Is your provider's relocation management software fit for purpose?

If you engage the services of a relocation management company, it wouldn’t be unreasonable to expect them to have the capability to manage cases competently and efficiently, would it?

These days, most relocation companies use some kind of software to help them do this – relocation can be a complicated affair, often with many ongoing tasks to juggle, and you just can’t trust somebody’s memory to get it all right, however good the staff member. As for paper-based lists, they are long gone, especially for a truly cloud-based organisation like Celsium.

We have chosen an adaptive case management system that provides an incredibly simple user interface for our front-line staff. Our Personal Coordinators use the most up-to-date cloud-based case management system to store all client information, contacts, milestone information, documents and communications in one central location, ensuring that our relocation services are delivered in the right place, at the right time.

At a glance, our Personal Coordinators can see a clean list of upcoming tasks, calendar events, and, most importantly of all, milestones. Once they drill down to individual employee level, they have easy access to all of the data and milestones relevant to that particular employee. Here is a partial view of one screen:

A little bit about milestones: Milestones are individual steps in a particular relocation. An interconnected collection of milestones is, in effect, the work-flow for that relocation type. For example, we have a set of milestones for our generic UK Domestic Homeowner work-flow, and a different set of milestones for our generic Long-Term Assignment work-flow. Our system allows us to design and build our own work-flows based around a set of prescribed, specific requirements, allowing us to maintain compliance with your relocation policy(ies) and consistency of service delivery for all relocations.

During implementation, we build the right work-flows for your organisation, with your collaboration. The benefit of our system is that it is so simple to use, specific work-flows can be created in a relatively short space of time, i.e. a couple of days maximum for each work-flow, and if any adjustment is required once the work-flow is live, it can be done in real time, in a matter of minutes. Yes, it really is that simple. And if you would like precise wording in the emails we send to your employees, we can easily create specific emails using the template function.

Additionally, the system allows us to provide you with access to key information against your relocating employees, request updates, and share progress. You are able to access any relocations that you are handling, including any relevant notes, tasks, communications or documents.

Full accountability and traceability is afforded through the audit trail feature of our system. Evidence of the sequence of activities that have been carried out by all users is logged every step of the way. Of course, it is not possible to alter the audit trail once an event has been created, so this provides an added layer of comfort when identifying root causes.

Data security is the critical element of the overall system, and here are just a handful of measures employed to ensure application security within the system:

  • Uses industry-standard network protection procedures, including firewall and router technologies, network intrusion detection / prevention systems, and alert mechanisms that allow detection and immediate prevention of malicious traffic and network attacks.

  • Real-time database replication ensures that data is backed up nearly every second to servers physically separated from application servers.

  • Servers are located in two data centres in separate geographical locations, compliant with SSAE 16 Type 2 auditing standard and using 256-bit Secure Socket Layer (SSL) with a preferred AES algorithm in CBC mode and 2048-bit server key length.

  • External system support staff do not have access to your private data.

  • Passwords are not stored on our system - the only way to retrieve passwords is by using “Forgotten Password” functionality.

The final, beautiful, feature of our system? Because it is cloud-based, it continually evolves and updates, and those updates automatically update our user interfaces, which sits nicely with the ISO principle of continual improvement.

If you would like to learn more about our systems and processes, please complete the form on our website.

Celsium. Making relocation easy.

Stuart Beaty

Celsium, Birmingham, UK