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Asolvi has brought about a digital transformation at Cryptex Security, a London-based specialist in home and business security systems. This has not just enabled the company to go paperless, reduce admin staff and acquire a competing business. It’s also let co-founder and finance director Ian Zeff fulfil a lifelong dream to live and work abroad...

Cryptex specialises in harnessing the power of the Internet of Things (IoT) to make people and buildings safer. Its intruder alarms, access control and CCTV systems are embedded with sensors and software that enable them to interact with each other via the internet and are capable of being controlled by computer or smartphone. This provides occupiers with more extensive and comprehensive security as well as greater ease and flexibility in how they use it.

Maintenance in this industry is more important than in any other because of the disastrous implications of a security system going down. IoT technology is vulnerable to cyber threats as well as physical threats, which is why the maintenance of smart security systems has to be intensive and meticulous. It also means that providers need a foolproof maintenance management system to ensure not just that nothing falls through the cracks, but that there are no cracks. 

Cryptex operates rigorous preventative and corrective maintenance programmes on all security assets, both on-site and, leveraging its IoT capabilities, remotely. Since April 2016, all of these programmes have been managed through Tesseract — Asolvi’s pan-industry solution, suitable for field service businesses of all types — which Cryptex chose over several market-specific options.

 

Going paperless

One of the reasons Cryptex chose Asolvi was because it wanted to automate its service processes, including workforce management and invoicing, and go paperless. “The efficiency gains we’ve made since implementing Tesseract are radical,” says Ian Zeff. “We’re now completely paperless. Our printing and postage costs are zero. And being in the security industry, we used to have to do huge amounts of shredding. Now we do none. The fact that there’s no wastage has made Cryptex much greener.”

 

"Our printing and postage costs are zero. And being in the security industry, we used to have to do huge amounts of shredding. Now we do none."

 

The elimination of paperwork also enabled Cryptex to swap an administrative staff member for a new engineer. “Thanks to Tesseract, we no longer needed a junior administrator doing filing, printing, posting etc. This meant we could employ another field engineer in their place. And engineers are our bread and butter. The work they do is our business. So having an extra engineer on our books is enabling us to do more work and bring in additional revenue.”

 

The power to scale up

Tesseract has given Cryptex the power to grow, something that its old, manual, paper-driven service management system would have made too difficult. It’s partly because the efficiency gains that come with Tesseract cut out a lot of administrative red tape when taking on new customers, contracts and workers. It’s also because of how easy it is to input new data and users into the Tesseract system.

“In May 2018, we purchased a local competitor, Henry Gates Security Services,” says Ian. “Tesseract gave us the power to make this acquisition, because of how easy it was to input data and users and get visibility of the new company straight away. We were able to take on nearly 700 new contracts instantly. The integration process was a breeze.”

 

A more enjoyable work life

Since implementing Tesseract, the most exciting change for Ian personally is that he’s moved abroad and performs all his management responsibilities remotely.

“My favourite thing about working with Asolvi is that they’ve helped me emigrate!” he says. “It was always a dream of mine to move to Israel. Now I can be in the office without physically being in the office. The fact that our data is in the cloud, our processes are automated and everyone’s connected via a central point has made that possible.”

 

"Now each person is at his or her desk driving the business forwards with a few clicks of the mouse..."

 

The rest of the people at Cryptex are also experiencing radically improved working conditions. Ian explains, “Our staff no longer have to get up and walk to a cabinet, check a file, find that something’s missing and have to look for it, wait for things to print, deal with printer jams, stick things in the post, lick envelopes. Now each person is at his or her desk driving the business forwards with a few clicks of the mouse. And our engineers are happier too. They loathed paperwork and having to lug around files. Now they have everything they need on their phones and it means we’re not chasing them for forms and timesheets.”

Ian continues, “The way Tesseract has changed our service operation is nothing short of the digital transformation that everyone in the industry is talking about. The automation, the mobility and the seamless lines of communication between us all — it’s exactly what digital transformation is all about.”

 

Automated scheduling for customers

A new development at Cryptex is about to make its people’s lives even easier. The company will soon adopt the Tesseract customer service portal, which gives customers direct access to the Tesseract system. They will be able to log incidents, monitor progress and escalation, and run reports. They will also be able to use Tesseract’s automated scheduling functionality to book appointments directly through the portal. This is a new feature and something that many field service management software providers don’t offer.

Ian explains, “Now that we’ve got the bug for automation and making everything run faster and slicker, we wanted to foster a culture of customers booking their own service visits. At the moment we have to tell customers when maintenance is due and book the visits ourselves. With the new functionality, when maintenances become due, customers will receive an automated email telling them to book their appointment through the portal or call the office, in that order. This will save even more time for our office staff and give customers more control over their service needs.”

 

Forward-thinking development

Asolvi is committed to strengthening and adding to its solutions in an effort to make field service operations, particularly those of SMEs, faster and smarter. Ian says, “What I like about working with Asolvi is that they’re looking to drive their business forwards and continually refine what they offer. This can only be a good thing for customers.”

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Oftentimes field service directors and managers can see the importance of investment within a dedicated Field Service Management (FSM) ahead of their colleagues in the boardroom. In this series of articles Kevin McNally, Sales Director, Asolvi outlines how to build a case for investment to drive your field service operations forwards.

In the first instalment in this series, we looked at how FSM systems can deliver easy Return on Investment. Now we look at how investment in FSM solutions can help you achieve better staff retention.

 

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Is building a case for investment in FSM a key topic for you?! There is a full white paper on this topic available to fieldservicenews.com subscribers. Click the button below to get fully up to speed!

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Not too long ago we lived in a world where things were expensive and labour was cheap. That dichotomy in most regions of the world has now pretty much been flipped upside down.

As it is, the most valuable asset in a field service organisation is widely perceived to be the field service engineers themselves.

Add into this the ageing workforce crisis that many organisations are facing, leading to dramatic increases in costs to replace those experienced engineers leaving the workplace across the next five to ten years, and the importance of good talent retention should definitely not be overlooked.

Neither should the positive impact that the implementation of an FSM solution that empowers your field service engineers.

Let’s now take a look of just a few of the ways that implementing a new FSM solution can help you keep your field workforce happy and staff turnover in this mission-critical operation low…

 

Offer A Better Work/Life Balance:

One of the key fundamentals of most FSM solutions is some form of scheduling solution. Often when we look at the benefits of scheduling we tend to focus on the business benefits. As mentioned above ROI is a clear selling point for investing in such a solution for example.

Yet, from the engineers’ perspective, a well-planned job schedule within their working day can be a huge positive. By utilising an FSM system you can factor in things like the engineer’s home so their work schedule across the day can bring them closer to home as they approach the final few jobs of the day.

When a field service engineer finishes their last job at 5 pm on a Friday the difference between being close to home or being stuck two hours away in rush hour traffic can have a huge impact on their work/life balance.

 

Keep Them Doing What They Signed Up For Not Endless Mountains Of Paperwork:

While there are invariably exceptions to every rule, in the main, there are some key attributes that field service managers share. They enjoy problem-solving the ability to work autonomously and solving technical or mechanical problems.

What they tend not to enjoy is the endless filing of reports and administrative tasks – which can be necessary for a business granted, but would certainly rank near the bottom of a list of tasks the majority of field service engineers relish most about their work.

Fixing stuff and solving problems is what field service engineers are paid to do and largely it is also what they excel at. Admin is not.

As the late, great Peter Drucker outlined, we are far better off focussing on what we are good at so we can become excellent in that field than trying to improve areas where we are weak – as no matter how much we focus on our weaknesses, we will only ever become average in these areas at best.

This is a major area of improvement to the engineers’ day to day enjoyment of his work that an FSM solution can bring. By automating many of the essential yet mundane admin tasks such as sending completion reports, tracking parts inventory in and out of their van stock, or even sending invoices – the engineer is able to focus on what they do and enjoy best.

 

Make The Engineers The First-Time-Fix Hero:

Our field service engineers are the frontline of our businesses and very often the most frequent face-to-face interaction that your customers’ may have with your organisation.

As such when things go wrong, it is your engineers who are in the firing line.

The flipside of this, of course, is that when things go right, they may as well walk out of your customer’s premises with a cape around there neck and their pants on outside there trousers – the standard uniform for every superhero who has just saved the day.

It is fairly self-evident which of these is the preferred scenario for the engineer, and a good FSM solution can help him achieve that more often in a number of ways.

For a start, an FSM solution can be harnessed to provide the engineer with all the relevant history and information available for the job he is about to undertake, including things like previous maintenance carried out, potential likely failures on the asset and even if this is a regular fault or if this is the first time service has been required on the asset.

 

 

"In addition to things like asset history, many FSM solutions can be integrated with knowledge banks, so should the issue fall outside of the engineer’s current experience, he can access detailed information on how best to tackle the problem..."

 

 

All of these pieces of information can not only allow the engineer to diagnose the issue swiftly but also to gain an understanding of how best to approach the customer – for example, if this is a regular fault that has already been repaired on numerous other occasions, then the customer may require a more delicate and empathetic approach compared to a customer who has had a more favourable previous experience with your organisation – who may be a prime target for potential upselling.

In addition to things like asset history, many FSM solutions can be integrated with knowledge banks, so should the issue fall outside of the engineer’s current experience, he can access detailed information on how best to tackle the problem.

Similarly, engineer-to-engineer communications are something we are beginning to see become included more often in FSM solutions, which can also give an engineer access to the knowledge of one of their peers who may have encountered the problem, they face before.

In fact, engineer-engineer communication can be vital in providing a support network for engineers so they don’t feel isolated and disenfranchised from the business.

Finally, you should remember that investment in tools for your engineers is an investment in your engineers – and when someone understands you are investing in them and that you do so because they are respected and valued within your organization, you will more often than not engendered much greater employee loyalty. In fact, every time you roll out a new aspect of an FSM solution you can reinforce this point simply by establishing change management champions from within your field workforce.

And if your engineers’ feel valued, you can guarantee your staff turnover will be below the average.

 

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Want to know more?! There is a full white paper on this topic available to fieldservicenews.com subscribers. Click the button below to get fully up to speed!

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Kris Oldland, Editor-in-Chief, Field Service News talks to Jo Cherriman, Director, Surefire about the benefits to Customer Satisfaction they have discovered since implementing a dedicated Field Service Management Solution...

 

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Find out more about Asolvi @ Asolvi.com

Find out more about Surefire @ www.surefire.com  

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Kris Oldland, Editor-in-Chief, Field Service News talks to Jo Cherriman, Director, Surefire about how they approached selecting a Field Service Management system that met their business needs...

 

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Find out more about Asolvi @ Asolvi.com

Find out more about Surefire @ www.surefire.com  

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As part of an excellent analysts paper commissioned by ServicePower, Bill Pollock has provided an in-depth look at the service requirements for the security sector, here we take a look at an excerpt from that paper...

There are now more security systems players than ever, bringing refined ways of doing business and new efficiencies to the marketplace. In addition, there has been a complete transformation of the security installer/service technician into an “everything as a service” professional, supported by service delivery models that embrace Cloud technology, interactive services, predictive diagnostics and customer self-service.

The most successful companies will ultimately differentiate themselves with unique and seemingly indispensable services and solutions that make it easier for a consumer (or business) to be smarter, safer, and more cost-effective.

For those organizations that install, monitor, and maintain commercial or residential security systems, ServicePower enables faster, smarter service, so they can deliver on today’s consumer service preferences and expectations, while also reducing operational costs and driving new and more predictable revenue streams.

The five primary factors to focus on when evaluating alternative Field Service Management (FSM) and Warranty Management (WM) solutions for the security services segment are critical to the success of the vendor/solution evaluation and selection processes.

They include:

• Customer Engagement – by offering a customized, self-service portal to enable customers to log in with their account number and report issues or order add-on security services, schedule the appointment, watch their installer/ service technician en route, and communicate with him or her, if needed; also to suggest relevant new cross-sell and/or upsell services during this key interaction opportunity.
• Smart Scheduling – the ability to pair parameters such as skills, certifications, and geography with the latest in Artificial Intelligence (AI) for real-time scheduling to ensure that the best installer/service technician is assigned, at the least cost; and provide the opportunity to re-optimize schedules and routes in real-time to accommodate intra-day changes, increase on-time arrival and completed jobs per day, and decrease travel costs.
• Mobile Tech Enablement – to ensure that the installer/service technicians arrive with everything they need to get the job done the first time, driving consistent quality service delivery, improved productivity, and increased completion rates; also to provide a value-based experience by personalizing the customer’s experience via fully configurable mobile functionality which also improves schedule compliance and first-time installation/ fix rates, and proactively offer additional value-added security solutions while onsite to increase revenue.
• Contractor Management – to facilitate better management of outsourced or supplementary third-party contractor staff to quickly expand geographic reach or support changing demand; the ability to dynamically choose a contractor based on rank scores, credentials, crowd-sourced Better Business Bureau (BBB) info, and dynamic rules configuration; and confidently being able to book an appointment based on available time-slots, coupled with the ability to view the current job status and track overall progress.
• Reporting & Analytics – the ability to use real-time Business Intelligence (BI) to measure performance metrics, fine-tune future operations, and enhance the customer experience; along with the ability to access Key Performance Indicators (KPIs), scorecards and reports in real-time, from either mobile devices or the desktop, and share them both inside and outside the organization, as warranted.

The best FSM and WM solutions will also be those that include additional functionalities, such as:

• Claims Management
• Work Order Management
• Inventory, Asset and Contract Management
• Outsourced Managed Services

The main benefits that can be realized through the implementation and use of a Field Service Management (FSM) and Warranty Management (WM) solution designed specifically for the security services segment are many, and quite compelling, as follows:

• Improve management control over service provisioning
• Reduce manual processes to create and manage field schedule routes, thereby reducing travel times
• Increase appointments, per day
• Less time spent on-site
• Enable improvements in overtime, travel, skills, and spares
• Grow revenue
• Increase customer engagement
• Serve customers more efficiently with convenient scheduling, increased first-time installation/ fix rates, and improved service levels
• Use Business Intelligence (BI) to better measure and improve service operations KPIs
• Research has shown that for a typical Fortune 1000 company, just a 10% increase in data accessibility will result in more than US$65 million additional net income, according to Forbes.com.

These benefits, albeit on a smaller scale, can also be realized by small-to-medium-sized security services organizations as well.

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Ultra Consultants, Inc., an independent research and enterprise solutions consulting firm serving the manufacturing and distribution industries, today announced the availability of a complimentary ERP Toolkit eBook.  The in-depth eBook provides comprehensive ERP education to help teams work effectively through business process improvement, enterprise technology evaluation, selection and implementation. The resources curated in the eBook draw upon Ultra’s decades of expert methodologies and deep knowledge of manufacturing and distribution.

Developed for project teams at manufacturing and distribution organizations considering an active ERP project, the ERP Toolkit delivers in-depth educational resources, including videos, white papers, podcasts and more.

Project teams are invited to download the ERP Toolkit eBook to prepare for 2019 planning.

Key resources include:

• Educational assets to get started and plan for an effective technology project
• Tips to organize a project, reduce risk of failure and drive change management
• A curated guide to help teams understand what it takes to evaluate, select and implement enterprise technology

“The decision to upgrade or implement a new enterprise technology system is likely one of the most complex and resource-intensive initiatives a company will face. The manufacturers and distributors we speak with have told us that it’s difficult to understand how to begin an enterprise technology project,” notes Ultra Consultants Founder and CEO Jeff Carr. “This toolkit gathers insight and leverages Ultra’s unique perspective as trusted, independent advisors serving manufacturing and distribution teams. We encourage project teams to download the eBook for insight specific to their organizations.”

 

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In this final excerpt from an exclusive fieldservicenews.com presentation Kris Oldland, Editor-in-Chief, Field Service News is joined by John Hunt, Managing Director, EMEA, Astea as they discuss the ubiquity of mobile devices in field service operations today and just how the rise of mobile computing has truly revolutionised the way we approach service delivery in today's world. 

 

 Want to know more? The full length video of this presentation is available as premium content to fieldservicenews.com subscribers...

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In today’s digitalised world, employees must have access to databases and communication applications wherever they might be and on whatever device they wish to use. The fixed workstation generation is over. With more than 140 employees in 20 countries across the globe, iba’s IT infrastructure has to be able to support mobile working, while being reliable and providing the right levels of performance.

iba AG approached data centre specialist and cloud service provider Proact to help its staff enter today’s mobile paradigm and to also optimise its existing infrastructure. Everything started with analysis - to define goals and the services that were needed. After this Proact’s experts developed a cost-efficient and future-proof concept that integrated enterprise-class technology with existing solutions to create a highly unified solution.

As a result of Proact’s solution, all workloads, including the development environment, are now underpinned by two identically equipped data centres. To establish a truly turbo IT platform, Proact consolidated data and included symmetrical replication to ensure effective disaster recovery, centralised management, data protection and efficient use of resources. Ultimately, iba AG now has the performance capabilities so staff can access IT services as and when they need them.

“Proact understood our requirements for this solution right from the start and thought very efficiently and customer-oriented when designing the systems and licenses,” says Marc Besten, IT Infrastructure & Security at iba AG.

To learn more about this exciting partnership and the benefits IBA is gaining through this solution, please visit: https://www.proact.eu/en/case-studies/iba-ag/

 

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Michael Blumberg reveals some of the key findings of the latest research into field service Scheduling and Dispatch to come out of Blumberg Associates...

A critical success factor in managing a Field Service Organization (FSO) is the ability to effectively schedule and dispatch field service engineers (FSEs).

It is about making sure that technicians arrive at the customers’ site at the right time with the proper tools, knowledge, and resources to resolve the problem during their initial visit.

First Time Fix is the name of the game in field service. FSOs run the risk of incurring additional costs and damaging their customer satisfaction any time their First Time Fix target is in jeopardy.

There’s a lot at stake for FSOs when it comes to effectively scheduling and dispatching FSEs. There are significant challenges for FSOs, particularly if many service visits are required each day, dispatching is made from a large pool of FSEs, and the FSO is financially penalized by the customer when response time commitments or Service Level Agreement (SLAs) are not met.

 

"First Time Fix is the name of the game in field service. FSOs run the risk of incurring additional costs and damaging their customer satisfaction any time their First Time Fix target is in jeopardy..."

 

Over the last 10-20 years, FSOs have turned to advanced tools and technology to automate the scheduling and dispatch process to improve this activity.

These tools range from appointment setting applications to dynamic scheduling software based on artificial intelligence and operations research algorithms.

To understand how these tools are deployed in the field as well their impact on service performance, Blumberg Advisory Group and Field Service Insights in conjunction with Timing Software conducted a benchmark study among 150 FSOs. In this article, we will examine the impact of automated appointment booking applications and dynamic scheduling functionality on performance.

Most FSOs had limited flexibility in their appointment booking process.

 

• 59% offered their customers the first available time slot while the remaining 40% provided their customer with alternative options
• Approximately half (49%) set appointments 5 days out or longer. This reflects that they have limited ability to handle emergency and/ or expedited requests.
• Less than one-third (30%) were capable of booking appointments 1 to 2 days in advance. However, nearly two-thirds (65.7%) utilized automation to help identify or locate available appointment times.
• Almost three-quarters relied on the automation supplied by their CRM/ERP software vendor.
• Less than 9% utilized a separate, best of breed scheduling solution for appointment booking, while the remaining depended on a customized system developed in-house.

 

FSOs who utilize automated appointment booking offer a better customer experience than those who do not.

There is a higher level of customer engagement because it provides the customer with options and a feeling of control when service is provided.

Companies that utilize this functionality are four times as likely to handle a 500 or more service requests per day and experience a higher FSE to Dispatcher ratio that those who do not.

The second step from booking an appointment is the actual scheduling of FSEs.

 

• One half assigned FSEs to customer sites based on their skill set, availability, and proximity.
• Remaining 50% either determined the schedule for their FSEs by dispatching the same FSE to the same site every time or assigned the same FSE to the same site having the FSE determine their own schedule.

 

Two-thirds of survey respondents utilized an automated process/system.

Approximately half (51%) used software that contains some type of algorithm which optimizes scheduling based on specific criteria (e.g., cost, travel time, etc.) or pre-defined factors. Less than one-third (31%) have a scheduling system on a rules-based engine. The remaining 17% have an AI based system that improves their scheduling process based on dynamic variables.

 

"FSEs who use automated scheduling software are 47% more likely to complete 5 or more service visits per day..."

 

The use of automated scheduling software has several benefits to FSOs. Our survey results indicate companies who utilize this type of software are 45% more likely to handle 100 or more service requests per day.

They are also 39% more likely to experience an SLA compliance rate of 90% or higher. In addition, they are twice as likely to have FSE rates of 85% or higher.

 

Furthermore, FSEs who use automated scheduling software are 47% more likely to complete 5 or more service visits per day.

Our findings suggest that appointment setting functionality plays a critical role in improving customer experience, increasing service productivity, and operating an efficient dispatch centre.

Automated scheduling software provides measurable improvements with respect to FSE productivity and efficiency. In the last year, 99% of FSOs surveyed incurred a financial penalty or were required to provide a customer rebate for missing SLA/response time targets. Almost half (45%) missed these targets more than 24 times last year.

The use of advanced tools and technology like automated booking and scheduling software will have a significant improvement in reducing or eliminating the frequency of these occurrences.

 

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