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Show purposes

A managed service relationship serving over 60 site locations

Results

Cashable savings since go live
Number of jobs approved via our robust VMS365 process

A managed service relationship serving over 60 site locations

Keepmoat Homes is a UK wide housing developer with sites in over 60 locations. The Keepmoat and Retinue managed service relationship emerged from a strong existing relationship with Keepmoat Group spanning over a 10-year period.


In 2016 we were awarded a 3-year contract with Keepmoat Group with an extension for a further 2 years.


The contract’s aim is to deliver a fully outsourced temporary staff managed service solution. Since this time, we have fulfilled over 4,500 roles at 98% of roles filled first time delivering savings over £403k.


As the contract has evolved, we have committed and delivered successfully on an extensive range of projects and activities, supporting them with continuous business improvement.

Challenges:

  • No cost control or visibility – Using paper-based time recording. Keepmoat had minimal visibility of tracking the volume of workers and associated costs
  •  It was also identified that there were considerable fluctuations around supplier terms & profit margins being charged
  •  Lack of governance – we identified gaps in clarity over internal Keepmoat recruitment processes & procedures
  •  Keepmoat were keen to have support on improving their levels of effective governance
  •  Numerous examples of process breaks around job requisition and placement authorisation
  •  Exposure to risk – Due to minimum supplier vetting and inconsistent recruitment practices, Keepmoat has been at risk of employing workers who did not meet the minimum criteria required. Key areas of weak vetting included Right to Work and job title specific qualifications

Outcomes:

Our technology platform (VMS365) has allowed Keepmoat to now implement consistent recruitment processes and access real time data – Retinue has facilitated training on VMS365 across the Hiring Manager population. Hiring Managers are now enabled to complete online requisitions; job approvals; pre vet & select workers; approve time sheets securely on line; and receive consolidated invoicing.


Available both via desktop and App based technology, VMS365 has provided Keepmoat with real time data on temporary worker usage.


All supplier terms & conditions have been standardised in order to maximise cost efficiencies. Cost savings have included a contractual gain share agreement where both parties are committed to maximising savings for the duration of the contract. Cashable savings since go live of £758k (including fixed mark-up reductions and fixed NI). These savings are based on Keepmoats’ current spend of £9 million Since go live date). Due to the success of a robust mandate on process management, 95% of the overall spend was found to have been managed through the contract since the most recent ledger review.


Consultative support to Keepmoat HR – VMS365 has greatly improved the efficient following of end to end recruitment processes by Hiring Managers. Recruitment processes are now fully auditable, improving the speed & quality of escalation management.


Since go live over 4,500 jobs have been subjected to a robust approval process on VMS365. We have a dedicated a team to support Keepmoat’s HR and Operations Teams to proactively manage operational demand; assist managers with their future resourcing plans; and ensure that Keepmoat’s policies are followed correctly.Consistent mandatory compliance – A minimum standard for compliance based on job category has been established. This is now measured and managed consistently across the Supply Chain.


There are currently 127 job templates which have the minimum requirements build into VMS365, ensuring all suppliers are aware of the expectations of them at submission. Furthermore, compliance is proactively audited across the Supply Chain on both a scheduled and ad hoc basis. Compliance protocols have also been re-defined to mirror employee compliance requirements mitigating exposure to risk.

 

"Over the past 8 months I have found Retinue to be a fantastic asset to the NW1 team. The Retinue team always makes themselves available to assist if an issue ever arises and resolves it diligently and quickly. I find the Retinue app really useful for approving timesheets on the go. I would recommend Retinue to co-workers."
Dave Walsh
Contracts Manager