Watch the video.
The Schedule Board is integrated with the crew’s mobile device – a phone or a tablet – depending on the crew’s need for forms or documents. For example, Irrigation Techs like a tablet because they can view zone maps, check materials inventory, and make notes on a tablet more easily than on a phone screen.
While Aspire is not a GPS tracking or route-building software, it does monitor crew location throughout the day, and it stamps the time and place where work started or completed on your electronic time sheet. No need to use paper anymore.
Every employee has an assigned PIN (personal identification number), which you control. Employees use their PINs to log into the system. Once employees have logged in, the clock is running for both payroll and job costing.
The Crew Leader manages the schedule on the phone the rest of the day. Aspire can print and support paper time sheets but mobile is much more efficient. In a future release, Aspire will have photo verification for every login.
At the end of every shift, the Crew’s electronic time sheet is communicated to and available for the Supervisor’s approval. Any mistakes made by the crew can be addressed because no time will be recorded until it is accepted by the Supervisor. There is also a separate step for your Payroll people before it goes to QuickBooks or your Payroll vendor for cutting checks.
Once accepted the time record can be adjusted, but it is now linked to job cost and payroll. Every adjustment to a time sheet is stamped and creates an audit trail, which is essential for compliant record keeping.
The mobile device provides the crew not only with the schedule, the materials, and the job site forms and plans. If queried, it will also provide the most efficient driving route to the next job. In the future, Aspire will integrate with a true GPS tracking system. It’s in the works.
The mobile app integrates with the schedule so a Supervisor can adjust the schedule and communicate changes to the crew through the device in real time.
Jobs can be added or deleted to address emergencies or weather events. Irrigation work often knows no schedule and instead is a response to requests. The mobile app can easily handle these changes and create tickets on the fly. Irrigation Techs love the system since it eliminates paperwork and inventory management.
At the end of the day, Supervisors review the time and the system will create a billable work ticket as required, which the Account Manager can review for invoicing.
Estimators and Schedulers can add production notes and work directions to a job and these will show up on the mobile app for the crew to review and take action. In addition, issues assigned by Account Managers or Schedulers will show on the mobile app and require the crew to address the issue or request.
Issues can be robust and include text and pictures. The Crew Leader can also add photos or text, and this information is relayed to the Account Manager. Operations Supervisors can make site plans, zone maps, plow maps and photos available to the crew with the click of a button.