Category Archives: Resource Management BLOG

Buddy Punching Arch Nemesis Accuracy Profitability

Buddy Punching Biometric Time Clock App with Face Recognition

Buddy Punching Biometric Time Clock App with Face Recognition

Buddy Punching: Your Arch Nemesis to Accuracy and Profitability
3 Ways a Biometric Time Clock App Can Eliminate Buddy Punching Forever
By: Shannon Corgan, Director of Marketing 

Buddy punching is common for companies with a mobile workforce especially when supervisors move from job to job and manage multiple crews. They’re not always around when employees are clocking IN/OUT leaving an easy opening for this to occur. Every business owner, accountant, payroll employee, and supervisor needs to know what buddy punching is because it’s most likely happening and negatively affecting your payroll and job cost accuracy. But more importantly, you’re paying employees when they’re not actually working and it’s driving up your labor costs. It’s great that your employees are buddies and work well together, but you don’t want them to clock each other into work before they’ve arrived at the job site or clock each other out after they’ve left the job site for the day. In a nutshell, that’s what buddy punching is; Employees are paid for working but they’re not at the job site working.

Here are 3 ways WorkMax’s biometric face recognition will end buddy punching for your business:

Accurate Biometrics Results with WorkMax’s Time Clock App 

With true biometric face recognition, you’ll know you have the right person clocking IN/OUT and there’s no buddy punching happening. Faces in a profile photo are matched based on their visual geometry, including the relationship between the eyes, nose, brow, mouth, and other facial features to the clock IN/OUT photos associated with their time records. After the faces in the two photos are compared, you’re provided with a match percentage. You may be wondering if your employees can fool the system and continue buddy punching for their coworkers by wearing a hat, wig, or glasses. You’ll be happy to know that the answer is no. You’ll still achieve accurate face comparison match percentages even if your employees change hairstyles or wear glasses or a hat. The visual geometry in WorkMax’s biometric time clock app still measures the relationship between the facial features for the most accurate way to eliminate buddy punching.

Easy To Use

According to Pew Research96% of Americans own a cell phone and 81% of Americans own a smartphone. Most people’s mobile phones have replaced their cameras and they frequently take photos with their mobile devices. To use the biometric face recognition, simply have your employees take a photo on a mobile device when they clock IN/OUT and the biometric face recognition is done in the background. Employees just go to work as soon as they clock IN/OUT just like they’ve always done. Facial recognition is the best way to eliminate buddy punching and when you make face recognition easy to use, you’ll see the results you want.

No Expensive Equipment 

When we developed WorkMax TIME’s biometric features to eliminate buddy punching and reduce your labor costs, we wanted to remove any cost barriers to using biometrics. There’s no need to purchase expensive biometric devices or equipment like other biometric solutions that cost over $1,000 per device. With WorkMax TIME’s biometric time clock app, the cost really isn’t an issue because employees can clock IN/OUT on their iOS or Android device or use existing company tablets or iPads with WorkMax.

To see how WorkMax TIME’s face recognition will eliminate buddy punching forever and reduce your labor costs, learn more about face recognition here or schedule a demo right now. 

 

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Biometric Time Clock Saves Time

Biometric Time Clock App Saves Time 3 Ways

Biometric Time Clock App Saves Time 3 Ways

3 Ways a Biometric Time Clock App Saves Time
By Shannon Corgan, Director of Marketing 

Some people may think that a biometric time clock app may be unnecessary or too futuristic. It’s also very common for people to think that using a biometric time clock app will take too much time. There are many types of biometrics you can use to confirm that the right employee is clocking into your biometric time clock app, but the fastest and easiest biometric solution is face recognition. True biometric face recognition in your time clock app will save your business time and if your employees can take a selfie, it’s super easy to use. Additionally, your business saves time and reduces their labor hours because employees are using Android or iOS devices in their work area and there is no travel time to/from a time clock. Here are three more ways a biometric time card app saves time:

Biometric Time Clock App Automated
Automated face recognition
Face recognition is one of the best ways to use biometrics with your time clock app because your employees are pretty familiar with taking photos and selfies on their mobile devices. WorkMax TIME’s biometric time clock app associates an employee profile image and an employee clock IN/OUT photo with their time records. The comparison of the profile image to the clock IN/OUT photos is completely automated. This means that there is no need for an employee to manually compare every photo saving time for your supervisors, payroll admins, or managers. They don’t have to spend time analyzing every single photo for each and every clock IN/OUT and manually compare it to the profile image. WorkMax TIME’s face recognition automates the process and does all the comparisons for you to save you time and reduce your labor hours.

Biometric Time Clock App Mismatch Alert

 

Mismatch alerts – With WorkMax TIME, there is no need for your supervisors, payroll admins, or managers to compare employee photos to clock IN/OUT photos. Employees only need to review mismatched photos to save your company time and reduce labor hours to authenticate employee clock IN/OUT photos. Your management team will only be managing the face recognition alerts by exception for the time records that fall outside of the match percentage threshold your company sets. WorkMax TIME’s biometric time clock app also has a simple modern interface to save time on clock IN/OUT and the face recognition works in the background to save your employees time on clock IN/OUT.

Biometric Time Clock App No InterferenceDoes NOT Interfere with Clock IN/OUT – Many options for biometric time clock apps actually slow down the clock IN/OUT process and drive up your labor costs. Most biometric time clocks with fingerprint scanners or retina eye scans will not let the employee clock IN/OUT if there is a mismatch of the biometric data. When you choose a biometric time clock app with face recognition, you don’t have to worry about slowing down the clock IN/OUT process or increasing your labor costs. WorkMax TIME uses face recognition and it won’t interfere with your employees’ clock IN/OUT process. If the comparison between the employee’s profile photo and the clock IN/OUT photo falls below the match percentage threshold, employees simply clock IN/OUT and start or end their work. They don’t have to spend time fussing around and taking multiple pictures until there is an appropriate match percentage. An employee simply takes their photo on clock IN/OUT and starts working or heads home for the day. Any mismatches are drawn to the attention of the payroll admin/manager/supervisor with an alert to address if needed. 

To learn more about how a biometric time clock app with face recognition can save your company time, reduce labor costs, and increase the accuracy of your labor costs, click here If you’d like to self-schedule a demo to see a biometric time clock app in action, click on the button below. 

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Acumatica Cloud ERP Integrates WorkMax TIME

Cloud ERP Acumatica Integration with WorkMax TIME

Cloud ERP Acumatica Integration with WorkMax TIME

Acumatica Cloud ERP integrates with WorkMax TIME

Cloud ERP Integration Increases Job Cost Accuracy and Efficiency for Labor and Field Reporting

(Payson, UT – January 14, 2020) AboutTime Technologies, a 17-year veteran of on-premises and cloud-based mobile resource management, today announced the WorkMax TIME integration with Acumatica Cloud ERP. The WorkMax Complete Suite includes WorkMax TIME, FORMS, and ASSETS Modules. WorkMax is an easy-to-use cloud-based platform solution to manage your mobile resources all in one place for tracking time, assets, and mobile business forms. WorkMax TIME’s robust integration with Acumatica Cloud ERP streamlines data flow from the field to the office and syncs information for employee time tracking, completed work, and job costing with Acumatica Cloud ERP. This powerful integration also improves the accuracy of labor costs, job costs, and field progress reporting.

One major contributor to job cost accuracy improvements is WorkMax’s dynamic permission profiles. By mirroring the project cost structure and organizational structure from Acumatica Cloud ERP, employees only see their relevant jobs/projects, locations, tasks, or cost codes. They aren’t forced to look at a long list of options with hundreds or thousands of choices to sort through. As a result, employees only see the options that are pertinent to them and it drastically increases the job cost accuracy and reduces reallocations by eliminating irrelevant picklist options from their mobile devices. The WorkMax TIME data streaming in from the field from any iOS or Android device is already organized to line up perfectly with the fields that need to populate the job cost data or progress reporting in Acumatica Cloud ERP.

“Now, construction businesses can finally have real-time job costs and data without any delays because of our API integration with a true cloud ERP solution like Acumatica. No more waiting around for labor, asset, or field report data to be formatted, imported, or manually entered from multiple systems into Acumatica Cloud ERP and then waiting around for someone to compile a report of information with data from days or even weeks ago. The integration between WorkMax TIME and Acumatica Cloud ERP shows you what’s happening right now on all of your projects,” said Mike Merrill, COO of AboutTime Technologies, “We were proud to partner with a company who is as dedicated to their customers and their technology needs as we have been with ours.”

“It was a perfect fit for us to partner with AboutTime Technologies because of their strong expertise providing mobile resource management solutions for the construction industry,” said Christian Lindberg, Vice President of Partner Solutions at Acumatica. “We both have the same vision; we want to provide construction businesses with a modern and scalable cloud solution to future-proof their technology investments to manage their construction projects’ mobile resources.”

WorkMax by AboutTime Technologies will be exhibiting at the Acumatica Summit 2020 in Booth 24 on January 26th through January 28th at the Cosmopolitan in Las Vegas, NV.

To learn more about WorkMax TIME, FORMS, or ASSETS, please visit https://WorkMax.com.

AboutTime Logo 01 Transparent

AboutTime Technologies has been a leader in on-premises mobile resource management with AboutTime Enterprise Suite to optimize labor, assets, and forms for the last 17 years. In addition to the on-premises suite offering, AboutTime Technologies now offers WorkMax, an entirely new cloud-based platform. The WorkMax Complete Suite includes WorkMax FORMS, TIME, and ASSETS which are also available individually. WorkMax’s modern cloud-based resource management provides instant, accurate answers by connecting teams for labor, assets, and mobile forms for any size business in any industry. For more information about WorkMax visit www.WorkMax.com.

Cloud ERP Acumatica Logo White RGB

Acumatica Cloud ERP provides the best business management solution for transforming your company to thrive in the new digital economy. Built on a future-proof platform with open architecture for rapid integrations, scalability, and ease of use, Acumatica delivers unparalleled value to small and midmarket organizations. Connected Business. Delivered.

For more information, visit www.acumatica.com.

 

3 Reasons Face Recognition Time Tracking

Face Recognition Reasons in a Time Tracking App

Face Recognition Reasons in a Time Tracking App

3 Reasons You Need Face Recognition In A Time Tracking App
By Shannon Corgan, Director of Marketing 

Many project-based businesses with a mobile workforce still rely on paper or spreadsheets to track time. You may be unaware of the ways that using paper, spreadsheets, or a basic time tracking solution can affect your company’s productivity and profitability. In fact, if you’re not using a time tracking app with face recognition, you could be overpaying your employees and inflating your project costs and reducing the operational efficiency of your company. Here’s a list of the top three challenges you’re facing if you’re not using face recognition in your time tracking app:

1Buddy Punching – Buddy punching refers to situations when an employee clocks IN or OUT for their co-worker when the second employee is not working. The employee typically asks their coworker to do it because they are stuck in traffic on their way to work or when they have to leave early for an appointment before their shift has ended. Many employees that are punching in their buddies when they’re not at their work location and not working don’t realize that helping out their co-workers is considered time theft and impacts the profitability of your business. Buddy punching can also have a huge impact on your project’s schedule and drastically drive up your labor costs. You’re paying for labor, but there’s no productive output for the hours that are worked when buddy punching is happening.

2Resource intensive – If face recognition isn’t part of your employee time tracking app, the only way for you to know if the right employee is clocking IN/OUT, you have to have a supervisor on site for each and every clock IN/OUT. Employees have a minimum of four clock INS/OUTS each day, if they take lunch and up to eight clock INS/OUTS, if they have two breaks and lunch. This means you’re paying a high-wage employee to do the low-level administrative task of babysitting the employees on every clock IN/OUT. This non-productive administrative work isn’t helping your business end your projects on time or on budget. If you don’t have face recognition in your time tracking app, you have to dedicate several hours per day per supervisor to micromanaging the clock INs/OUTs which is extremely labor-intensive. Also, this level of micromanagement doesn’t foster trust between your supervisors and employees and can lead to low job satisfaction for your employees.

3Time-consuming –If you are using face capture and not true face recognition in your employee time tracking app, one or more of your employees is spending time every day reviewing the clock IN/OUT photos associated with the time records. Depending on the number of employees at your company, your time tracking administrator or payroll employee is spending time every day comparing every clock IN/OUT photo to make sure it’s the right person. Basic face capture features don’t even have a profile image for your administrator or payroll employee to manually compare to the clock IN/OUT photos. Also, companies with dozens or hundreds or thousands of employees have to spend time on an extra step every time a new employee is hired because your payroll employees or administrator doesn’t have the chance to meet every single new employee. This means your time tracking administrator or payroll employee has to send the new employee photos to the new employee’s supervisor to see if it’s the right person when they clock IN/OUT on their first-time records after they’re hired.

To self schedule a demo and see how face recognition in the WorkMax time tracking app can help your business improve the accuracy of your labor costs and free up time for your supervisors, payroll staff, or time tracking administrators, click here.

 

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Face Recognition Time Tracking Release

Face Recognition Employee Time Tracking Press Release

Face Recognition Employee Time Tracking Press Release

WorkMax TIME by AboutTime Technologies Unveils Face Recognition for Accurate Employee Time Tracking
Automates employee verification, reduces labor costs, and improves security in businesses with a mobile workforce.

(Payson, UT – Tuesday, December 17, 2019) – AboutTime Technologies, a 16-year veteran of mobile resource management solutions, announces the addition of face recognition for its employee time tracking solution, WorkMax TIME. WorkMax TIME’s face recognition was developed to help businesses with mobile workforces gain the most accurate and automated way to help auto-verify the employee’s identity without added hardware, expense, or manual verification. Many of the inferior methods such as fingerprint scans and face capture cause employee frustration, leave a high margin for error, and don’t efficiently solve the buddy-punching issue for businesses with a mobile workforce.

Face recognition in the WorkMax time tracking solution takes standard employee face capture to an entirely new level. Many mobile time tracking systems are capable of simply taking a picture or “selfie” of the employee as they clock IN/OUT by attaching the photo to the employee’s time record. Payroll admins/managers/humans are then required to manually inspect each individual employee time record in order to find discrepancies.

Face recognition in WorkMax’s time tracking solution is far superior to face capture because it auto-searches the photos associated with time records and utilizes intelligent computing and facial-spatial measuring algorithms to compare employees’ IN/OUT photos to their profile photo. When a mismatch is identified, WorkMax TIME’s face recognition flags the record providing a match percentage to payroll admins, supervisors, and managers. With WorkMax TIME’s face recognition, customers decide the face recognition match percentage or threshold that works for them. They also have the flexibility to determine which time records are flagged for further review.

Instead of having admins/managers/humans spending countless hours manually comparing employee clock IN/OUT images, WorkMax’s face recognition dramatically reduces the amount of time it takes to identify suspect time records. Many WorkMax customers have hundreds or even thousands of employee time records streaming into the system daily. With WorkMax face recognition, time records are auto-scanned and suspect records are flagged immediately. Mobile employees simply clock IN/OUT on their Android or iOS mobile app. WorkMax face recognition doesn’t prevent mobile employees from clocking IN/OUT and doesn’t require any added hardware plugins or expense. This is a substantial benefit; it avoids hardware misreads and field issues which hinders the ability for employees’ to quickly and easily clock IN/OUT.

“When we launched WorkMax TIME, we offered mobile photo face capture tied to the time records like many time tracking solutions do, but we always planned to add automated face recognition to our time tracking solution to perform the bulk of the work and enable WorkMax customers to eliminate buddy-punching and time-theft. We wanted to free up the need for humans to manually inspect every employee time stamp. WorkMax face recognition helps reduce time theft and automates the process for our customers. This results in paying the right employees for their work accurately,” said Ryan Remkes, CEO of AboutTime Technologies.

Key Benefits of WorkMax TIME’s face recognition include:

Automated Face Recognition – WorkMax TIME’s face recognition automates the photo comparison process with intelligent computing so businesses drastically increase the probability that the employees clocking IN/OUT are in fact performing the work they’re being paid for. With the face recognition feature turned on, as employees clock IN/OUT each day and their time records stream in, the system automatically compares the time photos against the employee’s profile photo, alerting you when the two images don’t meet your required match percentage threshold. The system also provides the actual image match percentage.

Eliminate Buddy Punching – Buddy punching is when employees have their co-worker clock them IN before arriving at the job site in the morning or clock them OUT long after leaving the job site for the day. WorkMax’s facial recognition measures the similarity of the employee’s profile photo against the daily selfies the employee takes upon clock IN and clock OUT helping to eliminate buddy punching. Clock IN/OUT records are easily filtered by time records NOT meeting the match percentage threshold; managers are quickly alerted of suspicious time stamps to greatly reduce buddy punching.

Mismatch Alerts – With automated facial verification, businesses can configure the minimum match percentage threshold for comparing the employee’s profile photo against their clock IN/OUT photos. After the desired threshold percentage is set, suspect records are flagged when any face recognition match falls below the acceptable threshold. This reduces the process to a finite amount of time records, allowing businesses to manage by exception and not waste time on employees clocking IN/OUT properly.

Improves Security – Combining WorkMax TIME’s face recognition and GPS feature helps business managers ensure they have the right people in the right place at the right time and that they are paying employees fairly and accurately.

Save Time – Most employee time tracking solutions only offer a simple face capture photo attached to the time stamp for manual verification that the employee clocked IN/OUT is actually who they are supposed to be. This is a very labor-intensive task that requires a manager/admin/supervisor to visually inspect each and every time record’s IN/OUT photo and manually compare them against the employee’s profile photo. WorkMax TIME’s automated face recognition compares the images in near real time with a high level of accuracy and doesn’t prevent the employee from clocking IN/OUT in order to work. Other time tracking systems require employees to walk outside of their work area to clock IN/OUT. With WorkMax TIME, employees save time by clocking IN/OUT from their mobile devices wherever they are working.

No Expensive Equipment – Other biometric solutions such as fingerprint or retina scanning require the purchase of expensive equipment to capture your employees’ fingerprints or retina scans accurately. As employees are using the equipment in the field, these expensive scanning devices get damaged or stolen and are costly to replace. Many of the biometric systems generate misreads causing employee frustration, preventing them from clocking IN/OUT. With face recognition included in the WorkMax time tracking solution, employees simply clock IN/OUT from their smartphone without the need for scanners, readers, or additional hardware.

Doesn’t interfere with Clock IN/OUT: Unlike other biometric modalities like fingerprint or retinal scans, WorkMax TIME’s face recognition does not impede an employee’s ability to clock IN/OUT. With WorkMax TIME’s face recognition, employees can clock IN/OUT and start or end their work. As time records stream in, the system checks logged time records and flags any mismatched records to draw it to the attention of managers, admins, or supervisors.

To learn more about WorkMax TIME’s facial recognition for mobile workforces, visit www.workmax.com/face-recognition.

Poor Asset Tracking Creates Ghost Assets

Bad Asset Tracking Creates Ghost Assets

Bad Asset Tracking Creates Ghost Assets

Bad Asset Tracking Creates Ghost Assets
6 Reasons Ghost Assets SHOULD Scare You to Death

By: Shannon Corgan, Director of Marketing

Asset tracking can present many challenges when you have a large asset inventory that’s being used by a large mobile workforce across multiple job sites. When you’re tracking your assets, it’s inevitable that you’ll end up with ghost assets. Ghost assets are fixed assets that you have on your general ledger, but you can’t physically locate the assets. This may have happened because the fixed asset was lost, stolen, broken, damaged, replaced, or sold without informing your accounting department. A study by Gartner showed approximately 30 percent of organizations don’t know what fixed assets they own, where the fixed assets are, and who is using these assets. It may seem like a tedious unnecessary task to keep your accounting department informed about the status of your fixed assets, but here are six reasons ghost assets should scare you to death: 

WorkMax ASSET Tracking Increase Insurance Prem

Increased Insurance Premiums – Your insurance premiums are based on the value of your fixed asset inventory. Have you thought about how your ghost assets are making your insurance premiums creep up? If you have ghost assets that are still appearing on your balance sheet, but you can no longer locate them for a variety of reasons, you are paying insurance premiums for assets that are not available to be used. This has a serious impact on your company’s productivity and drives up your business expenses for insurance premiums unnecessarily. 

WorkMax ASSET Tracking Tax LiabilityIncreased Taxes – Accurate asset tracking of your fixed assets is critical if you want to pay the proper taxes for fixed assets you own. If you have more fixed assets on your balance sheet than you can actually physically locate, you are increasing the asset inventory that you own. When fixed assets aren’t properly accounted for on the balance sheet, your company could overpay on income and property taxes for assets that have vanished and are no longer owned by the company. Overstating the value of the assets you own could have a big tax impact on industries that operate in the construction, utility, oil, and gas, and transportation based on the expensive equipment needed.  

ASSET Tracking WorkMax productivityDecreased Productivity – If you have a ghost asset, you are decreasing your productivity. Your assets are tools and equipment that are supposed to help your employees get more work done easier and faster. If you don’t have a good asset tracking system in place, your employees are spending time looking for ghost asset and they’re also not getting the work done that is needed on your projects. They’re spending time making phone calls, sending texts, and emails to find out where a piece of equipment or where a tool is. These unproductive labor hours aren’t helping you finish your projects on time and are driving up your labor costs without any productive output. 

ASSET Tracking WorkMax Replace CostIncreased Asset Replacement Costs – If you have a ghost asset that has mysteriously disappeared, it’s pretty obvious that if you can’t find the piece of equipment, then you can’t perform routine maintenance on the tool or piece of equipment. As a result, instead of getting full use of the asset during its entire asset life by repairing the expensive tool or piece of equipment, you will have to replace the entire piece of equipment or tool for the full replacement cost sooner than you had planned. This increases your fixed asset costs and increases expenses sooner for your business. In addition, if you have two generators in your asset inventory and one is a ghost asset, you are over-utilizing the one generator available and drastically reducing the asset life and increasing your asset expenses.

ASSET Tracking WorkMax MaintenanceIncreased Maintenance Costs – When you don’t have an asset tracking system to show any maintenance contracts associated with a piece of equipment in the same place that you track your asset inventory, you could be paying for maintenance fees on a piece of equipment or a tool that can’t be located. Ghost assets drive up your maintenance costs for any fixed assets on a maintenance contract. Also, if you don’t keep your asset warranty information easily accessible to everyone in your organization that can be accessed from any mobile device, you could be overpaying for maintenance or repairs on assets that should have been covered under the warranty. 

WorkMax ASSET Tracking Theft of EquipmentTheft of Fixed Assets – Without an asset tracking solution in place that keeps your asset inventory and asset assignments up-to-date, unfortunately, dishonest employees can take advantage of this and steal company tools and equipment. If you don’t have a centralized location for your fixed asset inventory and the ability to easily see who is assigned to a piece of equipment or tools, your company could be at risk. According to The National Insurance Crime Bureau, the cost of heavy equipment theft varies from around $300 million to $1 billion. When company tools or equipment are stolen it’s not always taken by employees. Depending on how well your tools and equipment are secured on your job sites, there are plenty of criminals lurking around your job sites to take advantage of this too. When equipment is stolen and not reported to your insurance company, you’re still paying insurance premiums on the equipment you no longer own. That’s costing you money.

If you are looking for an asset tracking solution to centralize all of your inventory in one location with accurate asset assignments, click here to learn more.

Constructech Magazine Honors AboutTime Technologies with Two Silver Vision Awards

Constructech Vision Award Archer Gunthers

Constructech Vision Award Archer Gunthers

Constructech Magazine Honors AboutTime Technologies with Two Silver Vision Awards

Company Praised for Automating Employee Time Tracking, Reducing Labor Costs, and Improving Job Cost Accuracy to Achieve Positive ROI

AboutTime Technologies, a 16-year veteran of on-premise and cloud-based mobile resource management, today announces two significant awards it earned for its software’s impact on the construction industry. Constructech Magazine recently honored tech-savvy construction companies, along with their technology providers, at the 2019 Constructech Vision Awards in Arlington Heights, IL. AboutTime Technologies earned a silver award together with their customer Gunthers in the “Specialty Contractor: Plumbing, HVAC” and earned another silver award in the “Specialty Contractor: Mechanical” alongside their customer Archer Mechanical. The company was only one of the few technology enablers to be acknowledged with multiple Vision Awards by Constructech Magazine.

Both contractors utilized WorkMax TIME to innovate their business to achieve significant cost savings and resulted in improved efficiency across their businesses. Archer Mechanical reduced their labor costs by $153,296 with $141,440 in direct labor cost savings for their forty field employees by using WorkMax TIME’s facial recognition and collecting labor hours in real time. They also reduced their payroll processing time by 75%. When Gunthers transitioned from paper to WorkMax TIME and integrated with Spectrum by Viewpoint, they reduced their payroll processing time by 50% by eliminating manual data entry. They also drastically increased the accuracy of their job costs because the job and task numbers correlated to the right task names and projects.

“We were thrilled to be honored with two silver Vision Awards alongside one of our first customers, Gunthers, and also Archer Mechanical,” said Ryan Remkes, CEO of AboutTime Technologies. “Our customers’ successes are our successes. We love hearing how we’ve helped construction and project-based businesses automate manual processes, get more accurate labor costs, and make it easier to track accurately track job costs. WorkMax TIME is doing what we set out for it to do which is helping our customers become more profitable in today’s competitive market.” 

 

To learn how these Vision Award winners automated their employee time tracking with WorkMax TIME and integrated with Spectrum by Viewpoint and A-Systems JobView to achieve these dramatic results, please read the full Gunthers Case Study and the complete Archer Mechanical Case Study.

Read Gunthers Case Study
Read Archer Mechanical Case Study

FLSA Overtime Proposal sent to the White House by the Department of Labor

FLSA Overtime Recommendations Sent to White House

FLSA Overtime Recommendations Sent to White House

FLSA Overtime Proposal sent to the White House by the Department of Labor

By Shannon Corgan, Director of Marketing

You may be wondering what’s happening with the federal overtime rules. In 2017, the Department of Labor was ready to drastically increase the salary threshold, but everything was brought to a screeching halt in 2017 by a Texas Federal judge concerned that the salary threshold was too high and would include management workers exempt from overtime pay. After the ruling was struck down by the federal judge, the Department of Labor (DOL) in 2017 put out a Request for Information (RFI) to gather comments from workers and businesses regarding needed changes to the overtime rules in the Fair Labor Standards Act (FLSA). In 2018, the Department of Labor also continued to gather additional feedback with in-person listening sessions to work on revisions to the overtime salary threshold. According to the FLSA, employers are required to pay employees overtime if they work more than 40 hours in a week.

In late July, the new acting Labor Secretary Patrick Pizzella stated the Labor Department staff should “focus like a laser beam on completing items on the Department’s Regulatory Agenda,” Pizzella told employees in a July 22 email obtained by Bloomberg Law. One of their top agenda items is to clarify the overtime pay qualification. As a result on August 12th, the DOL sent over their proposed recommendations to the White House Office of Management and Budget to change the current salary threshold for overtime in the FLSA. These recommendations were based on the over 200,000 comments from the DOL’s Request for Information in 2017 and additional feedback from their 2018 in-person listening sessions. The proposed changes to the overtime rule in the FLSA sent to the White House were solely related to the salary test and did not include any recommendations to the job duties test. According to the DOL, 1.1 million employees that are currently exempt from receiving overtime pay and earn at least $455 per week, but less than the newly proposed salary threshold of $679 per week would become eligible for overtime.

The proposal increases the minimum salary required for an employee to qualify for exemption from the currently-enforced level of $455 per week to $679 per week (equivalent to $35,308 per year). The proposed changes would increase the salary threshold for the FLSA to $35,308, up from the current salary threshold of $23,660. Under currently enforced law for the FLSA, employees with a salary below $455 per week ($23,660 annually) must be paid overtime if they work more than 40 hours per week. Workers making at least this salary level may be eligible for overtime based on their job duties. This proposal doesn’t include any changes in overtime protection for police officers, paramedics, fire fighters, nurses, laborers including non-management production-line employees, non-management employees in maintenance, construction and similar occupations such as carpenters, electricians, mechanics, plumbers, iron workers, craftsmen, operating engineers, longshoremen, and other construction workers.

According to the FLSA, the employees that are generally exempted from overtime pay must fit three criteria. First, they have to be salaried employees paid a predetermined and fixed salary not subject to reduction because of variations in the quality or quantity of work performed. Secondly, they have to be paid at least a specified weekly salary threshold of $679 per week under this new proposal. Thirdly, they must perform executive, administrative, or professional duties as defined by the Department of Labor. Based on the swift action by acting Labor Secretary Patrick Pizzella in his first month, it’s looking promising that the new overtime rule for salary thresholds could be effective sometime in 2020.

If you are looking for an employee time tracking solution to help you to accurately pay your hourly and exempt employees with unlimited pay groups and job classes, click here to learn more.

5 Critical Job Cost Features in an Employee Time Tracking App

WorkMax TIME 5 Critical Job Cost Features for your Time App

WorkMax TIME 5 Critical Job Cost Features for your Time App

5 Critical Job Cost Features in an Employee Time Tracking App

By Shannon Corgan, Director of Marketing 

With so many employee time tracking solutions on the market, how can controllers and financial managers be certain that they select a time tracking solution that collects the job cost data the right way to achieve the accuracy you need in a timely manner without too much time and effort spent on reallocating job costs? Controllers, job cost accountants, and construction financial managers need to make sure they’re asking the right questions to select the right employee time tracking solution that is easy for the field employees to use but most importantly provides you better more accurate job cost data without considerable manual intervention and reallocations. When you do your homework upfront and have a team evaluating the employee time tracking solution to make sure it works for all the stakeholders in the organization from users, to supervisors, to project managers, and accountants, it’s easy to find the right solution that’s easy for field employees to enter time and achieve accurate job cost data in real time.

Here’s a list of the five must-have features for accurate job costs:

1

What’s the difference between face capture and facial recognition and how does it help me control my labor costs?

Face capture requires manual review by an employee to compare photos to see if the same person that clocked in is the same person that clocked out. It doesn’t automatically compare photos and alert you when photos don’t match. When you select an employee time tracking solution with facial recognition like WorkMax TIME, it will automatically compare a source image photo to the clock IN/OUT photo and provide a match percentage. If the match percentage is below the threshold you choose, you will be alerted. Facial recognition will help you control your labor costs because you know that the employee that’s doing the work is the one clocking IN/OUT. When you combine GPS with the WorkMax true facial recognition, you know it’s the right employee clocking IN/OUT and that they are in the right location when they are clocking IN/OUT. No more paying employees when they are not clocking IN/OUT from the job site they are assigned to. We’ve seen customers save two direct labor hours per employee when they enter their hours in real time and use facial recognition. It can total up to over $141,000 in direct labor cost savings in one year with WorkMax TIME. To read the case study, click here.

2

Can I set up the project cost structure in an employee time tracking solution the same as it is in my accounting system for more accurate job costs?

To save you time on your job cost and Work-In-Progress reporting, you want to select and employee time tracking solution that integrates with your business systems and allows you to mirror your accounting’s project cost structure. WorkMax TIME has robust integrations with the top accounting, ERP, payroll, and HR systems used by the construction industry. Every time you add a new employee, project, task, or cost code to your accounting systems, they will automatically be updated in WorkMax and employees will be able to select the new projects, tasks, or cost codes to provide you with the most accurate job costs. Click here to view videos to see how easy it is to integrate with WorkMax. 

3

Can I limit the jobs, cost codes, locations, tasks, or assets that employees see in the app so that they can provide me more accurate job cost data?

One of the most frequent challenges we hear from Controllers or Financial Managers is that they can’t get accurate job costs from the field because it takes too much time for their employees to enter it while they’re in the field. This is primarily due to the vast number of projects and tasks/cost codes that are presented to their employees when they are entering time, tasks, and production units in the field. With WorkMax TIME’s automated permission profiles, you can set up WorkMax to display only the relevant projects, tasks/cost codes, and production units to your employees. Gone are the days when your employees will have to scroll through hundreds or thousands of picklist options for projects or tasks/cost codes to quickly and accurately assign their labor hours to the right project, tasks/cost code. This dramatically decreases the amount of time project managers, controllers, and financial managers have to spend reallocating job costs and completed work for accurate reporting. To learn more, watch this short 3-minute video on how easy it is to set up automated permission profiles

4

Can I have multiple ways to enter time and allocate it?

 

The answer is yes. Some companies have salaried employees and want them to only use a digital timesheet, while other companies with a mix of hourly and salaried employees want an option to track hourly employees in real time and use digital timesheets in an app for salaried employees. Some companies prefer to have supervisors allocate time, tasks, and track completed work at the end of the day, while other companies want the information in real time. If you choose an employee time tracking solution like WorkMax, you have all of these options available to you. WorkMax works the way you work and fits your business no matter how you want your employees to enter time, allocate job costs, or track completed work. Here’s our 3 time entry and allocation workflows:

Click here to see videos of all 3 Time Entry and Allocation Workflows in WorkMax

5

Can my employees enter time, tasks, and completed work without an internet connection or cellular service?

 

When your employees enter time and tracking tasks as they happen, you will get more accurate actual labor costs and completed work. If your employees are depending on internet access or cellular service, you’ll get much less precise job cost data because they’ll just be entering estimates and relying on their memory. Your employees may or may not always have internet or cell service at your job sites, but that’s not an issue if you select an employee time tracking solution like WorkMax TIME. Not all mobile employee time tracking solutions allow you to collect data without access to the internet or cellular services and that can be a problem.

Click on the buttons below to see a demo of WorkMax TIME or get pricing to get started today

 

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Not all Time Tracking Integrations with Construction Accounting Systems or ERPs are Created Equal

WorkMax Not all Accounting Integrations Are Created Equal

WorkMax Not all Accounting Integrations Are Created Equal

Not all Accounting Integrations with Employee Time Tracking Solutions are Created Equal
By: Mike Merrill, COO 

Activity-based cost coding is mission-critical for your construction company. Accurate time and cost tracking help you manage costs, identify profit centers within your business, and sets you up for sustained growth for the future. Are you tired of spending all of your time reallocating costs on projects because employees are reporting time on the wrong projects and assigning the wrong tasks or cost codes? Wouldn’t it be nice to have job or project-restricted cost codes based on the actual scope of work instead of just a full list of all the possibilities for employees to select on their time sheets or daily field log reports? Many cost accountants and project managers get frustrated that they have meticulously organized and logical project cost accounts set up based on the specific scope of the work and it seems that they can never get the labor hours or completed work to the right cost centers without a considerable amount of manual intervention.

There is now a way to make sure that all of the correct project labor costs and completed work feed directly into your detailed project cost accounts into your accounting system or ERP. You did all the hard work initially, making sure that the project cost accounts are based on the scope of work with only the relevant cost codes. When you’re partnering with an employee time tracking software vendor, you want to make sure that their product truly integrates with your accounting system or ERP, so that all of your actual costs are perfectly aligned with all of your project cost accounts. Because all integrations are not created the same, you want to make sure that you select a product that honors the structure you have set up in your accounting software to achieve the most accurate daily job costs while you also minimize reallocations or adjustments once the data comes in from the field.

The most important first step in achieving accurate job costs is selecting an employee time tracking solution that has true facial recognition to make sure the right employee is clocking IN/OUT of jobs. You will want true facial recognition that doesn’t just take pictures and force you to manually compare photos to see if it is the same person. True facial recognition compares IN/OUT photos with a source image and then automatically provides you with a match percentage between two photos. It also alerts you when the match percentage falls below your predetermined acceptable match threshold. By using facial recognition, you not only make sure the right employees are clocking IN/OUT of jobs; you can also see the true cost savings that are realized. Archer Mechanical saved over $141,440 in the first year using facial recognition and by tracking employee’s time in real time rather than having supervisors clock in their whole crew.

WorkMax Google Chrome 2019 04 04 15.55.21

On the left, the Clock IN photo is over a 98% match to his profile photo on the far right and his Clock OUT photo is over a 96% match. If the match was less than the acceptable 80% threshold, you would be alerted.

Now that you have confirmed that the right employee is clocking into the right job, you’ll also want to select an employee time tracking solution that allows you to capture your employees’ completed work progress easily in the same app as their employee time tracking. Here are the Top 10 Reasons to Track Production in Your Time App. With this solution in place, there are no additional reports to fill out when you’re tracking production units in the same app as your employee time tracking solution. Employees are prompted to enter their completed work as they are switching tasks throughout the day. If you only want completed work calculated at the end of the day, make sure you find a time tracking solution with multiple workflows to allow you to capture their completed work in real time or at the end of the day or week. To make sure your actual completed work matches up to the remaining work that needs to be completed in your accounting system, you also need a solution that allows you to personalize the units of measure to make sure your actual unit of measure fits your business and matches up to the budgeted amount of completed work in your accounting system planned for the project. This way you always know you’re comparing apples to apples for the same tasks and it all rolls up nicely into your accounting solution.

Now that you know the right person is Clocking IN/OUT of a job or project and capturing completed work, the next step is to simplify how the data is presented to your employees so that they can quickly and accurately assign their labor costs and completed work to the right project and the relevant cost codes or tasks as they are completing the work. You’ll want the flexibility to allocate labor hours and tasks or cost codes in real time or after the fact or a combination. Also, your company might have hundreds of project cost accounts or cost codes. When employees have too many options to select from when they Clock IN/OUT, the likelihood for mistakes that you’ll have to reallocate is pretty high.

Permission Profiles Connect Max Import Concrete Employees Cropped

With WorkMax’s ConnectMax integration with your accounting system, you can easily import your concrete employees into WorkMax to set up permission profiles to automatically show your concrete employees just the concrete jobs and cost codes for accurate job costs in real time.

 WorkMax Employee Record with Concrete Projects

 John S. Intendant is in the concrete department and he only has permission to see concrete-related jobs. Once the permission profile is set up, every time you add a new concrete department employee, concrete job, or concrete cost code, it will automatically be added to all the concrete employees.

 WorkMax Some Concrete Tasks Assigned to Concrete Project

In the third section, you will see a list of all concrete tasks and only some of them are selected. Permission Profiles allow you to pre-assign tasks or cost codes based on your scope of work for the job to get more accurate job costs.

Although getting one employee with 100% perfectly accurate job costs is great, but it would be far more beneficial if you could get almost 100% accuracy for all of your employees’ time tracking and job costs along with all of their completed work. In order to accomplish this, you need to make sure that you present the right data to the right employees on the right job. Automated permission profiles mimic your accounting software so that all existing and future employees assigned to a department or specific role can only clock into their assigned jobs or cost codes. By automating these permission profiles coupled with true accounting software integration, the process of getting the right employees entering the right job cost information is streamlined, while all of the data integrity is maintained according to your accounting system’s project cost and organizational structure.

To see a list of the WorkMax integrations with videos to show you how easy it is to integrate WorkMax with your accounting solution or ERP, click here. Check out how easy it is to honor your accounting system’s project cost and organizational structure to get the right data to the right people at the right time by automating permissions, click here.

 

 

Top 4 Challenges Tracking Assets

WorkMax ASSETS 4 Challenges Tracking Assets

 WorkMax ASSETS 4 Challenges Tracking Assets

Top 4 Challenges Tracking Assets
By: Shannon Corgan, Director of Marketing

Tools and equipment are critical to a construction business’ success. Without the right tools and equipment available and accessible to your employees, you’re increasing the risk that you’re projects are going to miss scheduled deadlines and go over budget. Here are the top 4 challenges tracking assets for construction businesses:

Locating Assets

1. Locating Assets is Time Consuming

When a supervisor or employee needs a piece of equipment he calls the equipment shop to find out who has it. The equipment shop manager looks at the form or spreadsheet to locate the piece of equipment. The equipment manager typically knows that the tools or equipment were checked out in the morning from the equipment shop and isn’t always informed where they are throughout the day before it’s returned. Throughout the day, it’s common for a piece of equipment to be utilized at multiple locations by multiple employees. The equipment manager has to call, text, or email the person that supposed to have it. That person tells him it was taken to a different job site and another employee has it. Then there’s another round of emails, texts, and phone calls to find the piece of equipment. 

 

Manual Process Error Prone2. Manual Asset Tracking is Error-Prone

Most companies are still using paper or spreadsheet printouts in the field to track their fixed assets. If you are tracking your assets on paper, the inventory is only accessible in the physical location where your tools and equipment are stored which is typically an equipment shop. Your employees in the field can’t easily check the asset inventory from the field without making a call to the equipment shop manager. Another challenge for manual asset tracking or tracking assets on paper is that even though you may love your equipment manager, he or she may not have won any penmanship awards and the handwriting on the forms may be illegible. With manual asset tracking in one physical location, you can’t track where your assets are in real time and who has them.


Tools Lost Stolen

3. Tools or Equipment are Lost or Stolen

If you don’t know who has your company’s assets or where they are at, you’re increasing your chances of having tools or equipment lost or stolen. If your employees don’t have the right tools or equipment to perform the work needed, it slows down your projects and the amount of work that can be completed. When businesses owners experience tools or equipment theft, they have to purchase new tools or equipment if they haven’t insured the tools and equipment. Even if business owners do have insurance, they still have to take time to file police reports and insurance claims. In addition, they have to rent replacement equipment and can expect higher insurance premiums due to the insurance claims for their stolen or lost equipment. All of this leads to lost productivity and schedule delays. Schedule delays can lead to missed deadlines and penalties.

Difficult to Track Maintenance

4. Difficult to Track Maintenance

Unfortunately, if there is not a centralized location for fixed asset maintenance schedules, many times preventative maintenance isn’t proactively performed and is reactive. Most companies without a centralized asset tracking system with global visibility perform reactive maintenance which means they only service their equipment when they’re broken down. When your fixed assets are serviced just when it’s broken down, it can lead to much higher repair costs. Also, if you’re only performing reactive maintenance on your fixed assets, you’re reducing the asset life cycle and increasing the cost because you have to replace your fixed assets sooner.

 

If you can relate to any of the Top 4 Challenges Tracking Assets, and want to automate your asset tracking for accurate real-time asset inventory and assignments in a centralized location with global visibility, click here to learn more.

 

WorkMax TIME, FORMS, and ASSETS Enriches Integration with Top Construction Accounting Systems and ERPs

PRESS RELEASE Permission Profiles

PRESS RELEASE Permission Profiles

WorkMax TIME, FORMS, and ASSETS by AboutTime Technologies Enriches Integration with Top Construction Accounting Systems and ERPs

Clones accounting system project cost and organizational structure for accurate daily job costs to minimize reallocations with Permission Profiles

(Payson, UT – May 14, 2019) AboutTime Technologies, a 16-year veteran of on-premise and cloud- based mobile resource management, today announces that it has expanded its integration with the top construction accounting systems and ERPs with WorkMax TIME, FORMS, and ASSETS. WorkMax is an easy-to-use cloud-based platform for employee time tracking, mobile forms, and asset tracking that allows project-based businesses to manage each of their mobile resources all in one place.

Permissions Profiles allow businesses to accurately track daily job costs and drastically reduce reallocations or adjustments to job costs after-the-fact. Permission Profiles allow users to create a unique profile with a set of individual permissions that can automatically be assigned to new employees. Most project-based businesses have hundreds, if not thousands of cost codes or tasks to track a project’s job costs and completed work. Permission Profiles determine what employees see when they’re entering their completed work and labor hours. This ensures that they are assigning their labor to the right jobs, projects, locations, tasks, cost codes, or assets. With Permission Profiles, employees can only select tasks or cost codes that are part of the appropriate project cost structure based on what’s been set up in the business’ accounting system or ERP.

Permission Profiles can also restrict which mobile forms are visible to employees in the WorkMax application. Only the employees that need to complete the mobile forms are able to view them and saves the employee’s time instead of searching for the mobile forms they need to complete. Permission Profiles can be set up to automatically apply permissions to track more than employees, jobs, cost codes/tasks, devices, assets, and forms by creating or importing custom list items. Custom lists provide businesses with the flexibility to track whatever they need. Examples of custom lists include employee leave codes, certified classes, or per diem allowances.

“We kept hearing that project-based businesses spent too much time reallocating job costs due to data entry errors by field employees. The bigger the list of jobs or cost codes the more adjustments they had to make in their accounting system or ERP. Also, the project job costs and completed work was always out-of-date. We looked at the data visibility goals that our customers wanted to achieve in their accounting systems and ERPs for job cost accuracy and mirrored those options in WorkMax. With Permission Profiles, we gave them an easy way to get the right data to the right employees at the right time for real-time accurate project job costs,” said Ryan Remkes, chief executive officer of AboutTime Technologies.

WorkMax has powerful and robust integrations with the top construction accounting and ERP systems including:

For a full list of all of the accounting, ERP, payroll, and HR systems that WorkMax integrates with click here. To learn more about WorkMax’s Permission Profiles, click here to view the video. 

AboutTime Technologies Launches WorkMax ASSETS, a Cloud-based Asset Tracking Solution for Web and Mobile

WorkMax ASSET Tracking Press Release

WorkMax ASSET Tracking Press Release

AboutTime Technologies launches WorkMax ASSETS, a Cloud-based Asset Tracking Solution for Web and Mobile

Automates businesses, reduces asset loss, improves productivity, and optimizes asset utilization across entire workforce anytime, anywhere, and on any device for project-based businesses of any size

ASSET Tracking WorkMax Logo with Cloud

 

(Payson, UT – May 7th, 2019) AboutTime Technologies, a 16-year veteran of on-premise and cloud-based mobile resource management today launches its third cloud-based solution, WorkMax ASSETS. WorkMax ASSETS by AboutTime Technologies is now available along with its previously released WorkMax TIME and WorkMax FORMS. WorkMax ASSETS automates asset tracking and management across a business’ entire workforce anytime, anywhere, and on any device to reduce asset loss, optimize asset utilization, and accurately assign assets. WorkMax ASSETS simplifies asset management, inventory tracking, and asset utilization and allows you to assign assets to locations, employees, and projects. Daily usage of assets per location and or the assignment of assets to or from employees or locations can be managed all in one app with WorkMax ASSETS.

WorkMax ASSETS is much more than just a better spreadsheet; it organizes all of your asset inventory all in oneAsset Tracking for WorkMax Screenshot centralized place and makes it easy to keep asset inventories organized through the use of parent/child hierarchies. WorkMax ASSETS also connects the field to the office by tracking their asset assignments and asset usage with their smartphone or company tablet or iPad with or without a connection to the internet or cellular service. All the data is stored locally on their mobile devices and can be synced as soon as the employees have internet access. The power of the WorkMax platform allows businesses to combine multiple WorkMax platform solutions to streamline the workflow of their project-based businesses. When project-based businesses pair WorkMax TIME with WorkMax ASSETS, they know who is specifically assigned an asset in addition to tracking the number of hours the tools or equipment was used. Another example of the power of the WorkMax platform is that companies can use WorkMax ASSETS together with WorkMax FORMS to track detailed maintenance, breakage, or equipment safety checklists for that asset all in one app.

“Assets are typically the second largest expense item on the balance sheet and we developed WorkMax ASSETS to make it easy to know who has an asset, where is that asset located, when was it checked out or in, and when it is available to use. This allows any size business to more efficiently manage their projects to increase profitability,” said Ryan Remkes, chief executive officer of AboutTime Technologies, “we worked very hard to create a best-in-class asset solution while taking into account the workflows that project-based businesses needed to optimize their business processes. WorkMax ASSETS achieved all of this and then some.”

WorkMax ASSETS key features include:

Flexibility

  • Access through mobile iOS or Android apps to connect mobile, remote and office employees
  • Handles small asset inventories at one location, as well as large asset inventories utilized across unlimited locations and assigned to an unlimited number of employees
  • Unlimited user roles and permissions to fit businesses as they grow in number of employees or number of assets in their inventory

Easy-to-Use

  • No need to log into multiple apps or multiple sessions on your web browser to manage your mobile resources. WorkMax is one app and one web login for employee time tracking, mobile forms, or asset tracking. It’s all in one app or accessible from one website and one login.
  • Flex-fields allow businesses to personalize with their specific industry terminology for rapid user adoption
  • Adaptable user roles and permissions ensure employees are presented with only the information they need to see
  • Employees can enter asset tracking or utilization data into the WorkMax ASSETS App with or without internet service

Accuracy

  • Mobile employees can transfer assets from one employee to another from their mobile device to know who has each company asset
  • Capture accurate asset usage and asset assignment in real time for precise job costs
  • Eliminate re-keying of data from the accounting system, spreadsheet, or equipment rental database when you sync your business systems with WorkMax

Visibility

  • Know where company assets are and who is assigned to each asset to reduce loss and optimize labor productivity
  • Reduce overutilization and underutilization of assets to extend asset life with global visibility of asset inventory
  • Everyone has appropriate access to asset inventory and usage from anywhere, anytime and from any device
  • Single centralized database accessible from anywhere and on any device and at any time reduces time spent locating assets with real-time asset tracking

Efficiency

  • Instantly find assets by unique number, bar code, pick list, or even serial number
  • Minimize downtime by knowing which assets are used most often
  • Eliminates time spent making phone calls, emails, and texts trying to locate tools and equipment

Integrations

  • Powerful and configurable integrations with many accounting systems and business applications to keep data in sync and more accurate
  • Employees can see assets assigned to them or check them out or in on Clock IN / OUT all in one app when you combine with WorkMax TIME with WorkMax ASSETS
  • Use WorkMax TIME with WorkMax ASSETS to track employee’s operator time on that asset.
  • Combine WorkMax FORMS and WorkMax ASSETS to track detailed maintenance, breakage, or safety checklists all in one app
  • Utilize the WorkMax ASSETS Reports for customer billing and documentation.

For more information about WorkMax ASSETS, visit http://www.workmax.com/workmax-resource-management-solutions/track-assets-and-equipment. To get pricing and get started with WorkMax ASSETS today, click below.

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3 Biggest Mistakes When Comparing Cloud and On-Premise Solutions

V2 3 Biggest Mistakes when Comparing Cloud and On Premise

V2 3 Biggest Mistakes when Comparing Cloud and On Premise

3 Biggest Mistakes When Comparing Cloud and On-Premise Solutions

By Shannon Corgan, Director of Marketing

Cloud lowers Total Cost of OwnershipYou’re making a huge mistake when you strictly look at license costs to compare cloud vs. on-premise costs for your business. There are so many more costs you need to consider to know the total cost of ownership (TCO) for your business applications.
Here are a few cloud vs. on premise costs to consider:

1 blue orangeHardware costs – For on-premise solutions, what servers or hardware upgrades will you need purchase to use the on-premise solution? With cloud solutions, you don’t really need to worry about this. Most are available on any device owned by the company or the employee. Cloud vs. on premise hardware costs are minimal compared to on premise. 

2 blue orange

IT Admin and Customization – How much time will your IT staff have to apply fixes, patches, and upgrades for an on-premise solution compared to automatic updates from a cloud solution?  How much time will your IT staff have to work with the software developers to customize the on-premise solution? Cloud vs.on premise IT Admin and customization costs are minimal or non-existent.

3 blue orangeMaintenance Fees – When you purchase on-premise software you have on-going maintenance fees to access their new features, fixes, and patches. The maintenance fee is typically 15% – 20% of the license for on premise solutions. There are no maintenance fees for cloud vs. on premise costs. 

Now that I’ve given you a few things to think about when you’re evaluating cloud solutions and on-premise solutions, let’s take a look at the cost comparison for a cloud solution and an on-premise solution. Hurwitz & Associates conducted a study on the four-year total cost of ownership (TCO) for on-premise and cloud solutions. They broke down the TCO into five categories of costs which included the costs for evaluating and selecting software, IT infrastructure, license fees, implementation and support, and user training. They found that the TCO for cloud solutions was 77% lower than the TCO for comparable on-premise solutions. The largest TCO variance between the cloud solution and the on-premise solution was due to the hardware, IT Admin, and IT Infrastructure costs required for on-premise solutions. To dig into the details of the TCO analysis by Hurwitz & Associates to understand the cost variances between cloud solutions and on-premise solutions, click here.

The key findings for cloud vs. on premise costs in the Hurwitz & Associates research were:

  • Cloud solutions for user licenses account for 57% of total solutions cost

  • On-premise software costs are about 14% of total solutions cost

  • Cloud solutions require no IT infrastructure costs

  • For on-premise solutions, costs range from $150,000 for 10 users to more than $275,000 for 100 users over four years.

For a better understanding of the hidden costs of on-premise solutions that can increase your TCO costs up to 77%, check out our recent blog, The 12 Hidden Costs of On-Premise Software. Now that you know you could achieve a cost savings of up to 77% with the cloud, you may be wondering how to get started on your own informal TCO analysis to compare a cloud solution to an on-premise solution. No need to whip up a spreadsheet of your own, Software Advice has a great TCO Calculator to try out.

If you haven’t purchased a cloud solution for your business, now is the time. According to the 2018 IDG Cloud Computing Survey, 73% of businesses have adopted cloud technology. In addition, IT departments are allocating 30% of their overall IT spend to cloud solutions. This is an all-time high budget allocation for the cloud.

To learn more about the benefits of the cloud and to simplify your employee time tracking, data collection from the field with mobile forms, or asset tracking, check out our popular blog, 5 Reasons to Move to Cloud. 

 

12 Hidden Costs of On-Premise Software

12 HIdden Costs of On Premise EMAIL

12 HIdden Costs of On Premise EMAIL

12 Hidden Costs of On-Premise Software

By Shannon Corgan, Director of Marketing

Instead of continuing to buy on-premise solutions, I encourage you to consider the total cost of ownership associated with managing your on-premise solutions. Realize that every new on-premise solution you purchase, you are multiplying the amount of work for your IT staff to keep it up and running.

Here are the 12 Hidden Costs of On-Premise Software:
12 HIdden Costs of On Premise INFOGRAPHIC

Server1. Servers – Your on-premise software has to be installed on your physical server that you’ll have to purchase. On average, servers have a general lifespan of 3 to 5 years, depending on the usage. You can extend the life of your server with replacement parts, but there is always a point in time when the replacement parts are no longer available or the cost of maintenance and downtime exceeds the cost of a new server. If you were to use a cloud solution, you wouldn’t have any server costs.

Electricity2. Electricity Costs – You’re likely to consider the cost of your server, but have you stopped to think about how much you’re spending on electricity to run it and cool it? According to the U.S. Energy and Information Administration, the average cents per kilowatt-hour is 10.98 for commercial businesses in July 2018.[3] Teena Hammond of ZDNet ran an analysis and one server can average 7,446 kWh per year. [4] That means it would cost you $817.58 to power and cool the average server per year. If you had your software in the cloud, you could save that money.

Backup3. Backups – Your critical business data is only as good as your last backup. When considering the total cost associated with on-premise solutions, many people forget to account for the IT staff’s labor hours for managing your backups, storing your data offsite, checking yesterday’s backups for any errors, and fixing those errors.

Anti Virus Software

 4. Anti-Virus Software – If you have on-premise software on your servers, you’ll need anti-virus software to protect your data. You’ll need to keep the anti-virus software current to keep your data protected.

Download updates5. Upgrades and Fixes – When you have on-premise software, you’re responsible for updating the software to access new features or apply fixes they have. This can be very time consuming for your IT Staff. You have to plan the upgrades during low peak usage times which is typically late at night or on weekends. You have to also include the time it takes to fix any errors you encounter while doing the updates.

Downtime6. Downtime – Downtime with your on-premise software can cripple your business’ productivity and can even affect your ability to process sales orders. In a recent survey, small businesses under $50 million in annual revenue and fewer than 500 employees reported that unplanned downtime can cost up to $8,600 an hour and lasted about seven hours. On average, a small business can expect to lose $100,000 in revenue in unplanned downtime annually. [1]

Testing7. Testing – When you’re updating your on-premise software to the newest release or applying a fix, most people don’t take into account the amount of time it takes to test the new fix or upgrade. It’s just par for the course that your system admin will be up in the middle of the night taking care of it.

Integration 50 px Blue8. Integrations – On-premise software has so many more integration parameters to consider. Cloud-based software integrates much easier and dramatically expedites the integration process for all of your software.

Shelfware 9. Over Licensing – With perpetual on-premise licensing, it’s very common that you own more software than you need. This is often a forgotten cost and is often referred to as shelfware. These unused licenses waste organizations $34 billion in the US and UK according to a study by 1E. [2]

Emergency and OT Costs 12 HIDDEN COST ICONS 50 PX 5010. Overtime and Emergency Costs – Getting rid of on-premise software reduces your IT labor hours because they no longer have to spend nights and weekends downloading or testing updates and fixes or waiting for parts for your server. When you move to the cloud, you get to spend more time with your friends and family having fun.

Unpredictable Budgets11. Unpredictable Budgets – Due to the volatility of emergency and overtime costs associated with updates, fixes, and maintaining the servers, it makes it difficult to predict your IT costs to build an accurate budget. You can’t know exactly when a part on your server will break or when your on-premise software vendor might have a last minute fix to apply. It makes it hard to budget IT labor costs when there are so many unknown elements.

Asset Management Blue 12. Asset Management – Every year the number of assets your IT department is responsible for tracking grows and increases your IT labor hours. As the number of on-premise software licenses, databases, and servers increases so does the work to audit and track all of your IT inventory.

You may also be interested in our slideshow, Top 5 Reasons to Move to the Cloud to manage all of your mobile resources for employee time tracking, mobile forms, and asset tracking with WorkMax all in one place.

Sources:

[1] https://www.aberdeen.com/techpro-essentials/downtime-is-money/
[2] https://www.1e.com/downloads/gated/reports/software-usage-report.pdf
[3] https://www.eia.gov/electricity/monthly/epm_table_grapher.php?t=epmt_5_6_a
[4] https://www.zdnet.com/article/toolkit-calculate-datacenter-server-power-usage/