Let’s Do the Math

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Field work is an excellent place to identify cost savings for going paperless. Eliminating “administrivia” in the field is always the goal when performing billable work. Consider the number of field workers that you have, the contract compliance documentation that they are writing down and photos they take as an example. Every business has unique processes that merit an in depth view of how many forms, emails, texts, phone calls and photos are being transmitted from the field to the office for further processing. Consider, too, the cost of scheduling and dispatching your crews. Many times that process is forgotten when considering productivity.

Costs of Paper in the Field

Consider your current process to document the activity of your workers in the field. Be sure to think of documenting site conditions when your crew first arrives - to ensure conditions meet expectations set by the general contractor to document contract disputes.

Does your crew make note of the “Before Condition of a site” before your crew provides their services and other items such as weather, temperature, etc.? Consider the process that your firm conducts to provide the completed of “After Condition” to ensure contract compliance.

Is there potential liability associated with the work your firms provides? An example is a facilities maintenance firm subject to litigation on slip and fall accidents. Does your firm have the ability to reach back in your records to furnish time, data and activity proof to avoid penalties?

Does your crew fill out a supplies list of materials that they need delivered on site to replenish inventory to seamlessly continue the work?

If someone is injured, how is the information about the accident collected, photographed and reported to the office?

Crew time sheets. Do you check in and out workers as a crew? Or do they report their time separately if they are employed by a labor agency?

Consider these calculations as an example

  1. Number of Field Workers

  2. Number of forms each worker fills out weekly

  3. Average number of minutes to fill out a form

  4. Average hourly wage of field workers

Costs of Paper in the Office

The paper forms filled out in the field and photos texted or emailed to the office usually have to be transcribed into an office system or two to get the information into summary form for customers, accounting, etc. Think about those tasks and the personnel who perform that transcription work every day in your shop. Then think about the volume and cost of the work. Think about the time spent trying to decipher illegible handwriting or unclear sentences and the amount of time it takes to ensure the records are accurate. Don’t forget the cost of paper, labor scanning that paper, filing cabinets, floor space for that paper and any off site storage. Lastly, think about Microsoft, Google or Apple document generation and processing tools to get the reports templated and the photos formatted into those pesky templates. Do consider the frustration factor by the employees who perform this work and how they could be doing more satisfying billable work for the team.

  1. Number of minutes to schedule and dispatch workers/crews

  2. Number of minutes to transcribe photos and field forms to office systems and reports

  3. Average hourly wage of office personnel who provide this work

  4. Employee turnover and training

Paper Free Relief Costs

MapToTrack can integrate processes and forms such as Scheduling, Dispatch, Site Condition, Before Condition, After Condition, Crew Timesheet, Supplies and Equipment Checklist and OSHA Accident forms in one app and one report - meeting purchase-card pricing limits set by your firm or agency. The data can also be connected to an enterprise system or systems as needed. The development of the app and report is a one time design cost.

User of the app have access to it via a monthly subscription using Apple, Google and Windows devices.

Very Significant Savings

The Return on Investment (ROI) is very significant in many ways:

  1. Improved productivity in the office and the field

  2. Costs of paper processing and records reconciliation dramatically reduced

  3. Improved productivity in the office and the field

  4. Significant improvement in data accuracy

  5. Immediate situational analysis of crew activity

  6. Reduction of time delay in processing information and decision making

  7. Scheduling and Dispatching

  8. Records retrieval

  9. Dynamic analytics if app is connected to a dashboard

Paper-free Analytics: Connect an App to a Dashboard

Say goodbye to creating manual pivot tables, macros, etc. and have live analytics at your fingertips. Provide the data to your clients, all without number crunching during the wee hours. Like app design, the dashboard you need is documented in a requirements document, reviewed and approved by you. The cost again is purchase-card priced and varies on the complexity of the design. Live situational analysis with photos and location, assuming the photos and location are captured in the app is available. If live crew activity and location is essential to your operation this is ideal for desktop and command center viewing.

Analytics Personnel Costs

How many people does it take to produce those spreadsheets and reports? Without an app, just rinse and repeat the process of manually collecting the information in the field, transcribing it into spreadsheet tools, adding macros, pivot tables, etc. and replicate on the needed schedule. MapToTrack dashboards make the entire process pretty automatic and staff can now be rested without enduring weekly, monthly, quarterly or annual deadlines.

  1. Collect data from the field

  2. Transcribe data to spreadsheet tools

  3. Add calculations

  4. Repeat, weekly, monthly, quarterly, annually

Analytics & Savings Right Now

  1. App is connected to a MapToTrack Dashboard

  2. Dashboard design is implemented

  3. App data dynamically updates the dashboard as frequently as every 60 seconds

  4. Dashboards can be shared with non dashboard subscribers via email on a schedule - example every Monday morning

  5. Data collection, transcription, processing, etc., is eliminated.

Fleet, Device and Asset Tracking Math

Replacing a blown truck engine is costly. So are employee traffic violations for speeding. Stolen trailers full of expensive equipment can set back customer contract compliance, service insurance premiums and the bottom line. Federal Motor Carrier Safety Administration (FMCSA) guidelines govern many operations of firms that use commercial motor vehicles (CMV), buses, over the road trucking (OTR), etc. Non adherence is costly. The list goes on. MapToTrack’s fleet, device and asset platform is a one stop shop that provides a cost effect method of managing your fleet, devices and assets of any size.

Costs

  1. Vehicle insurance premiums

  2. Vehicle maintenance scheduling and service records

  3. Employee driver behavior

  4. FMCSA requirements for Driver Vehicle Inspection Records (DVIR), Electronic Logging Devices

  5. Vehicle routing, dispatching

  6. Employee devices used for field work reporting

  7. Heavy, light equipment, trailers location and security

  8. Manual vehicle maintenance record keeping

MapToTrack Fleet, Device and Asset Savings

  1. 7/24 visibility of all vehicles, equipment, trailers, devices and assets on desktop and mobile devices

  2. Unauthorized movement alerts via text and email

  3. Connected Cameras superior to dashcams for superior live video recording and recall of harsh driving and accidents

  4. Alerts set up for speeding, harsh driving, etc. to counsel employees

  5. Custom reports available for notification of maintenance scheduling

  6. Maintenance records on hand