More than 65% of companies are overdue to deploy Mobile Workforce Solution (MWS) apps, but are failing to do so due to unfounded fears. They don't realise the massive cost savings and productivity benefits these solutions offer.

Most modern ERP and CRM systems have apps on the horizon or already available, but what most people don't understand is the difference between Mobile ERP and purpose-built MWS apps.

Making any ERP function available on a mobile device such as initiating a purchase requisition, doing a stock inquiry or processing a customer invoice is a good feature - but is not a Mobile Workforce Solution.

MWS refers to mobile workers carrying out their old paper-based job functions on a smartphone or tablet. An example of this is a field service technician who has scheduled works orders sent to the smartphone, navigates to site, carries out a systematic set of steps, fills in forms, takes a photo, scans a barcode, gets a signature on screen and closes the job ticket.

Other MWS solutions suitable to a true Mobile Workforce application include mobile merchandising, property or equipment inspections, metre reading, van sales, logistics and collections and deliveries.

The real deal

True Mobile Workforce Apps integrate to one's existing accounting, CRM or ERP solutions. This integration is critical at certain points such as synchronising customer, supplier and inventory lists, invoicing to accounts receivable, costs to general ledger and de-stocking of inventory control systems.

True MWS apps require built-in firmware that runs on any operating system, Android or iOS, and make use of the smart devices camera, voice recorder, touch screen, GPS and other features and have underlying smartforms and workflow. ERP mobile apps on the other hand are generally merely extensions of standard ERP functions onto a smart device.

ERP vendors are good at what they do, developing world-class ERP systems, but are not familiar with the specialised features and functions required that make a MWS App work well.

Proper MWS apps are extremely expensive to develop but vendors have had to come up with competitive pricing and look for volumes to recoup costs.

Any decent MWS app must be 100% configurable (forms, workflow, mobile screens, reports) and able to be deployed in any environment in hours or days and not months. This equates to a very small investment for a potentially massive return.

Any MWS app that is worth its salt will have enterprise level security features that protect ones data. The preferred method for data storage is hybrid cloud. In other words, data is stored in a secure cloud service and synched to and from the phone or tablet and to and from the ERP system as well using encrypted data transfer protocols."

The app must also allow the device to store data locally for off-line capability as well as speed and must secure data not only for the organisation, but also for the customer, vendor or staff member with recent privacy legislation such as POPI in South Africa.

By choosing a MWS app that complies with all the security requirements, you are as secure as any mobile banking application and I am sure most people trust their own banking app.

Misconception

The biggest misconception is that MWS apps are too technical for staff to use, especially in developing regions like South America and Africa where the opposite has proved to be true.

The adoption rate of smartphones in South Africa alone is gaining momentum and is expected to exceed 40 million by 2020 and is currently already over 23 million according to research firm World Wide Worx.

The Bring Your Own Device (BYOD) trend is growing and gaining momentum in the workplace and full-feature smartphone handsets from China are retailing at under R1 000 as compared to Apple and Samsung's equivalent offerings that cost many times more.

The point is that almost 100% of your workforce is quite comfortable with these hand-held computers we call smartphones and are using free apps such as online banking, chat, social media as well as entertainment quite comfortably. So why would they battle to use a well-designed and intuitive MWS app?

Our experience is that it takes less training to equip a mobile worker on a MWS-equipped smartphone than it takes to train the same person on a manual, paper-based system."

Large business owners, SMEs, entrepreneurs, NGOs and government departments should all be looking to deploy a professional MWS in the very near future. The perceived barriers of integration, cost, data security, complexity and ease-of-use are not valid and should be correctly understood.

The benefits of deploying a good Mobile Workforce application include increased productivity, real-time data updates, productivity and location tracking as well as the elimination of cumbersome paper-based systems.

This translates into immediate revenue gains, cost savings and better decision making accompanied by improved customer service. The return on investment is almost instantaneous.

* Clive Kangisser is a director at One Channel.