Galindo & Boyd’s field employees filled out paper time cards, photographed them, and sent them to the payroll department daily. Next, the payroll team keyed the data into iSolved for payroll and JOBPOWER for job costing. At the time, Galindo & Boyd had about 100 employees and payroll processing took two-and-a-half days each week.
Payroll deadlines for time cards were missed. New employee time cards were missing or unknown employees submitted hours. The payroll team also had to track down foremen to verify if the submitted hours were legitimate and contact HR to confirm the completion of new hire paperwork. The payroll and management team wanted a better way to track employees’ time that was easily verifiable and not reliant on handwritten time cards.
The company also faced challenges with change orders. Field employees often received verbal feedback from the general contractor. Without a signed change order, Galindo & Boyd struggled to collect payments for the out-of-scope work.
Additionally, Galindo & Boyd struggled with maintaining an accurate equipment inventory due to the use of paper, spreadsheets, and disconnected systems. Field supervisors purchased tools and equipment on company credit cards because they couldn’t find equipment. The administrators only knew about the new tool and equipment purchases after-the-fact when they received expense reports.
In the last few years, Galindo & Boyd acquired Arahed Lathing, Corp, which tripled the number of employees to more than 300 in a short time. Relying on paper time cards and forms to handle field data collection became unmanageable, and Galindo & Boyd needed a better solution.
DIGITAL TRANSFORMATION
Galindo & Boyd selected cloud-based WorkMax TIME for time tracking to streamline its processes and increase accuracy for their 285 employees at the time. After implementing WorkMax TIME, foremen clocked their crews in and out using face recognition on a mobile-device’s rear facing camera to maintain proper social distancing. Foremen, supervisors, and superintendents tracked labor hours in real time and allocated them to the right cost code much faster on their mobile devices than with paper and dramatically increased accuracy.
With WorkMax FORMS, Galindo & Boyd streamlined and digitized their incident daily field reports, change orders, and drivers’ logs. Data quality dramatically improved by providing all forms in both Spanish or English depending on the employee’s native language. Field employees instantly filled out change orders and collected e-signatures from the general contractors and sent them to the accounting to expedite billing. Foremen also completed daily field reports on their mobile devices that were also automatically emailed to the general contractor. For safety incident reports, WorkMax FORMS simplified documentation. The foremen entered incident reports in real time, took photographs, and digitally recorded the incident’s details. The company also used WorkMax FORMS to reduce COVID-19 risks on jobsites. Employees were prompted with health screenings on their mobile device upon clocking in and out. Using WorkMax FORMS, Galindo & Boyd’s foremen also photographed the jobsite to document the COVID-19 safety precautions for PPE and handwashing stations to mitigate any OSHA fines or safety risks.
Galindo & Boyd chose WorkMax ASSETS to manage its tool and equipment inventory. From the warehouse to the jobsite, WorkMax ASSETS provided accurate lists of the tools and equipment, including their location. Now, the company had its tools and equipment information in one easily accessible place, including warranty information and maintenance logs.
DIGITIZED FIELD DATA
From their mobile devices, foremen, supervisors, and superintendents allocated job costs faster with WorkMax TIME than with paper or spreadsheets. WorkMax TIME’s intuitive interface saved over an hour each week as they allocated the labor hours to the right project and cost code. This saved $100,100 in labor costs in the first year.
By utilizing WorkMax TIME, WorkMax FORMS, WorkMax ASSETS, Galindo & Boyd streamlined their growing operations. By eliminating paper time cards and integrating WorkMax TIME with iSolved HCM and JOBPOWER, Galindo & Boyd reduced payroll processing time by 40-50%. WorkMax also improved labor cost accuracy. By collecting labor hours in real time and using face recognition and GPS, they reduced overtime by $801,253 in 12 months. They also saved $254,592 in regular labor hours and no longer had missing time cards trickle in after payroll deadlines.
With WorkMax FORMS, Galindo & Boyd quickly captured e-signatures on change orders from general contractors within 24 hours. Before, it took up to a week for change orders to arrive at the office. Using WorkMax, they increased the number of change orders submitted and received them the same day with e-signatures. This change expedited billing and improved cash flow.
Meanwhile, WorkMax ASSETS enabled the company to catalog its entire tool and equipment inventory. Overall, Galindo & Boyd saw a savings of $1,079,505 in the first 12 months of utilizing WorkMax—and the company has only continued to build upon those savings to this day for their 475 employees. Their return on investment was a staggering 4997%.
CLOSING THOUGHT
It’s time to change the way you collect field data. Start your digital transformation today to dramatically reduce your labor costs and also expedite billing. Find out how digitizing forms on mobile devices for change orders, safety, daily log reports, and purchase orders increase accuracy and significantly impact your job costs and billing.
For More Information
WorkMax by AboutTime Technologies empowers SMB to enterprise businesses to make better decisions with accurate live field data using one app to provide actionable insights into labor, job costs, production, equipment management, safety, and field reporting. The WorkMax cloud platform includes WorkMax FORMS, TIME, and ASSETS. For more, visit www.workmax.com.
Modern Contractor Solutions, May 2021
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