Key facts

  • Significant direct and nontangible cost savings achieved
  • A single process for supply chain and contractor management
  • Tailored and phased implementation to ensure BAU continuity

Capita Resourcing was awarded a five year contract by a UK infrastructure organisation to deliver a first-class managed service to reduce spend and improve governance and visibility across its extensive contingent workforce.

The Challenge

This mult-site, multi-discipline organisation needed to continually attract and recruit highly skilled, specialist contractors across a large and diverse hiring manager popular in demand by similar organisations.

Another challenge lay in the client’s use of a large-scale preferred supplier list (PSL). Unreviewed for five years, the lack of flexibility made it challenging to engage successfully with new suppliers, which led to a lot of dissatisfaction amongst the hiring community. Such an unwieldy PSL also led to hiring managers finding alternative unauthorised routes to engaging workers posing a risk to compliance and potentially to health and safety.

The Solution

Capita won an open market tender to supply the client with all technical and engineering roles as well as corporate disciplines, such as marketing and finance. Although initially tasked with an eight-week implementation, Capita pro-actively sourced cover for a critical operational role deemed vital to the process by the client, to provide reassurance and subsequently build-in more time for a thorough implementation.

It became apparent early on that for such a wide-spread and complex implementation, Capita would need to continuously adapt and refine activity to ensure the optimum environment for the transition of workers while still maintaining business as usual (BAU). Capita project-managed a phased ‘go-live’ tailored to each specific business area, which meant that implementation was completed in the most timely and effective way.

The first step of implementation involved engaging with eight key partner suppliers – viewed as business critical by the client and responsible for supplying 75% of the contractor workforce.

Although unconventional, successfully transitioning workers and allowing those to continue to be managed by agencies with which they had long-standing relationships ensured buy-in from all stakeholders. Day-to-day activity continued with minimal disruption while Capita’s overall management of the solution allowed for greater tracking and visibility, plus the negotiation of reduced rates. Through further supplier rationalisation and the introduction of a dedicated recruitment team, Capita ensured the right resources were in place to fulfil the clients hiring requirements.

Capita also partnered with a leading web-based Vendor Management System (VMS), replacing paper timesheets being submitted to multiple agencies with a single easy-to-use process, and implementing the Applicant Tracking System module to support direct hiring workflow. All contractors onsite now access the technology, and Capita is able to provide the client with accurate and real-time reporting across this demographic.

An offsite delivery team of 21, including dedicated Client Relationship Managers, provides an attentive and personable experience for all hiring managers, resourcing professionals and contractors , while promoting the client as an employer of choice to the fast-moving external market.

The Results

Through best practice supply chain rationalisation and consolidation, Capita has achieved significant direct cost savings for the client, while other benefits include:

  • An agile and fit-for-purpose supply chain
  • Consistency in recruitment processes across multiple sites and business areas
  • An ongoing benchmarking exercise across pay rates
  • Talent pooling to support short and long term needs
  • An improved user experience for hiring managers and contractors
  • A dedicated recruitment team

Hiring managers who were previously receiving up to 30 CVs for a single role are now provided with a shortlist of the top three candidates, and as a result the quality and process of hiring has improved. A single process for supply chain and contractor management – including one monthly invoice for agency spend – has dramatically reduced the resource impact on the client, allowing them to focus on other key business priorities while still capturing financial information in one place.

Capita was awarded the contract on the strength of its recruitment expertise, replacing the largest incumbent PSL provider. A pro-active and tailored implementation combined with tangible cost and process efficiencies, and delivered by dedicated professionals trained to deliver top talent within a buoyant market, has led to the client being more in control of its contingent recruitment than ever before. Both parties now work in collaboration to seek further opportunities for continuous improvement, cost and process enhancements.

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