How do you reduce agency costs when you don’t know why they’re climbing?
You unify your data and look for patterns.
Our client provides manned guarding across over 700 sites.
A large ops team managing:
- rotas
- attendance
- compliance
- client reporting
– across a mix of permanent staff and agency cover.
Problem - High Agency Costs
Our client’s system lacked visibility of critical metrics and trends, such as approved and unexplained absences or shift management.
Rota data lived in one system, attendance records in another, agency invoicing in a third.
Agency spend had been climbing for months and nobody could pinpoint why.
Solution - Resource Allocation Dashboard
We consolidated all relevant data (rota, HR, attendance records, client reporting, invoicing) and built a resource allocation dashboard – a single pane of glass – where ops leaders now see, in real time:
- who is scheduled at each site
- who is actually there
- agency cover deployed
- at what cost
- for what reason
The platform now enables timely absence approvals, so they can rotate their own resources efficiently, minimising the expenses of agency staff covering shifts.
By leveraging visual analytics, our client gained a holistic view of their operations, enabling them to identify trends early and turn those insights into actions that are generating impact every day.
We also implemented strict access controls for site managers and enhanced data security measures to maintain data integrity and confidentiality.
Pattern detection with automated alerts
Recurring short-notice absences at specific sites surfaced as alerts – not historical reports the team had to go hunting for, but flags the team could act on that day.
The Business Impact
- Agency spend reduced by 16% in the second quarter.
- The patterns that had been invisible became visible.
- The ops team can intervene before agency costs spirall rather than after.