The Challenge
Securing processes and reducing costs related to the contingent workforce.
Frédérique Péterlé, Social Management Controller, has been managing the contingent workforce and PIXID administration since 2020. Today, InVivo handles approximately 290 FTEs (Full-Time Equivalents) monthly with PIXID across three entities:
“Almost all our temporary staff are assigned to industrial sites for production, maintenance, and upkeep,” she explains.
The group wanted to secure contingent staffing and reduce expenses as daily management was becoming complex and energy-consuming. Before implementing a management tool, the group sought to clearly define processes.
“Our Contingent Workforce Supervisor was responsible for defining clear processes, identifying stakeholders, and planning training, especially on legislation.”
Once these processes were in place, the final step was finding a tool to digitise the contingent workforce management process.
Choosing the Ideal Tool
“There was a call for tenders. My colleague, who was the contingent workforce supervisor, and the purchasing manager met with four providers, including PIXID. During the interviews, PIXID stood out and was selected. PIXID had the best understanding of contingent workforce legislation and a professional approach. The tool offered flexibility and relevant features. The financial offer was competitive, and the real advantage was that PIXID is not affiliated with any employment agency. This allows us to avoid depending on a single supplier. Nine suppliers are currently connected to us on the platform.”
Implementation Phases and Benefits
Three Deployment Phases
The PIXID solution was chosen with a complete package including modules for job requisitions, applications, contracts, invoicing, business intelligence, and self-administration. Its deployment was carried out in three phases at the sites with the highest contingent workforce use:
- Bakery, Pastry and Patisserie Sector
“We first focused on the bakery, pastry and patisserie (BVP) sector, encompassing the 13 Neuhauser Bakery Pastry Viennoiserie industrial sites. With 370 FTEs monthly in 2018, this sector represented 60% of our contingent workforce expenses.” - Milling Sector
The second site deployed was Milling, a smaller structure with a volume of 42 FTEs monthly in 2021 for 13 sites. “This site was the second-largest user of the contingent workforce by percentage (11%), and we maintained our approach of addressing the most urgent needs first. This second deployment was eagerly awaited by users who, based on feedback from their Bakery colleagues, knew PIXID would make their lives easier.” - CSP J.Soufflet Site
“The third deployment is underway for the J.Soufflet CSP premises. We chose to deploy by department, starting with the payroll accounting department, which was the largest contingent workfor
Results
35 Daily Users
Today, PIXID is used by 35 daily users, mainly site managers and a contingent workforce supervisor per site. The supervisor oversees the entire process: placing orders with temporary work agencies, receiving and signing contracts, filling out hours and final invoice approval. The site manager approves the invoice payment, ensuring budget compliance.
At the second site, the process is slightly different. each manager needing temporary staff places an order in their PIXID account, which the site manager validates. Managers sign the contract, fill in hours, approve invoices, and generate the payment order.
“It’s a daily management task for order placement and a weekly task for hours and invoicing. As a social management controller, I ensure the proper use of PIXID, liaising with contingent workforce administrative referents and Temporary Work Companies. I check the quality of documents in PIXID. At the start of deployment, I actively help users get to grips with the tool,” says Frédérique Péterlé.
A Beneficial Culture Shift
While there were initial reservations, things quickly fell into place. The solution initially seemed cumbersome: placing an order, filling out activity reports etc. but once accustomed, users found it made their lives easier:
“No more paper management, we know invoices are accurate, and we can identify missing contracts or invoices. The rigid framework proved beneficial as it ensured everything runs smoothly, and we can correct any issues.”
This cultural shift has become ingrained: “After 5 years of use, PIXID is now second nature. We know our expenses and can justify them. Everyone is autonomous as the tool is intuitive. I frequently liaise with sites that have experienced many remuneration rule changes (salary grids, meal allowances, etc.), and they often say: ‘Luckily we have PIXID.’ Moreover, new users are regularly created due to departures and arrivals, and they train themselves! I rarely need to intervene,” notes Frédérique Péterlé.
