The Problem
Given the enormous number of small jobs undertaken each day, management at
Five Star was finding it difficult to keep track of field technicians and
administrative staff were being inundated with paperwork.
Keeping up to date with job cards and time sheets was also proving to be
difficult as these were often lost or not filled out correctly; with clients
being invoiced two to three weeks after a job was completed. This was not
only resulting in constant data entry but was also slowing down cash flow.
A jobs’ control package which Five Star Electrical had previously
implemented was doing little to alleviate these problems. Not being
web-based, meant that electricians were unable to access the package while
out in the field.
What Five Star needed was a solution that would speed up the billing cycle
and provide a mechanism for managing staff.
The IMS Solution
Just over a year ago, David implemented IMS’s ServiceTrack smart
phone system.
A powerful web-based tool, it allows all service calls and projects to be
centrally managed from the time jobs are logged into the system, right
through to final invoicing.
Implementation involved downloading Five Star Electrical’s
customers, suppliers and parts and equipment inventory details. Once done,
the system was linked to the company’s accounting software, including
the chart of accounts.
All qualified electricians were issued with an easy to use hand-held
device or PDA. This provided them access to the system, enabling them to view
their tasks and record all job related data, including the time and date a
task commenced and was concluded as well as materials purchased.
Time-sheets and job cards were eradicated as everything was now done
online.
During implementation, IMS personnel were on hand to ensure all issues
were dealt with quickly and effectively. Within a few days all PDAs were
running smoothly with minimal teething problems.
Given ServiceTrack’s simplicity, third and fourth-year apprentices
are now using the system.
The Benefits to Five Star
Since the implementation of ServiceTrack over a year ago, Five Star
Electrical management now has control of the status of all jobs and paperwork
has virtually been eliminated.
Because management is now able to invoice clients daily, payments are
received in a timely manner, resulting in a significant improvement in
cashflow.
With trades people now being able to access their jobs via their PDAs,
they are able to use their time more effectively, minimizing downtime and
unnecessary travel.
Management also has the flexibility of being able to schedule and reassign
staff to jobs if and when required.
Because client addresses and contact details are recorded with jobs, this
has also eliminated unnecessary calls back to the office.
Five Star Electrical estimates measurable gains as:
100% turnaround time on invoicing
48% increase in billable hours
95% time saved managing timesheets
50% time saved by field staff doing paperwork
20% savings in fuel costs
30% savings on phone calls
“ServiceTrack has transformed our business, making what was a
tedious task, a pleasure.”
David Menegon, Director
Five Star Electrical
“ServiceTrack has allowed me to better manage staff in the
field.”
Andrew Boyton, Supervisor
Five Star Electrical
“Being able to access our tasks online means I no longer have to
travel into the office each day.”
Peter Mitchell, Electrician
Five Star Electrical
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