The parking company was using two independent web pages to record work orders and inventory information. Tasks for the day would be printed in the morning and handed to technicians. At the end of the day, updates would be manually inputted for the next work day’s tasks. If anything happened during the day, nothing could be done dynamically because a manual system tracked everything.
Besides losing time and efficiency, the paper-based system made reporting progress and problems to the company’s primary customer cumbersome and embarrassing. The company also had the challenge of understanding how long technicians worked on certain tasks and faced a lack of accountability for labor spent.
The company turned to UpKeep as its mobile solution of choice. Since implementation about a year ago, the organization has streamlined its work orders, inventory, and labor recording processes.
The organization has saved money by eliminating paper reports, reducing fuel for technicians traveling back to the office for work orders, and increasing employee efficiency.
Gone are the days of printing work orders to be distributed in the morning, technicians traveling back to the office when a task was done, only to return out to the field again.
The parking company streamlined its workflow so its office assistant could check orders as they came in and send them out to the field technicians. For example, if a customer got a credit card stuck in a parking machine, a technician could be deployed immediately. During peak summer season, the company could be managing up to 30 work orders each day.
Since the administrative assistant no longer had all the data entry work, she was able to take on other tasks. For instance, managing cash and credit card transactions was taking one person all day. With the new system, the time for that task was cut by half, allowing time for other administrative work.
One of the company’s favorite features on UpKeep is the ability to start and stop a work timer. Previously, it was unclear why a technician might spend a certain amount of time on a task or only get a few tasks done on a certain day. Management was always questioning labor spent, and technicians felt like they had to justify every moment.
UpKeep now allows technicians to start and stop a timer for each job or task and document the work with text and photos. Time stuck in traffic or resolving unexpected issues are recorded and accounted for.
The company delivers a wide variety of services including managing all the on-street parking services, which includes more than 80 pay stations and 800 meters. UpKeep allows the company to store their locations and serial numbers and track parts to keep inventories as low as possible, which saves money. Reordering notifications are sent when inventory reaches a certain level.
Since the parking company serves such a wide geographical area, the organization keeps inventory at three locations in addition to parts that may be on service trucks. UpKeep helps track everything.
In addition, the person who orders parts can now log into the system and see all the orders that require parts. That individual can order them and then notify the appropriate technician that they are on the way.
Previously, two technicians received each printed work order and a truck for a single job. Although much of their work was less than two miles away, traffic could make it a 40-minute trip back to the office for a new list.
UpKeep allows work orders to be entered at the office, and technicians have everything on their phones, which means their entire workday is scheduled for them eliminating the need to return to the office.
One technician uses a bike, which can be faster in traffic, and this individual works with the other technicians to better navigate the jobs, parts needed, time, and distance in creative and efficient ways depending on the day and situation.