AESOP has been designed and tested over many years of successful implementation within the event management industry.  It streamlines the required operations by harnessing the power of modern database and communication technology within one single integrated solution.  Utilising the functionality of AESOP will deliver easily identified cost savings before, during and after each event by reducing overheads, increasing efficiency and minimising losses.  These savings allow AESOP to not only self-finance but to deliver continued benefits year-on-year.

Centralised Database Administration
A central database allows seamless sharing of all information across all stages of operation removing the problems encountered when trying to work with multiple disjointed systems.

  • Fully scalable from single user to serving many operators across multiple locations
  • Reducing overall administration costs
  • Saving costs associated with duplications at many different levels
  • Providing instant availability of one common data set at any level
  • Reducing training and support costs

Communication
Communicating with staff occupies so much of a staffing office’s time.  AESOP puts technology to work in order to significantly reduce communication centre costs.

  • 2-way SMS service allows automatic job offers and confirmations to automatically update event planners

  • Text messages result in a high percentage of immediate responses
  • Send reminders to unconfirmed employees at the touch of a button
  • Use SMS and e-mail to drastically reduce expensive call centre costs
  • Use SMS and e-mail to minimise the production and administrative costs for mail-shots and paper communications.

 

Planning
AESOP’s many features help you control staffing levels and costs, whilst removing much of the effort of event planning.

  • Set required staff levels precisely and reduce overbooking costs
  • Monitor staff attendance and performance and select reliable staff reducing the number of no-shows and improving service levels
  • Maximise use of your own employees reducing your reliance on expensive agency staff
  • Build planners quickly from historic details to minimise the cost of setup
  • Reference training and qualification details to ensure staff are deployed where they are best suited
  • Monitor staffing levels, job offers and confirmations automatically to prepare planners accurately and well in advance
  • Manage staff allocations efficiently and respond quickly to event changes
  • Requisition uniforms by type and size to ensure exact availability at events

Real-time event management
During an event AESOP helps you to track employees and capture attendance times to allow a real-time view of an event at all stages.

  • Minimise uniform losses by automatically recording uniform allocation and return times and monitoring lost items.
  • Slick check-in and check-out with technology including card readers, scanners, biometric devices and even interface to your time and attendance or security access system – no more lost, illegible or disputed signature sheets
  • Get staff quickly to their place of work – stop paying staff whilst they queue to sign in.
  • Automatically calculate hours attended and wages due, reducing overpayments and ensuring employees are only paid for the time they work.
  • Automatically deduct statutory break times and any set transit times from payroll costs with no operator intervention.
  • Provide an instant headcount of who’s on site and where for security/disaster management
  • Monitor staffing levels in any area of the venue instantaneously to identify staff shortages and deploy overbook staff quickly
  • Patch manager reporting to allow efficient deployment of staff to their place of work

Post Event Processing
Staffing costs are calculated in real-time so AESOP provides accurate event costs the instant the employees sign out from their shifts.  No more costly errors and time-consuming collection of timesheets, entry of data and calculation of hours worked.

  • Instantly produce accurate payroll costs
  • Generate self-billing agency reports providing accurate time-based costs under your control and eliminate the time taken checking agency invoices
  • Report actual costs for the event, areas and zones with forecast comparison and variances including automatic distribution of payroll employer costs and holiday accruals

Payroll Processing
Event payment data is automatically transferred to our approved payroll system or can be integrated to your in-house system providing prompt and accurate results.

  • Eliminate time-consuming re-keying
  • Eradicate data errors
  • Automatically integrate to BCS’ own payroll or a third-party system to meet tight turnaround payment cycles
  • Clients utilising BCS’ payroll bureau have found that substantial savings can be made due to the benefit of economies of scale and specialisation gained from handling large volumes.

Detailed reporting
At any time AESOP can provide up-to-the-minute information about the status of your events to ensure smooth running and enable you to respond instantly to changing demands.

  • Selective enquiries from the staff database to enable quick matches to needs as they arise
  • Staffing status – jobs offered but not confirmed, jobs confirmed but not attended
  • Attendance – who’s here, who’s not here, who should be
  • Event cost analysis
  • Forecasting

Reduced costs
Automating planning and post-event tasks with AESOP saves your staffing office money and reduces critical path timelines.

  • Communicate with employees by bulk SMS text message and email direct from the database
  • Electronic messaging is cheaper and quicker than letters, takes less time than phone calls
  • Monitor event staffing status to minimise no-shows and reduce reliance on high-priced agency staff

  • Monitor uniform issues and returns to minimise losses
  • Automatically calculate hours attended and statutory deduct breaks and transit time
  • Automatically export hours and rates to your payroll system, removing delay, human error and fraudulent payments
  • Produce accurate agency self-billing reports

 

Integration
AESOP can communicate with other systems within your network to speed the flow of information.

  • Time and attendance systems
  • Secure entry/access control systems
  • Point of sale systems such as Micros 9700
  • Payroll such as SAP, TriPay or BCS’ in-house bureau

Flexibility
Our goal is to give the best possible solution to event management needs.  AESOP is a focussed, feature-rich application that offers the tools required to cost-effectively manage events, whatever the size or venue.
Our intimate knowledge as developers of the system means we are reviewing and adding new features and enhancements to suit the growing business needs of event management.   AESOP is not only an essential tool for efficient operations but also provides an industry standard asset when tendering for contracts.

It’s time to change the way you work

AESOP has been developed over the last 18 years in response to the changing needs of staffing offices at a range of venues across the UK.  As a result it offers proven benefits, efficiencies and cost savings throughout the event lifecycle, from initial setup through to final payroll processing.

Centralisation
All AESOP employee and event data are stored on a central database.

  • Reduced data entry time
  • More accurate data
  • Automatic prevention of double-bookings
  • Client/server deployment simplifies upgrade roll-out – add extra workstations in minutes

Reduced administrative load
Administrative tasks occupy so much of the staffing office’s time.  AESOP puts technology to work for you.

  • Simplify and speed up communications with your employees
  • Offer jobs via SMS or email - get an instant response
  • Two-way SMS service allows automatic job confirmation
  • Send reminders to unconfirmed employees at the touch of a button
  • Use remote workstations, barcode scanning or swipe-card systems to automate check-in and check-out

Simpler, quicker planning
AESOP contains many features that remove much of the pain of event planning.

  • Set up template events for repeating fixtures or functions
  • Use any past event as the basis for a new one
  • Area regulars can be automatically staffed into their usual jobs
  • Monitor job offers and confirmations
  • Quickly and easily move staff between areas, or from overbook

Real-time event monitoring
AESOP helps you keep tabs on who’s in and who’s out at your venue.

  • Slick check-in and check-out with barcode scanning or AESOP’s interface to your time and attendance or access control system – no more lost or illegible signature sheets
  • Automatically calculates hours attended and wages due
  • Provide an instant headcount of who’s on site for security/disaster management
  • See staffing levels in any area of the venue instantaneously

Detailed reporting
At any time AESOP can provide up-to-the-minute information about the status of your events.

  • Forecasting
  • Staffing status – jobs offered but not confirmed, jobs confirmed but not attended
  • Attendance – who’s here, who’s not here who should be
  • Event cost analysis

Reduced costs
Automating planning and post-event tasks with AESOP saves your staffing office money – and that precious commodity, time.

  • Communicate with employees by SMS text message and email direct from the database
  • Electronic messaging is cheaper and quicker than letters, takes less time than phone calls
  • Monitor event staffing status to minimise no-shows and reduce reliance on high-priced agency staff
  • Monitor uniform issues and returns to minimise losses
  • Automatically calculate hours attended, deduct breaks and transit times
  • Automatically export hours and rates to your payroll system, removing delay and human error
  • Automatically produce accurate agency timesheets
  • Reduced potential for fraudulent payments

Integration
AESOP can communicate with other systems on your network to speed the flow of information.

  • Time and attendance systems
  • Secure entry/access control systems
  • Point of sale systems such as Micros 9700
  • Payroll such as SAP and Sage, or BCS’ in-house bureau
  • Personnel

Flexibility
Our aim is to give you the best possible solution to your event management needs.  AESOP is a lean, feature-rich application that offers the tools required to cost-effectively manage your events, whatever the size or venue.
Our intimate knowledge as developers of the system means we can add new features and enhance existing ones to suit your business needs, making AESOP an essential part of your events management operations.