Overview of Active Connex (AC) Active Connex (AC) is a multi modular software platform developed by the events industry for the events industry. It has been tried and tested on a number of major events including London 2012, Tour de France 2014 to name just a few. AC stands head and shoulders above any similar software as it is based on software that has taken well over 10 years to develop and the same software runs one of the biggest parking operations in the world handling just under 1 million transactions per year, providing robust confidence. AC s USP is that it continues to work when there is no 3G/ wifi available so you can feel confident you have a single source of truth. AC Staffing module was developed to enable event management companies, contractors and any staffing company to track and trace staff movements live. It was developed post London 2012 where AC Directors were responsible for circa 5000 contractors and resulted in a large overtime bill post event due to standard paper timesheet processes being used and no live info being available. It provides a collaborative accessible platform to plan, schedule staffing operations with the USP of Live operations on the day. Figure 1 Shows dashboard functionality with planning, scheduled and actual staffing numbers
Not every staffing company has the same processes and therefore the module can be tailored to a company s way of working and planning. Like all AC modules it can have automated upload and download feeds from HR or payroll systems meaning other software systems can be seamlessly integrated, again improving back office process and staff efficiency. Minimal training for supervisors using HH s, Live updates for opps managers / Directors enabling them to make informed decisions about staff planning and forthcoming operations, based on real time information. Software On the user friendly dashboard a new event / operation is created and user access permissions are created. All the details of the event / operation are set up and the handhelds (HH s) that are out in the field are displayed in real-time on the dashboard. The innovate software automats a number of back office processes. After an event is set up on the software the user can plan the staff required by date, time, role and location. The drag and drop functionality within the scheduling tool enables swift job assignment. When complete an automated e- mail is sent confirming to all staff their shift details along with information on getting to site and a pre-event health and safety briefing or event briefing pack can be sent out. All data (staffing info, shift planning) a company has in Fig 2 Staff profile and activity. excel format can be quickly imported using the various wizards, this means you can be up and running in under 30 mins.
Using the Google map base staffing position can be allocated enabling simple staff dot planning, these graphs are used on the day to compare forecast with actuals. A secure web link can be sent to sub-contractors so they too can upload their staff information, roster their staff which means their staff will be tracked on the day, giving full oversight and therefore keeping tight control of staffing costs. This provides an open and honest way of working and reduces the need for verbal (eg. radio) updates between management staff / other companies. The search function for all staff enables you to easily track people; this further supports the HR functionality with the ability to trace staff info at a touch of a button. Full reporting is built into the software, there is an abundance of standard reports, along with bespoke reports that can be compiled to meet the user s needs and increase efficiencies. These can either be in e-mail or text format to a wide variety of users. Handhelds (HH s) All staff are issued with an NFC card either on the day or they are posted out in advance. For staff that do not have an NFC card eg. one day staff / one off event, an e-secure pass can be sent to them. The multiple level encryption on the cards is similar to secure principals as TfL s Oyster card technology. Supervisors / management staff are issued with a Handheld (HH), when the staff arrive on site the NFC or the E-secure pass is scanned. The photo of the staff comes up on the HH screen, ensuring the identity of each individual, along with their shift info and job title. Further info can be selected if required eg. their phone number or next of kin. Fig 3 Handheld and NFC card. If it s the first time the staff member has been on site the HH user can take a photo which is then uploaded to the software. Fig 4 E-secure pass.
Every action on the HH is logged with date, time, GPS location supervisor details. The multiple level encryption on the cards is similar to secure principals as TfL s Oyster card technology. Every action on the HH is logged with date, time, GPS location and supervisor details. Fig 5 HH Screens shots from the HH s Key features Paperless staff management. Design and developed to work in the field, robust and rugged. Handhelds works with or without wifi and 3G. Plan, schedule and roster your staff. Make amendments to shift patterns in the field. Dynamic real time updates of all staff movements. Removes ghosting. Event owners have full oversight of contractors with live log in. Ability to send automated reports of staff on site to client. Sub-contractor login. E-secure pass has name, photo as well as their shift info. Health and Safety briefing or job/ event briefing packs can be attached to E-secure pass or shift confirmation details. A record is kept that it has been sent Track every e-mail / NFC action of each staff member date, time and GPS location
Costs and pricing plans We have an array of pricing models to meet the industry s need. Whether it s a one off event or a long standing operation we have a pricing plan that will suit all. Per click Per day Per module charge Per event Monthly plans are available on request but our ethos has always been that you should pay for what you use, what you don t use you don t pay for. Please speak to the one of the AC team so they can understand your needs and tailor your requirements. contactus@activeconnex.com We also have Handhelds for rental for short or long periods. NFC tags, cards and wrist bands can be ordered through the AC online shop