After nearly seven decades of drilling deep foundations in 49 states and pioneering the sub-specialty of electrical transmission and utility lines for renewable energy, infrastructure, and industrial projects, Tri-State Drilling was at a crossroads. The company’s exceptional reputation and expertise had provided unrelenting growth over the years, but outdated processes and a lack of real-time visibility to job costs created an environment that was constantly looking backward instead of planning ahead.

Adam VanGrinsven, Tri-State Drilling’s chief financial officer, recognized the challenges of keeping the business on track and on budget. The company’s leadership decided that HCSS HeavyJob would be the one platform that could help them forecast accurately, track change orders, and receive real-time insights into job health and productivity.

EVERYONE ALIGNED

“Most of the time we worked through phone calls to get updates, and we relied heavily on manual calculations and manual intervention, and feedback from the PMs to understand really what the project health is and where it was,” Adam says.

It’s not uncommon when experiencing rapid growth to have many ways to solve the same problem, but at some point, it can cause friction in the business. Adam said that to get everyone aligned, they had to triage what they were currently doing and start at the beginning—with uniform codes that made sense to both accounting and the field, and setting up a test environment to workshop each step of the process so they could train their people how to fit all their needs with one program.

“We were one of those organizations that used 18 different programs to get the same result,” recalls Adam. “So, we’re bringing the focus of using that single solution, which is HCSS, to launch a lot of different initiatives within the organization. Anybody that’s in our industry should be using HCSS.”

The implementation wasn’t without its challenges, but Tri-State Drilling was committed to making it work. “We went back to the basics, and internally, we held what we call Project Harmony,” Adam explains. They meticulously planned the rollout, conducting thorough training sessions using a test job to establish new processes for data input and review. Throughout the learning process, they recorded each step using videos and manuals for how they wanted the office and the field to use HeavyJob—from time-card entry to approving and reviewing the entries from the field.

ROI KEEPS GROWING

The journey required a shift in mindset, extensive training, and a commitment to data accuracy. But Adam leveraged his HCSS Academy resources and relied on the responsive HCSS support team.

Six months into the implementation, the transformation was undeniable. Project managers could view real-time job health snapshots at any moment. Forecasting, once a shot in the dark, became a precise science. “Never have we been able to look ahead a day or two to see what we’re up against,” Adam marvels.

The true test came when Tri-State faced a $1.2 million change order. In the past, this might have been a difficult process. However, armed with detailed notes and data from HeavyJob, they confidently presented their case and executed everything within the platform. The result? The full amount was awarded.

As the ROI from handling change orders continued to increase, Adam realized the profound impact of taking the time to make sure clear processes were being communicated to the right people.

Cash flow improved, communication flourished, and decision-making became data-driven. “We’re going into meetings, and we’re seeing data ahead of time,” Adam explains. “We’re not trying to dissect and build data. We now have the number, and we’re acting in a proactive way.”

MAKE SENSE OF CHANGE

“The consequence of not getting everyone onboard is cash loss,” says Adam. “I can focus everything about HeavyJob on cash because it’s a tracker of everything we’re doing. It supports the long-term billing progress and the forecast of the business, so I know that if we’re not inputting into HeavyJob accurately, I’m going to be in a pickle with cash. If we’re not getting it right in HeavyJob, the business owners can’t make good decisions.”

The forecasting capabilities of HeavyJob allowed Tri-State Drilling to look ahead, something they had never been able to do.

“We would always look in arrears,” says Adam. “We would try and get information for what has already been done. Before HeavyJob, we never had the ability to forecast. We’ve always just said, ‘Okay, we did poorly, or we did miraculously—How do we keep that going?’ It was never done by metrics to the business. It was always done by gut feel.”

GAME-CHANGER

For Tri-State Drilling, it is the responsibility of the PM to look ahead at the forecast and ensure that the budgeted expenses are correct. “We are relying heavily on the PMs, so there’s accountability to do the work in the field accurately and correctly,” says Adam. To support the ongoing learning process, they hold weekly PM meetings where, as a group, they use the forecast module to look at the job and discuss ways they can be more efficient. By isolating what parts of the job are going wrong and looking at productivity and costs, they can talk through how well the job is doing and make improvements.

The transformation wasn’t just about numbers. HeavyJob helped to change fundamental communication challenges by creating a more collaborative environment. Adam notes, “We have the ability to look at a snapshot at any given point in the day to see the health of the job.”

As Tri-State Drilling continues to grow and evolve, Adam remains committed to pushing the boundaries of what’s possible with HCSS software, including HCSS Safety, tracking equipment costs with Equipment360, and reinforcing the team’s learning process with HCSS Academy videos.

“Follow us,” he challenges, “because it’s going to be a hell of a story.”

Transforming from a company struggling with manual processes to an industry leader in digital project management, Tri-State Drilling is a powerful testament to the impact of embracing the right technology. It’s not just about software; it’s about revolutionizing an entire approach to how businesses can constantly improve and continue growth for many more decades.

HeavyJob ensures projects stay on budget with real-time labor productivity, materials cost and equipment utilization analysis, while tracking T&M billing to ensure accurate payments. For more, visit www.hcss.com.