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OAKPARK SECURITY SYSTEMS OPTIMISES BUSINESS WITH REMOTE WORKFORCE MANAGEMENT

Oakpark Security Systems, an independent security business across East Anglia, London, and the South East of England, is using employee scheduling and mobile workforce management solution SmartTask to achieve host of business and operational benefits. The company successfully rolled out SmartTask’s advanced proof of attendance and incident notification solution across its mobile response and manned guarding teams, and has now adopted the systems custom reporting package.

Oakpark originally adopted SmartTask to capture proof of attendance for its Mobile Response Teams, which are responsible for patrolling multiple residential and commercial premises. It replaced a previous patrol monitoring system that was no longer fit for purpose in terms of usability and reliability.

Security officers use SmartTask installed on a Samsung smartphone to scan unique NFC checkpoint tags at key locations around customer sites. With typically three to six tags at each site, it is possible to capture time and attendance data to prove that predefined routes have been patrolled. Information is electronically recorded to an online portal which can be accessed by both Oakpark and customers both in real-time and historically, making it possible to monitor the movement and performance of the Mobile Response Teams.

“SmartTark has proven to be a highly-effective tool that is providing peace of mind to our customers and keeping them close to the security operation we deliver,” explains Edward Smith, Risk & Resilience Manager at Oakpark Security Systems Ltd. “We have also found SmartTask to be simple and easy to use, so it has become popular with our security officers.”

Following the success of the system, SmartTask has been rolled out across 14 sites within Oakpark’s manned guarding operation. The company has also enhanced the functionality to include incident reporting, enabling both mobile and static security officers to generate notifications for immediate or future action.

Using a dropdown menu an officer can select from a list incident categories – such as door left open, broken door / window, attempted break-in, and premises insecure – input up to 1,000 characters and attach supporting photographic evidence. Each alert is sent direct to Oakpark’s 24/7 control room or direct to a customer contact, providing live visibility of any issues.

Oakpark has since upgraded to the latest version of SmartTask to take advantage of its custom reporting capabilities. These smartforms are being used to replace paper-based processes to streamline certain areas of the business. In particular, vacant property inspections and supervisor visits will now use SmartTask-enabled tablets to electronically-capture information for assessments and evaluations, which are then uploaded to the online portal.

“We are using SmartTask to support our growth strategy within target markets. It is helping us differentiate our offering and deliver industry best practise, based on our ability to provide advanced data capture and reporting. As a result, we are enhancing service levels, maximising business opportunities and simplifying back-office functions,” says Edward Smith.

SmartTask is helping Oakpark achieve a wide range of benefits including improved operational control, enhanced customer satisfaction and business growth:

Streamlined Business

The ability to electronically capture, collate and analyse time and attendance data, along with critical incident, assessment and evaluation details, is streamlining Oakpark’s internal processes. As a result, SmartTask is already reducing administration by between 15 to 20 hours each month, with further savings expected with the adoption of the latest system.

Enhanced Customer Service

SmartTask is allowing Oakpark’s customers to quickly access performance data, providing high levels of accountability and peace of mind. It gives full transparency of the security operation with a configurable list of reports via the online portal. In fact, the latest customer feedback survey highlighted the quality the company’s reporting capabilities as a key strength.

Approved Contract Scheme

Oakpark is in the top two per cent of security businesses with the SIA’s Approved Contractor Scheme (ACS). During its annual inspection, where the company scored 168 from a maximum 174, it was remarked that Oakpark’s ongoing investment in technology solutions such as SmartTask was helping it to consistently improve its rating year-on-year.

New Business

In recent months, SmartTask has helped Oakpark win two security contracts from a local council and a housing association. Both new customers selected the company partly on the basis of its electronic data capture and reporting capabilities that were not available from other competing suppliers.

Business Expansion

SmartTask has supported Oakpark’s expansion into new sectors. The company launched its cleaning business at the beginning of 2015 and it has grown to a team of 35 operatives. SmartTask provides an advanced reporting tool that is differentiating the business in the marketplace and enabling Oakpark to offer an integrated offering to customers.