Automated Data Capture Enables Compliance With Working Time Directive
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PPF Plc is an award winning, innovative logistics and transport-staffing specialist with a comprehensive understanding of the industry in which it works. The company has a reputation for supplying fully compliant, well trained UK and EU driving professionals to a client base that includes major retailers and large third party logistics companies as well as smaller operators with periodic needs for additional resources.
From its head office in St Albans, Hertfordshire and through a national network of regional branch locations, PPF provides clients with a rapid response to requests for driving staff for a wide range of commercial vehicles from light vans to the largest HGV.
The Challenge
Key to the success of the business has been the efforts taken to ensure all drivers meet the highest quality standards. PPF proactively approaches the DVLA to check the validity of licenses and monitors the hours completed by all drivers.
With more than 10,000 drivers on its database, PPF needed a more efficient process for capturing and storing increasing volumes of data and ensure compliance with new road transport working time regulations. The information that needed to be captured and stored included application forms, driving licenses and any specialist certificates relating to the use of forklift trucks, lorry loading and the handling of hazardous waste.
The Solution
PPF asked e-Docs UK to implement a system that would automate the process of capturing and storing all data. e-Docs UK recommended the installation of a powerful data capture application to extract all relevant data from appropriate timesheets, as well as capturing images of candidate application forms, driving licenses, certificates and paper-based tachograph charts. This data would be stored using a powerful document management solution enabling consultants to quickly and easily access candidate records twenty four hours a day, seven days a week.
Since becoming fully operational, the new system has dramatically speeded up the process of extracting data from the daily records completed by every working driver. In addition, information detailing hours worked including data from paper tachograph charts can now be accessed by PPF’s back office system to automate the driver payroll and billing of clients.
According to Steve Risbridger, a Director of PPF: “The e-Docs UK solution has enabled us to reduce the cost of capturing and storing important data. This is enabling us to provide a higher level of service to clients whilst achieving compliance with the latest working time directives for drivers with a full audit trail.”
The system has proved to be extremely effective and PPF anticipates adding further processes in the near future including accounts payable and HR.
Who are we?
e-Docs UK is a leading provider of Business Process Optimisation services that give greater control over documents and processes along with major improvements in productivity, efficiency and customer service.
Please call us on 01992 801860 to understand how we can help your business