Reflection on a Year with PSM: From Pilot to Operational Transformation

About PSM

PSM Austria is an established Austrian security company with over 200 employees. The operational day-to-day is characterized by changing deployment locations, different shift models, and high demands for reliability and quality.

In this environment, precise planning, transparent working hours, and consistent processes are crucial – both for operational excellence and for the trust of employees and clients.

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One of Our First Showcase Clients

A year ago, PSM decided to take new paths and became one of our first flagship clients. The goals were clearly defined:

• Increase operational control – Enhance efficiency and effectiveness in daily work
• Reduce manual efforts – Less administration, more time for what matters
• Eliminate errors in duty scheduling – No overlaps, no forgotten shifts
• Minimize risks – Prevent missed shifts, late check-ins, and missing data
• Make all personnel data centrally and audit-proof available
• Ensure compliance – Meet the increasing regulatory requirements and stricter regulations in the security industry

What started as a test quickly evolved into a profound operational change.

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A Year in Numbers

• Planning time: Reduced from hours to minutes

The previously distributed processes were consolidated into a seamless, auditable system.

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Duty Scheduling: From Hours to Minutes

Before the introduction of OnDuty AI, duty scheduling was time-consuming and error-prone. Changes often led to rework, manual checks, and uncertainties.

With OnDuty AI's intelligent planning tool:

• ✓ Duties are created within minutes
• ✓ The system automatically detects overlaps, rest period violations, and availability conflicts
• ✓ Validity checks are applied during planning
• ✓ Every change is automatically documented and traceable

Result: A single dispatcher reliably manages a volume that previously required significantly more resources.

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Payroll Without System Breaks

Over the course of the year, hundreds of payrolls were created directly based on operational data.

Since all working hours, duty changes, absences, and corrections are centrally and consistently available on the OnDuty AI platform:

• ✓ Faster billing – no manual data transfer required
• ✓ Complete transparency – every hour is traceable
• ✓ Audit-proof data – all changes automatically documented

Manual reconciliations between systems are a thing of the past.

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Operational Control, Risk & Compliance

Audit-proof Documentation as Standard

A central component of daily work is the integrated audit log. For security companies, traceability is not an option – it is a requirement.

What this means for PSM:

• ✓ All duty schedules, changes, and working hours are historically stored
• ✓ Every adjustment is temporally and organizationally traceable
• ✓ Changes are automatically documented – without manual effort
• ✓ Audit-proof data available for internal and external audits at any time

This transparency not only facilitates operational day-to-day work but also builds trust among employees, management, and external auditors.

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What the Security Personnel Say

The effect was quickly noticeable at the operational level:

• Clear duty schedules → Fewer inquiries, more planning certainty
• Fewer last-minute changes → Better work-life balance
• Transparent working hours → No disputes during billing
• Trust in the system → Higher employee satisfaction

Reliable processes directly impact motivation and satisfaction.

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Foundation for Structured Process Quality

In addition to efficiency, another important effect emerged: structured process quality.

• Standardized workflows → Consistent processes company-wide
• Central data storage → A single source of truth
• Automatic checks → Errors are prevented, not corrected

Through these measures, PSM was able to reduce overhead and opportunity costs while sustainably improving the quality of internal processes.

This created the operational foundation for a systematic quality management system.

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A Year Later: The Transformation

What started as an experiment has become a measurable transformation.

With a platform, clear processes, and automated logic, PSM has proven: Modern workforce management solutions deliver concrete, measurable results in real operations.

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And This Is Just the Beginning.

Reflecting on this first year with PSM shows how effective the right technology can be – for operational efficiency, compliance, and employee satisfaction.

We look forward to further collaboration and the next milestones.

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