SOFTWARE Take a soft approach By James Atkinson from Causeway W


ith budgetary cuts across the sector there is a real pressure on building service


engineers to closely manage their cashflow for better business health. This translates into all areas of business operations; from estimating and financial accounting to managing time and labour costs for engineers – to deliver on KPIs and to ensure jobs are completed in a timely manner with material costs accounted for.


For the building services manager protecting operational margins is key to maintaining efficiently delivered contracts, happy clients and ultimately business health. Programming work and dealing with the back office processes all take time, detracting cost from the profitability of the job. By using specifically developed integrated software solutions those responsible for delivering building services can see significant improvements in efficiency.


Integration


It is well documented that the integration of all management processes is the most effective route to ensuring operations are carried out swiftly and economically. Minimised data entry, faster access to data, reduced duplication and risk of human error, greater efficiency and improved cost transparency can all be combined to deliver a streamlined process in line with contractual KPIs. Most importantly this embodies tangible and therefore measurable cost savings for the business.


Specialist software can be utilised to bring all these benefits into play and it is important to look at software suppliers with an understanding of the building services sector in order to partner with an organisation that has its eye on these business aspirations too. Integrated with a building


services resource planning system, or as a stand alone solution, a budget estimating software tool can be deployed as a powerful knowledge base from which to manage all


aspects of building services cost control. Full M&E cost plans can be produced in far less time with a package such as Estimating powered by Vixensoft. This uses an ‘intelligent’ question and answer approach to building up an estimate. It uses known data with predefined parameters and industry trends to predict costs accurately in far less time than manually inputting the data via a spreadsheet approach.


The power of true integration can be appreciated when changes need to be made to the initial design. Integrated software means that these changes are reflected across the entire project so that the building services engineer can see very quickly how such alterations will affect all aspects of the job.


See the benefit


Integration is a trend that can benefit all aspects of job management. Financial accounting is the backbone of any business function. Without accurately managed procurement and invoicing, cashflow stands to be compromised. Software that pulls all costing, ordering, invoicing and stock control together saves significant time in the office and removes the need to re-key data or duplicate admin work. Likewise, by overlaying information relating to workforce allocations and resource availability, it is possible to see on a contract- by-contract or job-by-job basis where improvements still stand to be made.


A key challenge in preserving healthy cashflow for any building services contractor is the thorny issue of retentions. Waiting for payment while the agreed contract period runs its course and snagging issues are dealt with by other contractors means very careful cashflow management is vital. Building services specific software provides a way of integrating this with other elements of the accounting process to ensure the delay between getting a job done and being paid for it does not leave the business high and dry.


While the back-end of any job is the management of


purchases, orders and payments, the front end lies in smooth delivery and client service. Whether it is installation and maintenance of HVAC systems, or the refurbishment of energy plant and equipment, the delivery of KPIs is vital. Specific software can remove the headache of scheduling work. Instead jobs can be swiftly allocated to the most appropriate teams as they come in. Progress out onsite can be monitored in real time and, where integrated with mobile working solutions, return on investment is measurable throughout the contract delivery.


Tailored solution


Selecting the right software to achieve this is key. Service & Maintenance Suite powered by Vixensoft streamlines operations and provides the tools required to deliver superior client services. Because it is very specific for the sector the hub of the system features an Engineers’ Diary to enable scheduling of planned and reactive work more efficiently than with generic software solutions.


Looking out for features such 26 BUILDING SERVICES & ENVIRONMENTAL ENGINEER NOVEMBER 2010


as this, which are specifically tailored for the building services sector will inform the software selection process. Managing engineers’ time while ‘out in the field’ is a key challenge. Scheduling inefficiencies, lost paperwork, delays with invoicing and poor first fix rates are all familiar problems that reflect on performance. A mobile working software solution can be integrated with other elements of a building services package to address these issues. It can provide engineer and vehicle tracking to monitor fleet emissions and fuel costs. Handheld technology means there’s no pressure on engineers to print out job sheets or return to head office to pick up the next job – meaning more time spent effectively onsite. Their timesheets are returned directly too, so no need to delay information relating to payroll and invoicing. Direct notification of material purchases with orders can be sent direct to the office. Completed job forms as well as standard legislative certificates (Part P for electrical work or CP12 for gas safety for example) can be returned, with no need for paper chasing at a


later date, meaning invoicing can take place sooner.


In the field


Smith & Byford is a fast- growing, multi-discipline building services contractor delivering installation and maintenance services. The company’s IT strategy is founded on creating open relationships with both clients and staff. With its philosophy of continuous improvement it has made IT solutions integral to the success of its business. In order to help engineers monitor work, improve daily schedules and benefit from integrated vehicle tracking, Smith & Byford uses Causeway’s Vixensoft solutions. Smith & Byford has seen a number of benefits from Causeway’s solution, such as complete integration and compatibility with its clients’ own supply chain systems. Will Smith, Director of Smith & Byford said: “Productivity has increased by at least 20% over the last two years. This is linked primarily to the Tracking and Mobile solutions. We’ll be saving hundreds of thousands of pounds, and that’s before considering the other impacts it’ll have, like reduced travelling


and better deployment of staff. We would not have grown so significantly nor been as efficient without Causeway, nor would we have been able to renew our existing contracts without that relationship.” Smith & Byford’s proactive use of Causeway solutions has been a major factor in ensuring that they continue to exceed the expectations of their clients. In the last year alone it has helped the contractor win new business and re-secure all existing contracts.


Will continues: “It is fair to say that greater efficiency in paperwork and systems provided by our Causeway solution has contributed to steady improvement in our operating profit.”


Finding a way to integrate all these threads into one useable software resource will have a real benefit in terms of service delivery and customer satisfaction, leading to repeat business and improved cashflow. Likewise by improving back-end processes existing operations can also be more efficient, taking less time with less risk of mistakes and therefore with less cost involved.


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