Common Mistakes in Selecting Resource Management Software: A Guide for Regulators

It’s your resources that keep your organization aligned, churning out projects on time, and bringing in the money. Mastering resource planning and ensuring all the employees in your organization have the right amount of work that’s a match for their skill set is challenging, even more so in the regulatory industry. This is a result of the increasing complexity of regulations and rising expectations. Utilizing resource management can make a huge difference in this aspect.

Common Mistakes in Selecting Resource Management Software  A Guide for Regulators

However, the process of selecting the right resource management software for regulators is not straightforward. In this blog, we’ll highlight the common mistakes people make when selecting the right resource management tool.

Requirements of Resource Management System for Regulators

Using generic resource management or project management solutions for regulatory organizations might not be the smartest decision. Those softwares usually don’t have the necessary features and capabilities required for managing inspections.

Resource management software that has the following features is better suited for regulators.

  • Ability to create custom forms and checklists
  • Visual data and reports
  • Powerful search to find an appropriate and available inspector
  • Captures time taken per inspection task
  • Easily integrates with inspection management system and other HR or payroll management tools
  • Visibility of all inspectors, including their skill set, billing rates, and availability

6 Common Mistakes Made While Selecting a Resource Management System

Below we highlight six common mistakes regulators commonly make while selecting a resource management system.

  1. Failing to Identify Software Requirements

    One of the fundamental errors committed by regulators while selecting a software is not having a clear understanding of what their requirements are. What is it that they really need the software to do? Which issues should it solve/automate? Without a clear understanding of requirements (features, reports, capabilities), comparing softwares is akin to being a deer in the headlights. There is no clear direction. An app can appear to be a match but might not give you the necessary features you’d need.

    To avoid this mistake, spend time identifying and documenting the “must-haves” of a software. Involve crucial stakeholders, like HR, inspectors, and even clients to gain clarity on what pain points the software needs to assist with. Also, consider the long-term requirements of the app.

  2. Not Sticking to Budget

    A top mistake made by regulators is not sticking to their budget or failing to identify the true cost of purchasing a resource management software. Many times, regulators pick a software subscription plan that doesn’t provide the features they require or forget to account for the fact that the software charges per number of resources managed.

    There could be other add-on costs that aren’t factored in, like — the cost of implementation or customization of software.

  3. Overlooking the Importance of Customization

    Every inspection has its specifications and requirements and this might require a certain degree of customization. Therefore, it’s necessary to pick a tool that has adequate customization options available.

  4. Forgetting to Test Usability

    The success and adoption of any software depend on the user experience and ease of use. Therefore, while selecting and comparing programs, don’t forget to test their usability. The majority of resource management apps offer a free trial period where you can get first-hand experience with how intuitive and accessible the software is.

  5. Lack of Information on Security and Privacy

    Regulation agencies and inspectors are privy to a lot of sensitive data. Breach of data due to poor safety and privacy parameters can jeopardize your company’s reputation. Therefore, it’s best to evaluate a resource management software’s security and privacy standards to understand how well it safeguards information. You want to invest in a tool that will protect employee and project data.

  6. Ignoring Resource Performance Metrics

    Efficient resource management occurs when there is continuous performance monitoring. If resource performance metrics aren’t tracked, then how will one improve? When an inspector’s performance goes unnoticed, inefficiencies persist, accountability remains vague, and inspections may continue to be allocated to underperforming individuals or teams. This will affect the overall delivery and success of inspections.

As a regulator, without tracking resource performance, you may not realize that one of your top inspectors is consistently taking too much time across projects. This oversight can lead to client dissatisfaction, delays, and increased costs.

Avoid making this mistake by identifying the key performance indicators (KPIs) and then selecting a software that can measure those metrics.

By avoiding the mistakes, you, as a regulator, will be able to find a software that’s the best fit and offers the most value.

Use eRS to Steer Away from Mistakes

eRS offers all the necessary resource management features and customization options at an affordable price. You will be able to manage and track your inspections without errors or mishaps.

Speak to our team today, or start your 14-day trial.

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Online Threat Alerts Security Tips

Pay the safest way

Credit cards are the safest way to pay for online purchases because you can dispute the charges if you never get the goods or services or if the offer was misrepresented. Federal law limits your liability to $50 if someone makes unauthorized charges to your account, and most credit card issuers will remove them completely if you report the problem promptly.

Guard your personal information

In any transaction you conduct, make sure to check with your state or local consumer protection agency and the Better Business Bureau (BBB) to see if the seller, charity, company, or organization is credible. Be especially wary if the entity is unfamiliar to you. Always call the number found on a website’s contact information to make sure the number legitimately belongs to the entity you are dealing with.

Be careful of the information you share

Never give out your codes, passwords or personal information, unless you are sure of who you're dealing with

Know who you’re dealing with

Crooks pretending to be from companies you do business with may call or send an email, claiming they need to verify your personal information. Don’t provide your credit card or bank account number unless you are actually paying for something and know who you are sending payment to. Your social security number should not be necessary unless you are applying for credit. Be especially suspicious if someone claiming to be from a company with whom you have an account asks for information that the business already has.

Check your accounts

Regularly check your account transactions and report any suspicious or unauthorised transactions.

Don’t believe promises of easy money

If someone claims that you can earn money with little or no work, get a loan or credit card even if you have bad credit, or make money on an investment with little or no risk, it’s probably a scam. Oftentimes, offers that seem too good to be true, actually are too good to be true.

Do not open email from people you don’t know

If you are unsure whether an email you received is legitimate, try contacting the sender directly via other means. Do not click on any links in an email unless you are sure it is safe.

Think before you click

If an email or text message looks suspicious, don’t open any attachments or click on the links.

Verify urgent requests or unsolicited emails, messages or phone calls before you respond

If you receive a message or a phone call asking for immediate action and don't know the sender, it could be a phishing message.

Be careful with links and new website addresses

Malicious website addresses may appear almost identical to legitimate sites. Scammers often use a slight variation in spelling or logo to lure you. Malicious links can also come from friends whose email has unknowingly been compromised, so be careful.

Secure your personal information

Before providing any personal information, such as your date of birth, Social Security number, account numbers, and passwords, be sure the website is secure.

Stay informed on the latest cyber threats

Keep yourself up to date on current scams by visiting this website daily.

Use Strong Passwords

Strong passwords are critical to online security.

Keep your software up to date and maintain preventative software programs

Keep all of your software applications up to date on your computers and mobile devices. Install software that provides antivirus, firewall, and email filter services.

Update the operating systems on your electronic devices

Make sure your operating systems (OSs) and applications are up to date on all of your electronic devices. Older and unpatched versions of OSs and software are the target of many hacks. Read the CISA security tip on Understanding Patches and Software Updates for more information.

What if You Got Scammed?

Stop Contact With The Scammer

Hang up the phone. Do not reply to emails, messages, or letters that the scammer sends. Do not make any more payments to the scammer. Beware of additional scammers who may contact you claiming they can help you get your lost money back.

Secure Your Finances

  • Report potentially compromised bank account, credit or debit card information to your financial institution(s) immediately. They may be able to cancel or reverse fraudulent transactions.
  • Notify the three major credit bureaus. They can add a fraud alert to warn potential credit grantors that you may be a victim of identity theft. You may also want to consider placing a free security freeze on your credit report. Doing so prevents lenders and others from accessing your credit report entirely, which will prevent them from extending credit:

Check Your Computer

If your computer was accessed or otherwise affected by a scam, check to make sure that your anti-virus is up-to-date and running and that your system is free of malware and keylogging software. You may also need to seek the help of a computer repair company. Consider utilizing the Better Business Bureau’s website to find a reputable company.

Change Your Account Passwords

Update your bank, credit card, social media, and email account passwords to try to limit further unauthorized access. Make sure to choose strong passwords when changing account passwords.

Report The Scam

Reporting helps protect others. While agencies can’t always track down perpetrators of crimes against scammers, they can utilize the information gathered to record patterns of abuse which may lead to action being taken against a company or industry.

Report your issue to the following agencies based on the nature of the scam:

  • Local Law Enforcement: Consumers are encouraged to report scams to their local police department or sheriff’s office, especially if you lost money or property or had your identity compromised.
  • Federal Trade Commission: Contact the Federal Trade Commission (FTC) at 1-877-FTC-HELP (1-877-382-4357) or use the Online Complaint Assistant to report various types of fraud, including counterfeit checks, lottery or sweepstakes scams, and more.
  • Identitytheft.gov: If someone is using your personal information, like your Social Security, credit card, or bank account number, to open new accounts, make purchases, or get a tax refund, report it at www.identitytheft.gov. This federal government site will also help you create your Identity Theft Report and a personal recovery plan based on your situation. Questions can be directed to 877-ID THEFT.

How To Recognize a Phishing Scam

Scammers use email or text messages to try to steal your passwords, account numbers, or Social Security numbers. If they get that information, they could get access to your email, bank, or other accounts. Or they could sell your information to other scammers. Scammers launch thousands of phishing attacks like these every day — and they’re often successful.

Scammers often update their tactics to keep up with the latest news or trends, but here are some common tactics used in phishing emails or text messages:

Phishing emails and text messages often tell a story to trick you into clicking on a link or opening an attachment. You might get an unexpected email or text message that looks like it’s from a company you know or trust, like a bank or a credit card or utility company. Or maybe it’s from an online payment website or app. The message could be from a scammer, who might

  • say they’ve noticed some suspicious activity or log-in attempts — they haven’t
  • claim there’s a problem with your account or your payment information — there isn’t
  • say you need to confirm some personal or financial information — you don’t
  • include an invoice you don’t recognize — it’s fake
  • want you to click on a link to make a payment — but the link has malware
  • say you’re eligible to register for a government refund — it’s a scam
  • offer a coupon for free stuff — it’s not real

About Online Threat Alerts (OTA)

Online Threat Alerts or OTA is an anti-cybercrime community that started in 2012. OTA alerts the public to cyber crimes and other web threats.

By alerting the public, we have prevented a lot of online users from getting scammed or becoming victims of cybercrimes.

With the ever-increasing number of people going online, it important to have a community like OTA that continuously alerts or protects those same people from cyber-criminals, scammers and hackers, who are every day finding new ways of carrying out their malicious activities.

Online users can help by reporting suspicious or malicious messages or websites to OTA. And, if they want to determine if a message or website is a threat or scam, they can use OTA's search engine to search for the website or parts of the message for information.

Help maintain Online Threat Alerts (OTA).

Common Mistakes in Selecting Resource Management Software: A Guide for Regulators