Know Where Every Job Stands, Every Day: A Live HeavyJob Demo

Without further ado, we have an exciting lineup of demos ahead. So let's dive into our first session, and I'll turn it over to HCSS. Good morning. My name is Lester Leonard. I'm a presales engineer at HCSS. We all know that you... Everybody on this call is already doing the hard work in the field to keep your projects moving forward. You track time. You record daily progress. You manage your crews. But the question I want you to answer today is, is your field data working as hard as you are? If your time cards, diaries, and production logs are just sitting in a spreadsheet or a physical folder, they're just records. Today, I wanna show you how HeavyJob turns that daily documentation into active data. Today, we're only focusing on HeavyJob, which fits seamlessly into our larger ecosystem of construction management solutions. We have integrated solutions for estimating your fleet and your operations. All of this comes built in with our 20 fourseven instant support. HeavyJob bridges the gap between job site and the office. On the left, we provide an easy app for the field, for the foreman, or managers on the go to handle everything from field entry to planning and integrations. On the right, the data feeds instantly into our powerful office features, giving executives, managers, and accounting teams one robust web tool to manage all of your job data on one site. Let's dive into how this helps you spot production trends, streamline your payroll operations, and protect your bottom line. So we're gonna start on the field. Right. Now we're looking at heavy job mobile on an iPad. What we're looking at now is the dashboard. So this will have all of the modules that you can use to track time cards, do job site photos, diaries, maintenance requests, needs requests. If you're a mobile manager, you can review time cards, review job analysis, use project controls like RFIs, submittals, DIG permits, and and whatnot. And if you also surprise our safety features, you can do safety reporting within the field, whether it's observations, skills, JHAs, meetings, incidents, near misses, and so on. You can also tackle production plans as well. We'll start from top to left from... And we'll start with time cards. So two thing... Two quick things you can notice. There's a date at the top, and there's a job. So this is gonna serve as the foundation of the information that we start with when we create our time card. If we needed to change the job, we can change the job. Or if we needed to do a time card for a different date, we could. I'm gonna hop into our time card. And right now, we have a blank slate. Few different ways that we can get information in here. Let's say that your crew is working... Your appointment's been working with the same crew for the past, you know, week or so. Instead of them repetitively entering in that same crew information, we can copy pull info, and we can copy from previous time card. And what that does, it'll copy in the crew, equipment, cost codes, and all of that good stuff that was worked on on a previous time card. But for demonstration purposes, I'll show you how to build one from scratch. We'll start with our crew. We can go in and select our employee resources. So let's just say we need an asphalt foreman. Let's say that we need a driver. And let's go ahead and grab a foreman. And let's see what else we got. Let's do operator. Then we can swap over to an equipment tab, and we can select the pieces of equipment we may be working with that day. I can select the track loader. And let's say that we need to link that to a certain person, we can link that to this operator, Scott White. Let's just say that that's the only piece of equipment that we're working with that day. We'll go ahead and hit done. Now we have all of our resources on the time card, but we still can't enter in any time yet because we haven't specified which cost codes we're working on for this day. If I tap add cost code at the top, this will show me all of the cost codes that we have on the project that we currently have selected. So in this example, we'll say that we're working on clearing grub medium. Let's say that we're working on Chute Prime. And we'll also say that we're working on furnish install 24 inch RCP. Once we have all of our cost codes selected, we can hit the done button. That'll take us back to our times card screen. Now we have a grid that we can input hours in for our crew. We can do this one of two ways. We can tap in each individual box and specify what quantity of hours that particular resource has worked, same with equipment. Or if we want to keep it easy, and let's just say, hey, the whole crew has worked an even amount of hours across each cost code, we can select this entire column. We'll say that we worked four hours on the clearing grub. On the shoot prime, we can say that our crew worked two hours. In the furnish install, 24 inch RCP, we'll say that our crew worked another four hours on it. If we needed to dig a little bit deeper and also account for any cost adjustments, if we needed to give per diem to a particular employee or if we needed to change their default pay class, we can do so at an employee level. Well, let's say that everything looks good on there. We have our hours in, but we don't have any production quantities. So I'm gonna show you guys how to track your production quantities as you're working on the job site. We're gonna go from left to right. We'll tap on the clear and grub medium. So you'll notice a few things here across the top. We have two radio switches that give you the ability to label this work as T and M work or rework. So just for example purposes, we'll go ahead and mark this one as T and M, and then we'll move on to our quantities. So for our production quantity, we noticed that we have a total quantity, which gives us our running total. So this is our job to date total of where we current... Where we're currently sitting at with this particular cost code. So let's just say, for example, today our crew knocked out another two acres. We'll go ahead and enter that quantity. If you're tracking materials as well and you have advanced budget set up with our program, it will suggest automatically how much materials you should be using for each Costco that you're working on determined by the quantity that you input. You can take this suggested quantity or you can input your own. In this case, we'll go ahead and select the suggested quantity. Then if I move over to the next tab, you can also input notes for each cost code that was worked on. And there's two sections of notes. There's a private section, which is internal for your company. Then there's also public inspector notes. These come in handy on certain reports like the TNM report that I'll show you a little bit later on. You can also use our tagging system to associate certain tags with your cost codes. So, like, let's just say for instance, we had a material delay on this job. We can go through, select a material delay. If we needed to specify any additional notes in here, we could. But what this allows us to do is run additional reporting later on when we get over to the manager side. And let's say, hey. How often are we running into these material delays? Is there a consistency on the projects that they're happening on? Or how much is this resulting in reduced productivity? So you can use this later on for some pretty good insightful tools. Moving on to our next cost code, the Shoot Prime. We'll flag this one as TNM as well. It gives us our running total. We'll go ahead and say we knocked out another 32 gallons today. Then it's suggesting our material below. We'll take the suggested value and move on to our next cost code. Now we're at a third and final cost code, 24 inch RCP. We'll go ahead and flag this on this T and M as well. We'll input our data quality. We'll say $3.86 for today. That brings our running total to $9.20, and we'll take the suggested amount for the RCP. One other thing I wanna note too, if you're using our estimating solution, if you go to estimate estimate notes, what this does, it gives the foreman a view into how the estimator structured out the crew when he was estimating. So it gives him a pretty good idea of how he needs to structure his crew in order to meet those production targets. So if I look at the estimate notes, it shows that we're supposed to be knocking out 10 units per... Ten hours a shift. We're supposed to be locking knocking out, I'm sorry, 225 linear feet per shift using ten hour shifts. And then we can see how they structured the crew. They had an excavator, a loader, a plate compactor, foreman, laborer, and two operators. So if that foreman doesn't have one of those resources and they're not meeting their targets, they can reach out to a manager and say, hey, our estimator planned out our crew this way. We're not able to meet these targets because our crew is missing a operator or whatnot. So that gives you a pretty good idea of how you how you should be running so you can meet your production targets. So now that we have all of our cost code data inputted, we can hit done. And we, for the most part, have a complete time card. Before we send this into the office, I wanna show you a few reports that can be ran directly from the time card tool that can be insightful and helpful for the foreman. If we go to view reports, take a look at our time card analysis. This will give the foreman real time idea on how he's performing on his job. So I can see on the clearing grub, we're pretty good. You know, we're we're running under on this one, but the 24 inch RCP, we actually have a variance. We actually have a overrun on that one, and we need to kind of pick up our production on that. Same thing with the Shoot Prime. We have a variance on our units. We need to pick up our production on that. We can view this in units. We can view it in hours. And we can also view this if you give your foreman a capability in dollars. And you can really see what impact your production for the day has made on overall job process. Dollars is completely optional. You don't have to give your foreman in the field that capability, but it's nice to have that option. If we go to our second report, it's gonna be our daily T and M report. So this will generate a T and M report in the field. You can select one cost code or all of the cost codes that you marked as T and M. We'll go ahead and select all. You can choose how you want that report displayed, and we'll go ahead and generate that report. On this report, it shows your job, all of the cost codes that you worked on, your labor, equipment resources, materials for each cost code, your hours, and all of that good stuff. So it's a report ready to go right there in the field. If you have a representative on-site that needs to see a copy of this or you need to get a signature from, you can have them sign for it right there in the field. They can go through, sign, report. And the great thing about this is it also attaches the copy to the time card when it's sent in automatically. So you don't have to worry about sending it, sending this into the office, turning this report in manually, this instantaneously gets sent over to the to the office. So if you needed to send it to a third party, let's just say you wanted to send a copy of the signed report over to the representative in the field, you can hit send, request their email address, and you can use Gmail or whatever app you guys have on your devices to send that in that report. So from here, we do have a finished time card. So if I hit send, I'll say send time card. That'll send that time card into the office, and the office has that time card ready to go. However, let's just say that, you have foremen that are new on the field, and you wanna make sure that they're hitting certain items before they send in their time card. We have what's called soft stops and hard stops. The soft stops will warn your foreman, hey. This... You forgot to enter enter in a production value, or you forgot to get a signature for an employee. It'll warn you that those things didn't happen, and the foreman can make the choice to go make those corrections or continue to send in the time card. However, if you make it as a hard stop, they will be unable to send the time card into the office until they until they make those corrections. Good thing about it, when it comes up with those list of issues, all you have to do is tap on one, and it takes you directly to that... Where that issue is. So, like, just say, for instance, if it was a signature, it'll take you right to the signature page and say, hey. Adam Black hasn't signed off on this time. We can tap his name, hand over the iPad, and he can answer the customizable signature questions. You can customize all three of these questions for your company. Employee can answer those questions, tap to sign, and sign off for his time for the day. So that's the time card feature of HCSS Mobile. From there, I'm going to go left or right, and then we'll go ahead and check out the photos module. So this is for job site photos. So if you go to photos, hit the plus sign. We'll go ahead and use our camera. And I'll just take a blank photo. But let's just say, for instance, this was a piece of equipment or a problem that you're pointing out on the job site. This is basically a photo that you can send directly into the office. We can confirm that that photo is okay. We'll use that photo. And two nice things to notice about any photos that are taken in the field is that they are hard coded with the foreman's name, lat long. So you can say with all certainty where the photo was taken as a date, time, and the job site at the at the top hard printed on it so that you can know for all certainty, great file audit purposes so you can see where a picture was taken. Additionally, you can annotate a photo. So just say, for instance, if there's a certain spot on a piece of equipment you wanna mark up, you can say, hey. This is where our problem is. You know, if you needed to add, like, a text box or something to it, you can add that there and describe whatever the problem is. And then there's also a tagging system that you can use to associate tags with, all of your photos. So, like, let's just say, for instance, this was an equipment breakdown and we wanted to associate that tag there, we could. Some of our companies also use this as a way to keep track of receipts, trucking tickets, and things like that as well. So if you create those tags as well, let's just say, hey. Let's say that this is a work ticket or this is a receipt. We can tag that photo as a receipt or a trucking ticket or something like that. That way, our office has a real easy way to organize those photos. So we'll go ahead and hit done on this one, and we'll go ahead and send that photo onto the office. Moving right along. We'll move over over to our next section, which is diary, and that's basically going to give the foreman space to give detailed information about the job site, any issues that they ran into, anything that they wanna communicate with the office, the managers, executives that may have happened on that day. This will... This is an area to provide additional context of, hey. If we did have some slowdown production on this day, I wanna give the office an idea of our... Or insight as to why, you know, whether it was a weather delay or anything like that. So one thing that's pretty cool, you can hit the use location button on here, and it'll automatically pull in the time, weather conditions, and all of that good stuff. So you can do this multiple times so your foreman can do it when he gets to a job site. And let's just say that the weather conditions change midday, he can come back to his diary, hit that use location button again, and that'll input a second stamp of what the time has... What the weather has changed to at that particular time. You can associate tags. So we'll say that, hey. We ran into a weather delay on this job today. And then the notes. Good thing about the notes section, you can use voice to text on it because I know a lot of the times the deformer have to peck at the keyboard. They're not gonna input a lot of data on there. But if they can speak freely to it, it makes it a lot easier for them to be pretty detailed about their day so that the office is gonna have a better idea of what happened in the field. Hey. We ran into some weather issues that slowed down our production. We were unable to finish a lot of the work on the 24 inch RCP, but we will finish that tomorrow when we get in. So that voice text comes in real handy, used a lot by a lot of our customers. We'll go ahead and hit send, and we'll send that diary into the office. So from there, a lot of our time card and basic information that we would typically do on a day to day is done. There's a couple other modules that I'll touch on quickly is, the maintenance request. So if you needed to request maintenance for that piece of equipment that we took a picture of that had the equipment breakdown, we can select the job that we're working on. Let's go ahead and select that equipment code, say, to this this track loader, and we can describe what maintenance needs to be performed on it. And we can also add photos to it to show visuals of, you know, if it's a visual issue or to get more details of where their problem may be. Then we can send that directly into the office, and that can be addressed by the team. Additionally, there's a spot for needs request. So let's just say for instance, like we discussed earlier, hey. We're missing an operator on this job. We're not gonna be able to make those production targets that we discussed. We can hit request resources, select the job that we need those resources from, and we'll say, hey. We need a operator on the labor side. And for the equipment, let's say that we need a dozer. We can hit done. It'll give us a preview of what our request looks like, and then we can send in that request... That needs request into the office. And then that'll be addressed by the dispatcher. From there, I'll touch on two other items before we move over to the office, and that's gonna be the time card review tool. So this comes in handy if you're a manager on the go and you want to review all of your foreman's time cards. You wanna be able to check them out on the go without being at the office, this is a section of the app where you can do that in. You can filter out what time cards you wanna see, whether it's for a specific foreman, a specific date range, or job. So I can say with my current filters, I have two... With my current filters on this job, I have two time cards that have showed up. One for the second, one for the fifth. I can see that the one for k has already been approved. But if I go to the one with Matt, I see this one hasn't been approved yet. This gives me the option to either reject this time card and send a rejection notice. Hey. Fix your hours. And that will alert the form in a... With a notification that, hey. Your time card has been rejected. This is why. Or we can go ahead and say that time card is good. Let's approve it. So there's that section. Then there's also the job analysis, which gives you a pretty good idea. You can select whatever jobs you want to be included in this analysis, whatever form in, and date range, and it gives you a on-site analysis right there on your iPad, how you're performing, if you're over budget, if you're under budget, the problematic cost codes that you guys need to work on, and so on. So there's so much detail that you can get just on a mobile view of how you're performing so you're never guessing. You don't don't have to wait till the end of the job to say, hey. We're losing money. You'll know day to day where you're trending, where you're tracking at on your job with all of our reporting tools. So with that being said, I'm gonna go ahead and move over to the office side so we can view what this data looks like when we bring it into the office. Alright. So now we're looking at the heavy job mobile. I'm gonna start on the time card module just to keep it consistent of where we came from. So if I tap on time cards and let's set our filters for this pay week, I can see my name here for October 7. Let's go ahead and tap on that time card. And this is the same information that I submitted on my iPad that's now available for our office executives, payroll personnel to look at. So I can see the resources. I can see the hours that were inputted. I can also see all of the production. From there, I can also see the materials that were associated with that project, their purchase orders. If I expand diary and photos, I can see the weather conditions. I can see the T and M report that our guy submitted. And I can also see the job site photo of that equipment problem that we took a picture of all in one place instantly in the office. One other good thing to note about this is that it also tracks your time card activity. So if this card has been revised, if it's been revised multiple times, whether it's been rejected, it keeps a log for every part of that status. From here, I wanna also show you the daily digest, which a good way for project managers, payroll, just to take a look at everything that's happened over a certain period of time. So if we're looking at our daily digest for this particular job, I'm looking at it for all foremen, and I can see pretty quickly how everything's been trending. I can see which part of our jobs may have been experiencing overruns, over budget, or what we've been performing well on, along with detailed photos and all of that good stuff. So just to show you how, give you a glimpse of how this integrates with your ERP or your payroll, let's just say that we're ready to run payroll. That process is pretty simple. We'll go to last week's payroll. We'll say that we're running payroll for last pay... Pay week, and we want to submit... We wanna submit payroll. We wanna check out all of our time cards that are no unapproved for last pay week. We have our parameters set that way, and it brings up all of our last time cards for last pay week that haven't been approved. So I can go through the list, check them out. If everything looks good, I can approve the time. Go through the list until everything's approved. If I needed to reject something from here, I could say, hey. This is an issue. Go ahead and fix it for us. Or if we're in a time crunch, we can go ahead and revise that time card right on the spot and fix what needs to be refixed on that particular time card before we send it into the office. So we'll just say... We'll just assume that everything's been approved, everything's good to go, and we're ready for payroll. From there, that's a pretty easy process to get that out to your ERP. We'll go to export. We'll say export request. We'll submit a new request, and we'll call this last pay week. Then from there, we can select a request template, our weekly ERP export, then that's gonna automatically select our accounting system template, our date range that we're exporting for. And if we needed to go through and granularity change any information, if we wanted to only export a certain subset of jobs or certain cost code or a certain form, and we could do that. But I'm gonna leave all of these settings the same for now, and I'll just go ahead and submit this request. And what that will do, it'll scan the system for all transactions that meet that criteria. It's gonna search for that date range and any additional parameters that I selected on the previous screen. And then it's gonna have a file that's ready to download that's in the format of your accounting system that's ready to import. So payroll, pretty easy process. From there, I'll move over to our reporting tools. So this is your dashboard that you'll see when you log in to HeavyJob. So when you log in to HeavyJob from a... On a day to day, and let's just say it's morning, you're just getting into the system. Just by logging into the system, you can get a pretty good feel of how your jobs are performing just from the dashboard. So you can tag the jobs that are most important to you here. So all of the jobs that you may be responsible for that you're considered a project manager for, you can tag those jobs here. And you can see pretty quickly, hey. The Shimony Rock job has $1,800 variance. Let's dig into that a little bit further to see where that variance is coming from. So with me clicking on that, it gives me a two week variance. I can see which days were problematic, and it also shows me which cost type buckets we've been having issues with. So I can see a majority of our issues have been on the labor cost type. So if I wanted to dig a little bit deeper into that and say, hey, where is this labor variance coming from? I can click on that, and it will give me details as to which cost codes these variances are coming from. So if I wanna view this by labor, I can see that the wheel wash at entrance is our biggest problematic issue, and I need to run some additional reporting to see why this has been an issue and if it's something that I need to address. We needed to run additional reporting to go forward. We can say, hey, let's run a cost code report to get a little bit more detail on which day we had that variance, which foreman reported that variance, and if that foreman left any details as to why that variance was there. So there's a ton of reporting tools, whether it's cost code reports, job reports, production analysis, weekly reports, daily reports. There's a ton of reporting tools built into the system that you can use, and it also comes with HCSS Insights, which if you guys are familiar with Power BI, it's basically an HCS version of Power BI. You can come in here and make some very cool custom dashboards with all of your data, all of your job data. Basically, we're looking at all of our jobs from a bird's eye view here. If we wanted to filter down and look at certain jobs, we could. If we wanted to get a job overview, that's visually pleasing with the Power BI designs and elements that we've inputted, we can do that as well. Then we can dig down into the cost code details as well. All of these are completely customizable. So if you got somebody good at Power BI, they can get in here and make some pretty good reports. So from there, I'm gonna open up the floor for questions and see if there's anybody that had any questions about those processes. We had one question here pop up in the chat, Lester, asking, does HeavyJob integrate with accounting? It does. HeavyJob integrates with most accounting systems. I haven't seen a accounting system that we haven't been able to export to yet. So... Yes. Perfect. And then Tim also asked, we use HCSS currently. Where is the Insights option? Okay. So Insights comes with all of our all of our products that's free included. So you can view that from htssapps.com. So if you go to... Let's see if I can pull it up on here. So if you go to htssapps.com, You should... Under insights, you should have this insights option where you're able to open up insights from there. The direct link is gonna be a insights.hessapps.com. And for whatever reason, if you don't have that capability, check your credentials profile just to make sure that you have it enabled, but I think it comes default, if I'm not mistaken. Okay. Perfect. And then one other thing that I kinda wanted to ask, but how long would you say it takes to get a crew up and running? From the... From just a day to day perspective, from a field perspective, or to get that set up in the system? Kind of from an implementation perspective, how long do you think it would take sort of start to finish to get someone going? So it it wouldn't wouldn't take long. We integrate with a lot of ERPs. So what a lot of our customers do is have a synchronization that we call DIS. So DIS will basically funnel all of your accounting system system information into HeavyJob. So every time you add a new employee, every time you add a new piece of equipment, a job, that information automatically flows into HeavyJob. And then from there, you can delegate accesses as necessary. You can say, hey. You know, this person has access to these jobs or this subset of jobs. You know, you can do that by tagging. You can do that by but much of different parameters that you can select to associate which which of... Which pieces of equipment, which jobs foreman and crews have access to. Okay. Oh, and we got one more pop up here. What would happen if a foreman forgot to enter data one day? That kind of throw everything off, or what would that look like? No, not necessarily. If he forgot to send or send in a time card for one day, he could go back in time and submit a time card for one previously. So as long as he knows what production they they did for the day, he can go in and do a time card for a previous day. That's not a problem. Okay. Perfect. There any other questions here that anyone wants to put into the chat for Lester here before we wrap up? I know we've got about a minute left. If not, you will see a poll pop up on your screen shortly. So if you would like to connect with the HCSS team or Lester, set up a personalized demo, or just receive a bit more information, make sure to fill out that poll. And you can also find Lester's email and the contact information back on the HCSS tile in the lobby.