Constant advances in software and the pressing need to save money and improve operational efficiencies mean electrical contractors must frequently revisit the question of whether to upgrade their fleet, service and time-management software systems.


Making the right software selection can be time-consuming and confusing. Technology and supplier options are plentiful. However, contractors that are clear on their business requirements and have a grasp of their budget limitations will be able to better evaluate their options and make the right choice.


All software products have benefits and drawbacks. But which is right for you? We may be able to help.

Fleet management


Fleet-management applications are designed to collect and analyze factors such as fuel efficiencies, preventive versus repair costs, and estimated vehicle replacement costs. They organize data, provide reports to help drive business decisions, and can influence vehicle purchasing or other operational decisions. 


“Fleet-management software systems with the most flexibility to integrate with accounting systems, fueling systems/cards, a GPS system or vendor software—and that configure unique workflows, have an easy user interface, and that are scalable for future growth—have the biggest return on investment,” said Jon Sullivan, lead application developer for Collective Data Inc., Cedar Rapids, Iowa.


The foremost benefit of fleet-management software is reduced fuel costs, but thanks to smarter dispatching and less time spent idling, there are numerous, more nuanced benefits, said Todd Ewing, director of product marketing for Fleetmatics IRL Ltd., Waltham, Mass.


“Many systems also provide data that can be used to stay ahead of maintenance issues or to flag harsh driving behaviors, resulting in improved safety and reduced liability risk,” he said.


When choosing a fleet-management solution, consider the reporting options and capabilities, the ability to integrate with fuel cards, dashboards, communication and navigation options, ongoing customer support, and the ability to access the software remotely on smart devices.


“Remote technicians who travel to different sites don’t want to have to perform data entry at the end of the day into the fleet management system,” Sullivan said. “That’s why it’s important that the software be available on any type of mobile device.” 


Employee reaction is one of the main topics ECs have to consider when installing a new fleet-management system.


“Installing a GPS tracking system in fleet vehicles can sometimes be a sensitive topic, as some may consider it an invasion of privacy,” Ewing said.


It’s up to management to educate drivers on the specific reason behind the software, and Ewing said employees should accept the technology as a crucial business asset rather than as a monitoring tool.


Service management


“[Service-management software] puts the right people with the right tools at the right place at the right time,” said Wayne Newitts, MSEE, marketing director for Dexter + Chaney Inc., Seattle.


Service-management software should manage people, equipment and information, and it should integrate seamlessly with the contractor’s business, resource and inventory-management systems.


“And with today’s wireless communication technology, it’s easy and now cost-effective to supply field personnel with the smart devices they need to communicate with headquarters and with the apps that tie them directly into the main enterprise system,” Newitts said.


It is that very mobility afforded by smart devices that continues to lead the latest functionality trends of service-management software, according to Dean E. Schreiner, president and owner of dESCO LLC, Ft. Myers, Fla.


“Mobile technology continues to allow technicians to do more in the field, eliminating office time and enabling them to focus on completing more jobs daily,” he said.


Native mobile apps give users the ability to operate in a more disconnected environment by storing more data—such as dispatch information, customer signatures, detailed invoice information—directly on the device.


“This is crucial, as many technicians perform tasks in places that do not have Internet connectivity,” he said.


Benefits of service-management software include streamlined operations and lowered costs.


“In addition to not wasting time or money sending technicians to the wrong place without the right equipment, contractors can analyze the data that the system captures from service calls to determine trends and learn what types of service calls are the most profitable in the short term and what long-term strategies might be most beneficial,” Newitts said.


In addition, a good service-management software system creates happier customers, helping to maximize revenue.


“The hardest and most expensive thing in the service business is to get new customers,” he said. “A happy customer is a repeat customer.”


In examining potential software solutions, electrical contractors should search for a provider that has great customer service and support, is reliable and stable, has a long history and industry expertise, and has a commitment to investing resources to expand or improve the solutions it offers.


“One of the most important features to look for is the software’s integration capabilities,” Newitts said. “The program should be able to integrate with the company’s entire enterprise system from accounting, HR and dispatch to inventory management and service contracts.” 


In addition, the software should service the contractor’s workflow and be flexible, mobile-device friendly and cloud-based.


However, all of the technology offered by good service-management solutions means change, and there is always some resistance to change. People may think the software will make their job harder, may not see the need for change, or may be uncomfortable with learning new technology, Schreiner said.


“Since service-management software allows the contractor to streamline processes and improve efficiencies and competitive advantage, we advise companies to take the time to identify all of its needs and to remember that there is no perfect time to make the change,” he said.


Time management


One of the most expensive components of any construction project is labor, yet the majority of electrical contractors are still using paper timecards or some other inadequate way of tracking time, said Casey Powers, vice president of marketing for ExakTime Inc., Calabasas, Calif.


“By using time-management software, the contractor can save time and money by efficiently tracking job-site activities for a single person or an entire crew,” he said. 


Time-management software also saves money by enabling the contractor to pay only for the number of hours actually worked, automate the payroll process, eliminate data entry errors and reduce data entry time, keep better track of material and equipment, streamline inventory and asset management, and digitally store time records and job site activities. And since time-management software ensures costs are being tracked more properly and more accurately, the contractor can use the data to become more competitive in developing future bids.


“The No. 1 trend in time-management software is the migration to smart devices, enabling people to use the technology they already have and to allow the contractor to manage multiple crews and job sites from one device,” Powers said. Software apps are increasingly taking advantage of smart device technology to enable field personnel to record job-site activities, accidents or any other event that needs to be tracked and documented. And with GPS-enabled systems, the software can be used as an invisible perimeter, enabling the contractor to see where field personnel are when they clock in or out.


Powers advises contractors seeking a time-management system to look for scalability that will accommodate future growth, a system that is designed for the electrical construction industry and that will work with the enterprise accounting system, is easy to use, and that comes from a reputable provider that has been in business for some time.


“The provider should really understand the industry so that it can be a reliable business partner,” Powers said. 


If the contractor chooses the right provider and a modern system that fulfills its needs, payback can be seen in as little as four to five weeks.


Just as in the cases of fleet and service management software, the entire organization has to accept the change that they will experience by migrating to the use of smart devices and software to track time and other job site activities.


“It is up to management to demonstrate the benefits of the software and to ensure everyone is still using the system properly after initial training from the provider,” Powers said.


Going forward, time-management software will continue to refine its functionality and provide contractors with even more benefits.


“The prevalence of smart devices will continue to drive the development of software that uses them,” Powers said.