The Challenge: Improving productivity and efficiency
VYGON manages a large volume of temporary workers, representing a management workload of more than 800 hours per year for the HR team, leading to delays in invoice validation.
Our industrial site includes nearly 200 employees. We manage a significant volume of temporary workers: 60 per week during COVID, now 30 to 40 per week. Two of us handle this volume. It represents a significant management workload of 0.5 FTE per year and causes issues with timely invoice validation due to time-consuming checks,” explains Karine Cotte, HR Manager, VYGON. “I needed to increase productivity and efficiency within my department with a tool tailored to our needs: a solution that would allow us to centralise everything, from temporary staff requests to invoicing, to save time and improve the overall efficiency of the process. We needed a solution to manage temporary staff across all our French sites.
Choosing an Independent Tool
Different potential suppliers were considered, including those proposed by Temporary Work Companies (ETTs) offering their internal products: “We did not want to be tied to a staffing agency for this type of tool. We needed an independent contingent staffing management solution, especially one that could produce national-level reports.”
Tailored Project Implementation and Support
The deployment was carried out across all French sites. Comprehensive and consistent, it took seven months from start to finish. Karine Cotte managed the project nationally and at her site. It was deployed at nine key company locations including the headquarters, factories, and a logistics centre. Each site manages its temporary staffing management autonomously and the platform was configured to meet the specific needs of each site.
“The deployment went smoothly, and we worked effectively! PIXID was a great help; our contact there was attentive and provided excellent customer service. They supervised the project well, and we received all the support and availability possible. In the end, all our requirements were incorporated into the application. Everything works perfectly, and we are completely up to date. We’ve noticed there are very few support tickets, and the setup documentation is up to date.”
Phases of Deployment
Smooth Communication with Contingent Staffing Suppliers
VYGON ensure proactive communication with the staffing agencies in advance: “We sent letters to the staffing agencies informing them about the switch to PIXID, so they were made prepared. A link for self-training was also sent to them.” Additionally, PIXID held meetings with all staffing suppliers “to present our needs, objectives, deadlines, and discuss the impact of their actions for the transition, to ensure minimal disruption during the first week of deployment,” explains Karine.
Internal Team Mobilisation
Internally, the teams were mobilised: This was key to the project’s success. The HR team was proactive and convinced of the benefits. Workshops were organised for the payroll process, a training day was held with all managers, and guides and training materials were printed for the launch. “Everyone used the system and understood what it would bring. There were no errors; PIXID supported us well, and our VYGON employees were fully engaged,” adds Karine Cotte.
PIXID: Comprehensive Contingent Workforce Management
The entire temporary staffing management process is now centralised with PIXID across nine sites, with 55 users for an average volume of 70 to 80 FTE temporary workers per month. All modules are used: requisitions, applications, orders, contracts, assignment tracking, resources, activity reports, client reports, temporary workforce and the MyPIXID app.
Each site receives its applicants (managers send their requests nationwide), and the validation process follows its course: issuing the requisition to temporary work agencies and each site, represented by its manager or HR manager, managing the process from start to finish at each site. Accounting accesses validated invoices and can proceed with payment and ERP entry.
Flexibility in Configuration
“We operate in production plants, so the profiles sought are handlers, line operators, and operators. We have 26 qualification titles (contract templates). Additionally, we have team bonuses, weekend teams, night shifts, meal vouchers at some sites, and transport allowances at others. We are not under the same collective agreements. All of these specific requirements have been configured in PIXID. The solution is flexible enough,” explains Karine Cotte.
Positive User Feedback
Manager Autonomy: Managers appreciate the new tools as they are able to centralise their data better and can work more independently. They no longer rely solely on Excel files for management. Some still use PIXID along with their Excel files. Others have less time and need more specific support. “They still have good visibility and can manage their work assignment follow-ups,” notes Karine Cotte.
Time Savings for HR Users: PIXID brings significant time savings, representing 50% FTE per year. “I spend half a day per week validating my invoices, it’s impressive,” says Océane Sueur, HR Officer SIPV, who continues: “Our termporary workforce management process has become much simpler. Contact with agencies has significantly reduced in terms of phone calls (90% fewer calls to temporary work agencies) or emails. Yet we still receive the necessary information quickly.”
In Accounting, “Our accountant, once familiar with the tool, knows how to retrieve and print validated invoices. There are no more complaints from accounting, which is a huge relief for us. This was an important aspect.”
No More Invoice Processing Delays
“Océane Sueur and I manage 210 fixed-term and permanent contracts and 30 to 40 temporary workers per week,” explains Karine Cotte. “We had invoice validation delays. With around 40 temporary workers, sometimes 60, we had to check paper invoices, sign them, and send them to accounting. We inevitably had complaints from staffing agencies and accounting. Now, I am up to date every week, I validate my invoices, and there are no more reminders from accounting!” adds Océane Sueur, HR Officer.
Intuitive and User-Friendly Interface
“PIXID has allowed us to focus more on other HR activities, and employee satisfaction with the software is unanimous. The interface is intuitive and user-friendly; the new experience is simple, pleasant, and we have adopted it. It encourages usage; even a manager without training can navigate it with minimal effort.”
Karine Cotte concludes: “We are totally satisfied with PIXID. The teams are always available and responsive. The tool is centralised and easy to use. It fully meets the needs of all our sites in France. It allows us to manage temporary staffing from start to finish and gain efficiency. We wouldn’t consider going back.”
