Category Archives: Case Studies

App for Employee Time Tracking Mobile Forms Saves

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Case Study - Redden Concrete

App for Employee Time Tracking and Mobile Forms Saves Redden Concrete $874K

Case Study - Redden Concrete
Digital Transformation Strategy
$0.5M
LESS IN REG. HOURS
Digital Transformation Strategy
.0%
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$0K
LESS IN LABOR COSTS
Digital Transformation Strategy
$0K
LESS IN MATERIALS
Digital Transformation Strategy
$0K
TOTAL COST SAVINGS
Case Study - Redden Concrete logo

Company

Redden Concrete

digital transformation strategy for masonry company

Industry

Concrete

Location

Melissa, TX

Employees

325

Digital Transformation Strategy integration

Integrations

Deltek + ComputerEase

App for Employee Time Tracking and Mobile Forms Needed for Time Rounding & Handwritten Forms Issues

Redden Concrete Inc. wasn’t a newcomer to digitization. And although utilizing an integrated digital timekeeping system that synced to its accounting and payroll software, Deltek + ComputerEase, the company faced inaccurate time records and ballooning labor costs. The digital time entry system Redden Concrete Inc. used didn’t include a start and stop time for clock in/out or breaks. The on-site superintendents entered and rounded labor hours by entering the same total hours worked per employee. In the past, superintendents would enter that 10 employees worked 8 hours when in reality two workers only worked 7.5 hours, two more worked 7.75 hours, and five people only worked 7 hours.

Without a time-stamp for clock in and out for shifts and lunch breaks, the company had an inaccurate account of who worked onsite on a given day. They also weren’t aware of the true costs of labor. Redden Concrete Inc. knew that they were overpaying some employees and this was a concern. Added to this, all the company’s forms, from those tracking missing employee time to purchase orders for materials, were in paper form or sent via text messages or emails. Delays, miscommunication, and things slipped through the cracks.

In regard to missing time forms, Redden Concrete Inc. didn’t have an official reporting practice that produced a record of the issue. Field employee simply told their superintendent if they worked more hours than their superintendent submitted to payroll. The superintendent then called the payroll department to add hours to resolve the issue.

Similarly, the company’s Pour Reports were delayed and arrived two weeks late to the office, causing confusion paying suppliers and updating job progress and costing. Daily, the superintendent filled out these Pour Reports and recorded the weather conditions, materials and equipment used, amount of concrete being pumped by phase and category for every job, and crew present. Without the Pour Report, accounting received invoices from suppliers but couldn’t assign the costs to a project or know if they were legitimate invoices.

Redden Concrete Inc. also had communication challenges between the field employees and mechanics. Field employees called, emailed, or sent paper forms to request service on a piece of equipment. When they received the equipment after the mechanic repaired it, they still had mechanical issues. It caused unnecessary conflicts and reduced employee productivity.

“The time clock system holds everyone accountable for their exact time. The facial recognition keeps them honest.”

Redden Concrete | Brooke Redden

Brooke Redden, Vice President

“Why should every contractor use WorkMax? My first question I ask is, ‘Do you like money?’ and their answer is always ‘YES!’ WorkMax is worth it because of the amount of money you’re going to save. With WorkMax TIME, we saved $729,000 in total labor costs with face recognition, GPS, and real-time clock ins and outs.”

Brooke Redden, Vice President

WorkMax TIME, an App for Employee Time Tracking, Makes Job Costing Made More Efficient and Accurate

With WorkMax TIME, Redden Concrete Inc. streamlined its time tracking process and gained access to accurate labor costs in real time. On-site superintendents were no longer responsible for entering total hours worked per employee. This responsibility now fell to every individual on the Redden Concrete Inc. team.

Employees clocked in using WorkMax TIME with face recognition from their mobile devices. The company also utilized WorkMax TIME’s GPS and geo-fencing capabilities, which only allowed employees to clock in once they were onsite or within a certain range. With WorkMax TIME, Redden Concrete Inc. verified each employee’s identity and location. Redden Concrete Inc. knew who was working where, when and for how long in real time. Now, superintendents were simply responsible for reviewing employee clock ins, and the company was no longer paying for estimated, often inflated, labor hours.

The integration with Deltek + ComputerEase and WorkMax TIME simplified Redden Concrete’s ability to do job costing or accurately bill for materials and work performed against a specific job. When clocking in, employees selected the job/project, the phase (i.e., paving, slab, piers, etc.) and category (i.e., layout, forming, dirt work, rebar, place and finish, softening, etc.).This cost structure was pulled from the Deltek + ComputerEase ERP and mirrored in WorkMax TIME. This allowed each hour tracked to be tied to a cost code. Once reviewed and approved by an on-site superintendent, this data synced with Deltek + ComputerEase for payroll and accounting. Using both integrated products the company’s entire time tracking, payroll and billing processes was streamlined while also increasing accuracy.

Taking the platform’s capabilities further, WorkMax TIME allowed employees to set a default job when they worked on the same job for months at a time. They’re only prompted to change the phase and category daily. With the utilization of permission profiles in WorkMax TIME, field employees and superintendents saw only the information they needed. There was no sifting through long lists of projects, phases or categories. Rather, Redden Concrete Inc. had profiles for each project superintendent that gave them the capability to see everything for their specific jobs. This saved them time from sorting through over 325 employee records to review and approve time. Additionally, Redden Concrete Inc. set up job related permission profiles for their safety team and mechanics to see only the phases and categories related to them.

Key WorkMax Features That Reduced Costs & Expedited Field Data Collection

Job Pour Reports Increased Job Cost Accuracy

Clock In/Out in Real Time

GPS & Geofencing Reduced Labor Costs

Face Recognition Cut Labor Costs

Mechanic Repair Photos Reduced Conflict

Reduced Job Hazards

Expedited POs Reduced Materials Costs

Permission Profiles Sped Up Supervisor Approvals

Redden's Return On Investment

Case Study - Redden Concrete ROI

“We didn’t realize how much we could have saved on materials by using WorkMax FORMs for POs. Previously, our field staff sent cryptic text messages, emails, or handwritten notes to request materials last minute. With WorkMax FORMS, we had all the info we needed right away to negotiate better pricing and eliminated excess material purchases. This reduced our material costs by $145,000.”

Brooke Redden, Vice President

WorkMax FORMS Cuts Reporting Delays, Confusion & Materials Costs

Redden Concrete Inc. also implemented WorkMax FORMS. These digital forms reduced reporting delays, miscommunications and materials costs. Among the many forms Redden Concrete Inc. utilizes, the company’s purchase order form became one of the most important. Prior to using WorkMax FORMS, field superintendents submitted handwritten notes, made a phone call or sent text/email to the company’s PO director with the materials needed for a project. The system was unorganized, and things fell through the cracks. With WorkMax FORMS, the PO department received the information in real time which expedited materials requests. This gave the PO department more lead time to price match and to find better deals. No more guessing. No more questions. But rather consistent purchase order forms that got the job done.

By digitizing the company’s daily Pour Reports on WorkMax FORMS, the administrative team received daily progress reports. Gone were the two-week wait times for paper reports. Now, on the day of a pour, the Redden Concrete Inc. office received the Pour Reports and quickly reconciled the supplier invoices and assigned the costs to the correct job. Additionally, WorkMax FORMS also made it easier for Redden Concrete Inc. to correct missed time on paychecks when employees forgot to sync their time or forgot to clock in. With WorkMax FORMS, employees simply filled out a missed time form that was automatically sent to the payroll team to process.

Redden Concrete Inc. also used WorkMax FORMS for its job hazard analysis. When an incident occured on a jobsite, superintendents submitted the form from their mobile device and the job hazard analysis was automatically sent to the company’s safety director. This allowed the safety director to respond in real time to ensure the team member received the care they need, and any safety issues or hazards are handled. Completed forms were easy to find and accessible after-the-fact, creating a vital paper trail for the company.

Redden Concrete Inc. also created Mechanic Request Forms and Mechanic Completion Forms to improve the communication between the equipment operators and mechanics. With WorkMax FORMS, equipment operators described the mechanical issue and also included photos to show the mechanics. The form was automatically sent from the equipment operator to the mechanics. The mechanics received more detailed descriptions and photos to help the mechanics understand what the issues were. As the mechanic completed the repairs, photographs were taken and notes were entered into the Mechanic Completion Form. When the mechanic finished the repairs, the Mechanic Completion Form was automatically sent back to the equipment operator that requested the service. This closed-loop process significantly reduced the conflict between the equipment operators and mechanics and increased productivity for both teams.

App for Employee Time Tracking and Mobile Forms Reveals Unbelievable ROI and Cost Savings

WorkMax TIME and WorkMax FORMS streamlined Redden Concrete Inc.’s employee time tracking and field reporting systems, the company dramatically decreased both its labor and materials costs.

By utilizing WorkMax TIME alone to collect live field data, the accuracy of the company’s labor hours improved substantially. With WorkMax TIME, tracking exact employee clock ins, clock outs, and breaks, the company reduced their regular hours by one hour per week for most employees. In a year, they saved $703,000 in regular hour savings by paying employees actual hours worked by confirming employee location and identify using GPS, Geofencing, and face recognition. From 2019 to 2020 when Redden Concrete Inc. adopted the WorkMax TIME, they also decreased their overtime by $26,000.

Additionally, with the expedited data and improved quality of the information on its purchase orders with WorkMax FORMS, the company realized a $145,000 reduction in materials costs over the same time period. The impact of better and faster data on the PO forms allowed the PO department to price match and get better deals with more lead time. It also allowed them to combine multiple POs into one order and not over-purchase materials when there were order minimums.

The total cost savings for Redden Concrete amounted to $874,000. Redden Concrete achieved a 2813% return on their investment in the WorkMax mobile workforce platform. They continuously have added more mobile form types to improve their field data collection processes to drive more efficiency, productivity, and cost savings.

Digital Transformation Strategy Saves Galindo & Boyd $1,079,505

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Digital Transformation Strategy

Galindo & Boyd’s Digital Transformation Strategy Saves $1,079,505

Digital Transformation Strategy
Digital Transformation Strategy
$0K
LESS IN REG. HOURS
Digital Transformation Strategy
$0K
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$0K
LESS IN REG. HOURS
Digital Transformation Strategy
$0K
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$0K
LESS IN REG. HOURS
Digital Transformation Strategy
$0K
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Case Study - Galindo & Boyd logo
digital transformation strategy for masonry company

Industry

Masonry & Stonework

Location

Mesquite, TX

Employees

475

Digital Transformation Strategy integration

Integrations

JOBPOWER
iSolved

Solution

WorkMax Complete Suite

Digital Transformation Strategy Needed Due To Rapid Expansion

Galindo & Boyd’s skilled trade workers had long filled out paper time cards. Employees photographed time cards and sent them to the payroll team each day. The payroll team manually keyed the data into iSolved for payroll and JOBPOWER for job costing. At the time, Galindo & Boyd had about 100 employees and its payroll process took two-and-a-half days each week to complete.

Daily payroll deadlines for time cards were missed. Time records for new employees were missing or unknown employees submitted hours. Besides experiencing missed timecard deadlines, the payroll team had to track down project foremen to verify if the submitted hours were legitimate and contact human resources to confirm the new hire paperwork had been completed. The payroll and management team wanted a better way to track its employees’ time that was easily verifiable and not reliant on an employee’s handwritten time cards.

The company also faced challenges with receiving change orders from the field employees when there was a change to the project scope. Field employees often received verbal feedback from a project’s general contractor to alter the scope of work and completed the work. Without a signed change order form, Galindo & Boyd struggled to bill for the work that was out-of-scope.

Galindo & Boyd also had a hard time maintaining an accurate asset inventory. The company had a manual equipment inventory processes with paper, spreadsheets and disconnected systems. For example, the company’s field supervisors purchased tools and equipment on a company credit card because they couldn’t find it to check it out. They only knew about the new tool and equipment purchases after-the-fact when they received expense reports. The company had no way of identifying if a field supervisor was constantly repurchasing the same piece of equipment and why it was needed. Additionally, some tools and equipment weren’t barcoded and tracked properly, and they remained unaccounted for.

In the last few years, Galindo & Boyd expanded into the Houston market and acquired Arahed Lathing, Corp in San Antonio, which tripled the company’s number of employees from about 100 to over 300 in a short time. It became unmanageable to rely on paper time cards and forms to manage field data collection, and Galindo & Boyd needed a better solution to manage its growing business. They knew that digitizing their time tracking, field reporting, and equipment tracking would be the digital transformation they needed.

“Some business investments take years to see an ROI; With WorkMax TIME, FORMS and ASSETS, we saw a savings of over $1M within 12 months.”

Galindo and Boyd Becca Gates

Rebecca Gates, Human Resources/Payroll

Galindo & Boyd Chose WorkMax TIME, WorkMax FORMS, WorkMax ASSETS for its Digital Transformation Strategy

Galindo & Boyd selected cloud-based WorkMax TIME for its employee time tracking solution. The company wanted to streamline its time tracking processes to increase the accuracy of its payroll. After implementing WorkMax TIME, project foremen across multiple job sites clocked in and out every field employee using face recognition on a mobile-device’s rear facing camera. 

Galindo & Boyd used a unique cost code for each of their services. Using WorkMax TIME, project foremen, supervisors, and superintendents tracked labor hours in real-time and allocated them to the right cost code much faster than with paper and much more accurately also.

With WorkMax FORMS, Galindo & Boyd also streamlined and digitized all its incident and daily field reports along with a variety of other forms including work and change orders and drivers’ logs. A key feature that improved the data quality was the ability to provide forms in either Spanish or English in WorkMax FORMS. Project foremen now filed their daily field reports right from their mobile devices that automatically emailed copies to the general contractor for the project. WorkMax FORMS also placed change orders for out-of-scope items in the hands of all of Galindo & Boyd’s field employees. Employees instantly filled out a change order and collected an e-signature from the general contractor and sent it to the accounting to expedite billing.

Galindo & Boyd’s drivers also used WorkMax FORMS to file daily log reports. They customized  WorkMax FORMS to track the many stops throughout the day picking up equipment and materials from warehouse and vendors before delivering them to various job sites.

For safety incident reports, WorkMax FORMS eased the documentation process. The foremen entered incident reports in real time, took photographs and digitally recorded the incident’s details, and provided any necessary safety remedies. The company also used WorkMax FORMS to reduce COVID-19 risks on job sites. Employees were prompted with a health screening form on their mobile device as they clocked in or out to prevent the spread of COVID-19 in the field. Using WorkMax FORMS, Galindo & Boyd’s project foremen also photographed the job site and showed the company following the COVID-19 safety precautions for PPE and handwashing stations. WorkMax FORMS mitigated any OSHA or litigation risks and made it easy to do.

Galindo & Boyd also utilized WorkMax ASSETS to manage its tool and equipment inventory. From the warehouse to the job site, WorkMax ASSETS provided a more accurate list of the tools and equipment along with their location. With WorkMax ASSETS, the company had its tools and equipment information in one, easily accessible place, including warranty information and maintenance logs.

Key WorkMax Features Critical to Digital Transformation Strategy

Allocated Jobs Costs Faster

Collected Hours in Real Time

GPS Location on Clock In or Out

Face Recognition Cut Labor Costs

Visibility Into Asset Inventory

Reduced Safety Risks

Expedited Change Orders

Accurate Daily Log Reports

Galindo & Boyd’s Return On Investment

Case Study - Galindo & Boyd ROI

Galindo & Boyd’s Digital Transformation Strategy Worked

Digitized Field Data Drove Productivity, Slashed Labor Costs, and Expedited Change Orders

WorkMax TIME’s intuitive user interface reduced the time it took for foreman, supervisors, and superintendents to allocate the labor hours to the right cost code. They allocated labor hours to the right cost code in the field on their mobile devices in real time faster than with paper or spreadsheets. The time savings resulted in a direct labor cost savings of $23,660 in the first year.

WorkMax TIME, WorkMax FORMS, WorkMax ASSETS, Galindo & Boyd streamlined its growing operations across multiple office locations and a multitude of job sites. By eliminating the use of paper time cards and integrating WorkMax TIME, which synced with the company’s payroll and job costs software systems, the Galindo & Boyd’s payroll process decreased to 1.5 days a week, or 40-50% less time. It also directly improved the accuracy of the labor hours. WorkMaxTIME immediately eliminated guesstimates of hours worked. Within the first year, Galindo & Boyd saved $254,592 in direct labor hours for their field employees with face recognition, GPS, and real-time entry of hours. An even greater benefit to them was that they no longer had missing time cards trickle in after payroll deadlines with WorkMax TIME. In addition, WorkMax TIME brought clarity to overtime hours tracking. By collecting field employee’s time in real time and using face recognition and GPS, WorkMax delivered overtime savings of $801,253 in the first 12 months.

The ability to and quickly capture e-signatures on change orders from general contractors approve a change order form through WorkMax FORMS, often within 24 hours, Before WorkMax, it took up to a week for three to four paper change orders to get from the field to the office. When they missed a billing cut off, it impacted the company’s cash flow. Using WorkMax, they increased the number of change orders to 4-5 per month with e-signatures from mobile devices and received them the same day. Billing was expedited and improved their cash flow.

WorkMax FORMS has also eased the information exchange among Galindo & Boyd’s workforce and has led to increased time savings on the front and back end of its operations. 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. With over $1M in cost savings from direct labor hours and overtime hours by using WorkMax TIME, Galindo & Boyd’s return on investment was a staggering 4997%.

Nayland Scaffold Nixes Paper

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Case Study - Redden Concrete

Nayland Scaffold Nixes Paper to Save $172,476 with WorkMax TIME and FORMS

Case Study - Redden Concrete
Digital Transformation Strategy
$0.5M
LESS IN REG. HOURS
Digital Transformation Strategy
.0%
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$141K
LESS IN LABOR COSTS
Digital Transformation Strategy
$11
LESS IN PAYROLL LABOR COSTS
Digital Transformation Strategy
$153K
TOTAL COST SAVINGS
Digital Transformation Strategy
Digital Transformation Strategy
Digital Transformation Strategy
Case Study - Nayland Scaffold logo

Industry

Construction Scaffolding

Location

New Zeland

Employees

25

Buried in Paper Forms and Time Cards

Nayland Scaffold Ltd. used paper time cards and forms. The most common forms used by the field employees were Job Tag Forms, Status Change Forms, and Site Audit forms. Using paper for forms and time cards was inefficient, error-prone, often illegible, and missing critical information. Employees were also filling out the time cards at the end of the week and were much less accurate when they depended on their memory.

All of Nayland Scaffold Ltd.’s projects relied on crews of employees working at a job site. Most of the time they all worked on the same projects for the same amount of time each day but turned in three time cards. These inaccuracies forced the office staff to track down the employees to obtain or verify the actual work performed and associated with the hours they submitted on their time card in order to bill their clients correctly.

With paper forms, they often had missing critical data because the field employees weren’t turning the forms in. This meant that the office staff had to spend time contacting the employees or supervisors in the field to get the critical business data they needed. In addition, once the paper forms were submitted to the office, the office staff had to scan the documents and organize them. There was a six-month backlog of paper documents. If they needed to quickly find a document because of a customer complaint or potential litigation, they weren’t able to quickly find the forms they needed to validate the work they performed.

Paper Problems Solved with WorkMax TIME and FORMS

Nayland Scaffold Ltd. chose WorkMax TIME and WorkMax FORMS to optimize their inefficient manual processes for paper time cards and forms. Once Nayland Scaffold Ltd. started capturing labor hours in real time with WorkMax TIME, employees were more productive and it increased their billable hours to clients. WorkMax TIME also simplified their time collection. The top WorkMax TIME feature that contributed most to the labor accuracy was the crew Clock IN/OUT feature. It allowed their supervisors to clock IN/OUT their scaffolding crews and assign them to the right project and tasks from their mobile device for more accurate job costs. Not only were the labor hours more accurate, so was the data captured on the mobile forms using WorkMax FORMS. The office staff no longer had to read illegible time cards or forms. The data was also more precise. Nayland Scaffold Ltd. made sure they added as many multiple choice fields on their forms to allow employees to quickly fill out the forms as accurately as possible. Also, with WorkMax FORMS the office staff didn’t have to hunt down employees to get missing paper forms or time cards. The office staff eliminated manual data entry of time cards and the manual scanning of the paper forms. All the forms were easy to find in WorkMax FORMS because they were all in one place and easily searchable with filters in the WorkMax Control Center.

“We needed our forms in on place digitally and a crew clock in/out to improve our time tracking accuracy. WorkMax TIME and FORMS accomplished both. Which resulted in an increase in our productivity and our billable hours by 10% to 15%"

Jonny Benbow, General Manager

Key WorkMax Features That Increased Accuracy and Productivity

Clock In/Out in Real Time

Expedited Payroll Processing

Increased Form Completion

Increased Job Cost Accuracy

Eliminated Scanning Time Cards

Improved Bid Accuracy

Save a Tree and Labor Costs While Increasing Billable Hours and Job Cost Accuracy

The total cost savings by eliminating paper time cards and forms with WorkMax TIME and FORMS was $172,476 with ROI of 2926%. Before WorkMax TIME and FORMS, the employees spent an hour completing time cards and forms each day. With WorkMax TIME and FORMS, they entered and completed their time cards and forms in 20 minutes a day. This was a 67% time savings. The required fields, multiple choice pick lists, and Crew Clock IN/OUT in WorkMax FORMS and WorkMax TIME had the most significant impact on time savings and accuracy.

WorkMax TIME and FORMS saved a significant amount of time for the field staff but saved even more time for the office staff. In addition to the time it saved, they eliminated many tedious, monotonous, administrative tasks which improved their job satisfaction. The office staff reduced manual processes including data entry and document scanning for the paper time cards and forms. Before WorkMax TIME and FORMS, the office staff spent 4-5 hours per day manually entering payroll data and making sure their employees’ time was coded to the right project. They also had to scan and organize the paper forms. With WorkMax TIME and FORMS, they reduced their manual processes to one hour a day which was a 78% increase in productivity.

WorkMax TIME’s real-time data capture not only made their payroll and job costs more accurate, but it also had an impact on their productivity. Because the mobile forms were so easy to complete, the field employees increased their form completions by 15% with WorkMax mobile FORMS. The real-time data capture also increased the field employees’ productivity. As a result, WorkMax TIME increased the company’s billable hours by 10% to 15%.

Another portion of the $172,476 total cost savings was also achieved by considerably decreasing paper costs from the paper time cards and forms. All of the employees’ labor costs and forms were captured digitally from mobile devices. Before WorkMax FORMS, the office staff was 6 months behind on scanning and organizing their paper forms. After WorkMax FORMS, the mobile devices captured the data on the mobile forms and stored in the cloud in one place. Scanning paper forms and time cards were no longer necessary. WorkMax TIME and FORMS not only saved the cost of paper, but it also made all of their employees more efficient.

Other factors that contributed to the $172,476 cost savings were the 3% human error rate from manual data entry of time cards because everything was digital. Additionally, with Crew Clock IN/OUT and real-time data capture, Nayland Scaffold Ltd. eliminated the 49 minutes lost per day per employee. The lost time was saved with Crew Clock IN/OUT. Also, the real-time data capture eliminated overestimated hours for extended lunches/breaks, clocking IN/OUT before work began or after work ended.

Nayland Scaffold ROI

Archer Mechanical Scraps Spreadsheets

Slide 1
Case Study - Redden Concrete

Archer Mechanical Scraps Spreadsheets to Save $153K in Labor Costs

Case Study - Redden Concrete
Digital Transformation Strategy
$0.5M
LESS IN REG. HOURS
Digital Transformation Strategy
.0%
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$141K
LESS IN LABOR COSTS
Digital Transformation Strategy
$11
LESS IN PAYROLL LABOR COSTS
Digital Transformation Strategy
$153K
TOTAL COST SAVINGS
Digital Transformation Strategy
$141K
LESS IN LABOR COSTS
Digital Transformation Strategy
$11K
LESS IN PAYROLL LABOR COSTS
Digital Transformation Strategy
$153K
TOTAL COST SAVINGS
Case Study - Archer Mechanical logo

Industry

Mechanical Contractor

Location

Salt Lake City, UT

Employees

80

Digital Transformation Strategy integration

Integrations

A-Systems JobView

Solution

WorkMax TIME

Issues with Inaccurate Spreadsheets and Manual Processes

To track employees’ time, Archer Mechanical created a Microsoft Excel template for their project managers and superintendents to manually enter their field employees’ labor hours. A majority of the time, the superintendents or project managers waited until the end of the week and fill out the Microsoft Excel spreadsheet to track their employees’ time for payroll. It was difficult for their superintendents and project managers to remember at the end of the week if employees arrived late, or left the job sites early, or took extended breaks.

The spreadsheets were emailed to the office with forty hours for practically every employee. After reviewing the spreadsheet, the labor hours were manually entered into the accounting system, A-Systems JobView. This process took two business days for one payroll employee to complete. They even considered adding another full-time payroll employee if they couldn’t find a faster and more efficient way to collect employee time tracking data and process payroll.

“We cut our field employees’ labor cost by $141,440 with WorkMax TIME’s real-time tracking and facial recognition. WorkMax TIME not only reduce our labor costs significantly; it helped us create more accurate bids and reduce our payroll processing time by 75%"

Amber Madrigal, Manager of Operational Excellence

Key WorkMax Features That Reduced Costs & Expedited Payroll Processing

Clock In/Out in Real Time

Improved Bid Accuracy

Expedited Payroll Processing

Face Recognition Cut Labor Costs

Real Time Reports

Archer Mechanical Selects WorkMax TIME to Integrate with A-Systems JobView

Archer Mechanical selected WorkMax TIME to automate employee time tracking that was easy for employees to use, expedite payroll processing, and integrate with A-Systems Jobview. They also wanted to shift the responsibility for employee time tracking from the project managers and superintendents to the individual employees to achieve accurate real-time collection of labor hours. They wanted supervisors to stop entering employees’ time.

With WorkMax TIME it was easy for individual employees to enter their time from their smartphone, computer, iPad, or tablet in real time for accurate labor costs. Archer Mechanical also used WorkMax TIME’s facial recognition to see when a project manager or superintendent tried to clock another employee in or out. The payroll manager quickly identified when superintendents or project managers did this and could quickly address it.

“WorkMax is great. We don’t have to enter our crew’s time anymore. We love the real-time reports that show us where we are at with labor costs."

Field Superintendent, Archer Mechanical

In addition to employees tracking their own time, Archer Mechanical also wanted to improve their payroll processing efficiency. They processed payroll every week and before using WorkMax TIME, it took two days to process payroll. Individual employees were accurately entering their hours in real time into WorkMax TIME and the labor hours were then synced with A-Systems JobView. WorkMax TIME eliminated manual data entry and pushed accurate labor data into A-Systems JobView for a more streamlined workflow.

Archer Mechanical ROI

WorkMax TIME Slashed Labor Costs, Optimized Business Processes, and Improved Bid Accuracy

With WorkMax TIME, Archer Mechanical reduced the employee time tracking and payroll processing time by 75%. After selecting WorkMax TIME, it now only takes the payroll employee four hours. There’s no need to add an additional payroll team member. By cutting the payroll employee’s processing time by 75%, they also saved $11,856 in labor costs for the existing payroll employee.

Archer Mechanical also reduced labor hours for field employees. Before WorkMax TIME, each field employee averaged forty labor hours per week. After using WorkMax TIME’s real-time data collection and facial recognition, the labor hours per week were reduced to thirty-eight hours on average. This was an annual labor cost savings of $141,440 for Archer Mechanical’s forty field employees. The total labor cost savings was $153,296 in the first year. With WorkMax TIME, their labor costs were more accurate and resulted in more precise bids for future projects.

Niemeyer Bros. Plumbing Picks WorkMax TIME for Precise Payroll and Job Costs

Slide 1
Case Study - Redden Concrete

Niemeyer Brothers Plumbing Picks WorkMax TIME for Precise Payroll and Job Costs

Case Study - Redden Concrete
Digital Transformation Strategy
$0.5M
LESS IN REG. HOURS
Digital Transformation Strategy
.0%
LESS IN OVERTIME
Digital Transformation Strategy
OVER $0MILLION
COST SAVINGS
Digital Transformation Strategy
$141K
LESS IN LABOR COSTS
Digital Transformation Strategy
$11
LESS IN PAYROLL LABOR COSTS
Digital Transformation Strategy
$153K
TOTAL COST SAVINGS
cs-logo-niemeyer

Industry

Commercial & Residential Plumbing

Location

Phoenix, AZ

Employees

32

Digital Transformation Strategy integration

Integrations

ProContractor by
Viewpoint & ADP

Solution

WorkMax TIME

Paper was Killing Accuracy and Efficiency

Niemeyer Brothers Plumbing struggled with getting accurate paper time cards from their mobile field employees. Instead of keeping track of their time and tasks each day, employees waited until the end of the pay period to write down their time and tasks from memory. Which led to employees estimating their time and not documenting their actual hours worked. Niemeyer Brothers Plumbing knew they were overpaying employees on estimated hours compared to their actual worked hours. With paper time cards, they also didn’t have a way of knowing if the employee was really on the job site where they were assigned to work for the day when they wrote down their clock IN or OUT. They also had employees write their start times before their scheduled work hours. Employees also had one paper time card per foreman that they worked for in a week. Throughout a week they typically would work for three or more foremen at multiple job sites. This meant that employees were turning in at least three separate time cards for each week. The payroll staff had to manage the multiple time cards and contact the employees if one of the time cards was missing.

In addition to incorrect labor hours, they also had inaccurate job costs. Employees were only concerned with receiving their 40-hour paycheck and were not accurately tracking their time to the correct activity or project. They would code 40 hours to domestic water even though they had been working on compressed air piping. They didn’t understand that their time and task tracking impacted how Niemeyer Brothers Plumbing estimated similar future projects. They knew employees should be assigning their hours to multiple cost codes, but they were not documenting it on the paper time cards. When they would look back on past projects to create a new estimate to bid on a project, the labor associated with domestic water line tasks were over budget. During which other activities/tasks had zero labor hours associated with them. It made estimating future projects more difficult.

Timely submission of the paper time cards was always an issue. To pay employees the hours they worked. The receptionist would call each employee with missing time cards to get them to turn them in. The first challenge was getting the time cards. The second challenge was entering the data manually into ProContractor by Viewpoint and ADP from illegible handwritten time cards with inaccurate job costs. Additionally, the executives at Niemeyer Brothers Plumbing lacked visibility into their labor and job costs which affected their bottom line. They were unsure if they would end their year with profits or losses.

Key WorkMax Features That Increased Accuracy & Payroll Processing

Face Recognition

Clock In/Out in Real Time

Expedited Payroll Processing

GPS Location on
Clock In or Out

Improved Bid Accuracy

A Modern Web-Based Cloud Solution with WorkMax TIME

Niemeyer Brothers Plumbing selected cloud-based WorkMax TIME for their employee time tracking solution. They wanted an easy-to-use solution that would be adopted quickly by their field staff using their mobile devices in the field. WorkMax TIME’s clean user interface was easy to use and didn’t overwhelm the users with extra options that were not relevant to them. Even though WorkMax TIME was easy to use, Niemeyer Brothers Plumbing anticipated push back from their employees. Even with inaccurate job costs on their paper time cards, the employees still were paid their 40 hours. When they rolled out WorkMax TIME to their employees, they received strong direction from their executive leadership President, Rick Niemeyer. When he received complaints that it took too long or was too complicated, he told them if they wanted to get paid, they had to track their time and activities in WorkMax TIME. After they got into WorkMax TIME and started using it, they saw how simple it was.

By choosing WorkMax TIME for employee time tracking, a web-based cloud solution Niemeyer Brothers Plumbing eliminated the need for servers to host the software and adding more duties to their IT staff to maintain them. Another benefit of a web-based cloud solution is the office staff no longer had to spend time downloading updates to the server. Updates are pushed automatically to their users. They also liked how a web-based employee time tracking solution allows them to get new features and enhancements monthly instead of quarterly updates for an on-premise solution.

"Did the guys buck the system? Yes! We heard every excuse until we said, ‘This is the way you’re going to get paid. You’d better figure it out fast’
– All of a sudden they saw how simple it was."

Rick Niemeyer, President

Niemeyer Brothers Plumbing ROI

Increased Efficiencies and Profits Through Streamlined Payroll Process and Accurate Job Labor Costs

WorkMax TIME simplified the payroll processing experience. Because employees submitted a separate time card for each foreman they worked for in a week. The payroll staff would receive multiple paper time cards per employee. With WorkMax TIME the payroll team can see in real-time, the summarized total hours per employee no matter how many foremen they worked for in a week eliminating the multiple paper time cards. These summarized totals per employee are automatically calculated and easily found in the WorkMax Control Center.

Another WorkMax TIME feature that helped simplify the payroll processing experience is User Notes. Employees can enter User Notes directly related to a time entry, eliminating the need to send a separate email to payroll. Everything for payroll is all in one place in the WorkMax Control Center. Saving the employees’ and payroll team’s time because they didn’t have to go back and forth between emails and WorkMax TIME to ensure an employee’s time was correct before processing payroll.

WorkMax TIME’s GPS feature helped to reduce the overestimated time by employees for accurate labor costs. With GPS location services, they could see where employees were when they clocked IN and OUT. They no longer had employees clocking IN or OUT when they weren’t at the job site. But if they did, they could address the situation before they processed payroll. The group clock IN feature also helped reduced overestimated employee hours because the foreman clocked IN the crew as soon as they started work and clocked them OUT at the end of work for the day.

WorkMax TIME integrated with ProContractor by Viewpoint to automatically push labor hours and tasks to the right jobs and cost codes for accurate job cost accounting. They also used ADP to process their payroll a simple export of the data from WorkMax TIME which easily imported it into ADP via their website. There was no longer a need to manually enter information into ProContractor by Viewpoint or ADP for accurate labor hours. The pick lists in WorkMax TIME for the employees’ activities and project names and numbers ensured that all the right job cost information was assigned to the right cost centers for accurate job costing and better estimating. It was also easy to import jobs and employees from ProContractor by Viewpoint into WorkMax TIME to keep both systems synced and accurate.

With WorkMax TIME, Niemeyer Brothers Plumbing captured their employees’ time, tasks, and projects in real-time. Executives in the office didn’t need to wait until the end of the week to see if they were going to be over or under on labor hours for a project. The real-time data collection helped the payroll team process payroll faster. Because the mobile app was the only way employees could enter their time and had to be done in real-time, the payroll team was no longer making calls from the office to tell them to turn in their time cards. With paper time cards they could never process payroll in the week that the hours were worked because they were always hunting down employees to collect the multiple paper time cards per employee. With WorkMax TIME, when all the hours were submitted by 3 PM on a Friday, they processed payroll on Friday before the close of business.

The mobile app collected employees’ time in real-time and made it easy for employees to switch their tasks or projects in real-time for accurate job costing. In the past, they would assign their tasks to one generic task each day. With WorkMax TIME, Neimeyer Brothers Plumbing began relying on historical labor costs to create more accurate estimates to bid more competitively on projects to win more business.

"We reduced overtime by 5% - 10% and saved $40,000 annually with WorkMax TIME’s GPS and real-time data collection."

Colleen Villari, Project Coordinator

GPS and Real-Time Data Collection Saves $40,000

WorkMax TIME streamlined the entire payroll process making it much more accurate and efficient. It reduced the payroll processing time by four hours per week by removing the need to track down multiple time cards per employee and manually entering them into ADP for payroll processing or job cost tracking in ProContracor by Viewpoint. The number of special payrolls for missing hours or late time card submissions dropped significantly after implementing WorkMax TIME.

With WorkMax TIME, job cost accuracy dramatically increased because employees were switching tasks and project numbers multiple times throughout the day in real-time instead of marking the day with one generic task or cost code.

Labor hours accuracy also increased with WorkMax TIME’s GPS feature and real-time data collection. There were no more estimated hours; employees entered their start and stop times in real-time. This lead to a reduction in overtime by 5% – 10% and a cost savings of $40,000 annually. With an annual cost of $2560 for 32 employees for WorkMax TIME, the investment gain was $37,440 with an ROI of 1462%.