The Problem
With increased numbers Michael was finding it difficult to keep track of his field staff as well as manage the mountain of paperwork in the
office.
Electricians often weren’t filling out timesheets as they completed a job, retaining information in their heads, and not accurately recording the
information once they did. Timesheets often didn’t reconcile with the job done and the time on the job was often grossly underestimated.
Michael was fast beginning to find that his normal eight-hour days had mushroomed to 12 and he was often working on Sundays just to stay on top of
things.
What he needed was a solution that would help him manage his staff in the field more effectively, improve the flow of work through the office and would
free him to chase new business.
The IMS Solution
A great fan of new technology, Michael decided to implement IMS ServiceTrack job management system.
The decision was also driven by the fact that he was due to travel overseas on an extended visit and needed to be able to run his
business remotely.
A powerful web-based tool, IMS ServiceTrack allows all service calls and projects to be managed centrally from the time jobs are logged into the system,
right through to final invoicing.
Jobs keyed into the system are accessed remotely by staff in the field via their PDAs, wireless PCs or “smart” phones. Because this information includes
full job and address details, technicians can travel direct to their allocated tasks without coming into the office. On completion of the job, electricians are
required to record all relevant data such as start and finishing times, materials purchased, and any OH&S issues via their handheld devices. Doing this on
the spot, makes for absolute accuracy in that the actual hours worked are recorded, eliminating all guesswork.
Entering the information directly into the system also eradicates unnecessary paperwork and reduces the amount of time traditionally spent filling out
timesheets.
Recording by field technicians also happens in real time which means that office staff can immediately feed this information into the payroll and general
ledger and begin the billing process immediately.
Implementation
This involved downloading Velocity Electrical’s customers, suppliers, parts and equipment inventory details and once done, IMS
ServiceTrack was linked to the company’s accounting software, MYOB.
All electricians were issued with an easy to use PDA which provided them with access to the system.
Timesheets and job cards were eradicated as everything was done online.
During implementation, IMS personnel were available remotely to ensure all issues were dealt with quickly and effectively. Within 24
hours the entire system was running smoothly.
Because IMS ServiceTrack is hosted by the service provider, i-man Pty Ltd, and does not reside on the users’ computer system, all software and
hardware problems are avoided and the need for expensive IT resources and infrastructure removed. Should a contractor’s PC crash due to a virus or
hardware problem their data is secure and available at all times via any PC or electronic device with internet access.
The Benefits to Velocity Electrical
With the implementation of IMS ServiceTrack, Michael found that he could manage his staff more effectively and was no longer bogged
down by paperwork and could spend more time “on” the business rather than in it.
Implementation of the system also happened just weeks before his overseas trip and he was able to run his business from the nearest
Internet café – checking the status of jobs and emailing invoices from the other side of the world. In fact, being freed up from the day to day
involvement in the business has also enabled Michael to start a new business - a fi re protection company which is involved in auditing the status of fire
protection equipment in commercial and industrial premises.
The new company also happens to be managed by an IMS ServiceTrack system!
What IMS ServiceTrack has meant to Velocity:
100% turnaround time on invoicing
100% increase in productivity
80% reduction in paper usage
40% increase in billable hours
“IMS ServiceTrack has freed me up to chase new business – including starting a totally
new business. It has changed my life!”
Michael Brewitt, Director
Velocity Electrical
“IMS ServiceTrack allows me to pick up and allocate jobs from absolutely anywhere,
making my job of supervising field staff a total breeze.”
Corey Dix, Supervising
Electrician, Velocity Electrical
“All office procedures have come into alignment since implementing IMS ServiceTrack
which now makes bookkeeping thoroughly enjoyable.”
Shaun Crowley, Office
Manager, Velocity Electrical
|
