Context: temporary workforce management without a common framework
1,000 temporary worker FTEs across 14 production sites
Aptar is an industrial plastics manufacturer specialising in the design and production of dispensing systems for the cosmetics, healthcare, and food industries. Operating in 20 countries, Aptar employs 13,000 people worldwide.
In France, the company operates 14 production sites. The management of temporary workers was not governed by any group-wide procedure. “Each site used Excel or emails to communicate with their temporary staffing agencies. It was impossible to get a global view,” explains Olivia Rakototsimba, Temporary Staffing HRIS Manager.
HR and financial pressures
The sheer volume of temporary staff was significant: 1,000 temporary worker FTEs alongside 3,500 permanent employees, making management particularly complex. “With 1,000 temporary worker FTEs, it was impossible to track spending,” says Olivia. “We couldn’t effectively verify invoices. It was incredibly difficult to manage.”
Seasonal fluctuations, particularly in the pharmaceutical sector where headcount can triple, exacerbated these difficulties. The operational overload was palpable: “Some managers communicated their needs verbally while others used emails, with no common framework,” notes Olivia. HR teams were losing considerable time on manual coordination with no ability to produce consolidated reporting to manage these costs.
A strategic decision
Faced with this situation, the French HR leadership initiated a transformation project. The need for standardisation, data security, and operational efficiency demanded a clear objective: unify processes across all 14 French sites and harmonise relationships with the 32 partner agencies.
This decision marked the beginning of a complete overhaul of temporary workforce management at Aptar, with Pixid VMS as the cornerstone of this modernisation.
Solution and implementation: harmonising practices with Pixid VMS
Phased deployment
The deployment of Pixid VMS at Aptar was structured in several key phases. In 2018 to 2019, the first phase established the interface with ADP for timesheet data, an essential prerequisite. “The initial objective was to create a reliable technical foundation before tackling the functional rollout,” explains Olivia.
Wave 1 then covered three pilot sites where both the HR and management modules were activated simultaneously, laying the groundwork for unified management. In 2023, Waves 2 and 3 extended the solution to a further eight sites.
Integrating local realities and managing change
The implementation leveraged local specificities to build a tailored solution. “Each factory has its own characteristics, from different collective agreements to payroll rules, which required bespoke configuration,” explains Olivia. This granular adaptation ultimately reinforced the relevance of Pixid VMS across all sites.
Resistance to change was also a challenge in deploying the platform. Moving from manual processes to a digital workflow required enhanced support for managers accustomed to their established ways of working. “Nearly 300 people use Pixid VMS daily. Some found it hard to let go of old habits, so we had to demonstrate the added value step by step,” she acknowledges.
Support and adoption
To ensure successful adoption, Aptar put in place a comprehensive training programme. In-person and virtual sessions via Teams were organised for managers, supplemented by video guides and self-service manuals. “The straightforward design of Pixid VMS worked in our favour, but without training, even the best tool remains ineffective,” stresses Olivia.
In parallel, the introduction of a RACI matrix at Aptar clarified roles and responsibilities. The expression of staffing needs, previously inconsistent, is now systematically managed by managers through Pixid VMS, representing a major step forward in standardising practices. “We finally have a common language across all our sites,” she says. “Harmonising the management of temporary staffing allows each site to retain autonomy and freedom in how it works with its agencies!”
Results: unification, efficiency, and control of temporary workforce management
Significant operational gains
The implementation of Pixid VMS delivered enhanced traceability at every level of temporary workforce management. Contracts, invoices, and timesheets are now centralised in a single repository, ending the era of scattered Excel files and email trails. “Before, we wasted a huge amount of time searching for information. Now, everything is accessible in just a few clicks,” reports Olivia.
Strengthened compliance and cost control
Data security and reliability have reached a new level with Pixid VMS. Contracts are archived electronically and rules are applied systematically, drastically reducing legal risk. “We finally have complete traceability in the event of an audit,” highlights Olivia.
Consolidated reporting represents another major step forward. Aptar now has real-time visibility of its temporary workforce volumes, enabling detailed analysis and informed decision-making
User feedback and promising outlook
The platform has won over users thanks to its intuitive design, including those less comfortable with technology. “Even our production managers, who are often reluctant to go digital, adopted Pixid VMS without difficulty,” says Olivia.
The future plans are ambitious. Since January 2026, temporary workers have been integrated into the SAP tool, enabling global reporting that combines both temporary and permanent staff. An international rollout of Pixid VMS is under consideration, though currently paused given the number of tool evolution projects underway at Aptar. Additionally, optimisation of the management module, particularly through the automation of payroll rules, will unlock the full potential of Pixid VMS. “We have already achieved a great deal, but we are only at the beginning of our transformation,” she concludes with enthusiasm.
