requirements & challenges
PayPoint have approximately 17,000 outlets using their payment collection systems. These include around 14,000 retail agents with dedicated PayPoint terminals and 4,800 outlets with connections to PayPoint systems. Pre Portech solution, PayPoint collected their data via a variety of manual means including mainly paper based formats such as A4 questionnaires (with tick boxes) and then followed by the manual input of data. Manual analysis followed this before results could be reported back to the relevant departments and sometimes this could take up to 10 days from the initial data collection.
Problems associated with these methods included:
- Delay in the collection of data which eventually became out dated
- Accurate records of stock, assets and maintenance history
- Issues related to storage and handling of large volume of paper based forms
- Human errors due to unrecognisable handwriting and typing errors
- Duplicate work procedure due to re- entry of data
solutions we provided
The call planner software impressively schedules jobs automatically focusing on user based parameters. At the start of the day the start time and mileage is entered and confirmed. The calls can be sorted by name, post code and even due date within the post code. When a call type is selected the app determines the form to be completed or the Field Service Executive (FSE) is presented with a list of all forms available. An option is also available to show all completed but not closed jobs, allowing the FSE to return at a later date fulfilling the objective of the call.
Once loaded onto the device the field personnel can then upload the information remotely (from home) outlining their days activity and events. Data is transmitted from the device in real time over the 4G network and any updates from head office are also downloaded during the session. Signatures are instant as customers can now sign directly onto the PDA doing away with pre-historic paper based formats also dates and times are now an accurate reflections of the day’s events.
There is no longer an issue with any missing or irretrievable data/documentation as now everything is recorded and then stored electronically.
Other benefits have included:
- Recording of business development prospects
- More efficient time and territory management (sales and drive time)
- Stock management (volume and value of stock)
- Mileage and expense monitoring
- Mobile customer detail database
- Accurate Data entry
- Reduction in time of gathered data being transformed to business management information.
In Conclusion Portech has implemented a bespoke mobile software solution for PayPoint that has completely re invented the way in which the company works.
By utilising the benefits of a mobile computer system many of their paper based systems are a thing of the past. FSE’s are now more productive and reporting and analysing data has been made simpler via the electronic format.
