now an essential tool in effective contract delivery. In 2018, operations directors and their teams can look forward to using time and attendance software that communicates with cleaners and delivers accurate worked hours in real time to timesheets, offering managers the chance to investigate variances quickly and easily before signing off on their payroll. This will be backed up by roster management software tools that provide easy-to-use, drag and drop planning of absence cover which automatically updates any current or future timesheets affected by individual changes. In one stroke this will greatly simplify what is currently the biggest headache in any field manager’s daily routine. 

Integrated software

The diagram shows how every aspect of a cleaning contractor’s business can be managed and monitored through TemplaCMS management software, with its integrated client-facing and back office processes and its single, centralised database of contract data.

Managing compliance is one of many benefits the software can bring to your company, along with significant reduction in admin costs and improved client service.

To find out more about TemplaCMS visit us at www.templacms.co.uk, email us at businessteam@templa.com or call us on 01732 832888.