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FAQs

    Estimating

    Will HeavyBid work on a standalone laptop?

    Yes. Even if you have a network, HCSS recommends having HeavyBid on standalone laptops as a backup in case of network or internet failure near bid time.

    Can I have multiple estimators in the estimate at once?

    Yes. In fact, that is a major benefit of HeavyBid over spreadsheets. For example, we have had joint ventures estimated from multiple companies in multiple locations with as many as 25 estimators working on the same bid at once.

    Will HeavyBid work for DOT work?

    Yes. A huge percentage of our customers do DOT work. In fact, HeavyBid can download bid items from most states’ DOTs and export prices back to their DOT applications.

    How long does HeavyBid implementation take?

    A typical implementation is two to four days at your office with one of our professional estimators, most having more than 20 years of estimating experience. HeavyBid Basic usually requires two days. HeavyBid Advanced three days, and Comprehensive four days. We actually expect you to be using HeavyBid for your estimating after we leave. Implementation for multi-divisional companies will take longer.

    Will HeavyBid run on the HCSS Cloud?

    Yes. With HCSS Cloud, HCSS takes care of system hardware, backups, and updates while giving you completely secure data and high availability. Your users will have the fastest performance possible, reducing your IT expenses and overhead with cloud based estimating software.

    Are there any size limitations on HeavyBid estimates?

    No. HeavyBid has been used to build joint ventures worth more than $4 Billion, and it is not uncommon to have 500 to 1,000 bid items in a unit price bid. In fact, we’ve seen estimates with more than 10,000 resources used in one HeavyBid estimate.

    Can I get help quickly before an important bid is due?

    Yes. HCSS is proud of our 24/7/365 instant support based at our Sugar Land, Texas, campus. You can expect support from a knowledgeable technician in three rings or less, and expect that our staff will bend over backwards to help you get your bid in on time.

    How does HeavyBid interface with Primavera and Microsoft Project?

    HeavyBid’s activity codes map to project management codes in Microsoft Project and Primavera P3, P5, and P6. HeavyBid then exports activities and durations, along with resources, to the project management software. Modified schedules and durations can then be imported back into HeavyBid, which can then be studied to see what has to be done to the estimate to achieve the new schedules.

    What type of contractor uses HeavyBid?

    The typical HeavyBid customer is an infrastructure contractor that builds highways, bridges, dams, tunnels, airports, railroads, utilities, pipelines, or wastewater treatment plants or does earthwork such as land clearing, excavation, and mining. These contractors use crews and heavy equipment and typically do unit price work, such as DOT work or non-typical large facilities like stadiums and power plants. Those wanting to standardize their vertical and horizontal construction divisions, or job owners and engineering firms needing to make capital budget estimates may also use HeavyBid.

    Why is HeavyBid an improvement over spreadsheets?

    HeavyBid is a multi-user software system that eliminates the formula errors and version issues of spreadsheets. HeavyBid allows you to build well-documented estimates that will be accessible as long as you need them, and it allows you to build complicated estimates with ease. In addition, HeavyBid provides you with instant 24/7 customer support for your last-minute bids and complicated estimates.

    What would performance be on a $1 billion estimate with thousands of resources?

    Estimate entry into HeavyBid is typically nearly instant, regardless of estimate size, and reports rarely take more than one minute to produce. Major changes throughout a large estimate (such as a change to a labor rate that is used 300 times) may take a minute or so, and the bid summary process (summarizing the bid and running cost-spreading routines to arrive at unit prices) might take 7 or 8 minutes on an estimate with many thousands of resources.

    How does your flexible coding structure give me a competitive advantage?

    HeavyBid’s coding system makes it easier to standardize across your company and to store data, such as costs, crews, productions and material, against those codes. A flexible coding structure also allows individual estimators or company divisions to have some latitude within the general framework to customize for their specialized way of estimating. If using HCSS HeavyJob, a consistent coding structure will allow you to look at actual job data with one keystroke while building your estimate and bring that back into your estimate as supporting notes.

    Why should an estimator care that you have a HeavyJob product for field entry and project management?

    Communication between the field and the office is the key to an efficient, profitable company. HeavyBid provides your estimators’ productions, notes, crews, and calculations to anyone using HeavyJob field management software and provides feedback from the field to your estimators which they can use in the future to justify their estimates of production. Also, at many companies, the estimators are the project managers and they will be in and out of both products constantly including estimating change orders while running the job.

    If I’m not an infrastructure contractor, will HeavyBid be a fit?

    Maybe. HeavyBid saves the most time for companies whose estimates include a lot of resources, crews, alternate construction methods, and a lot of thinking and analysis required to make a competitive bid. While HeavyBid works for any kind of estimating, there are more targeted solutions for many trade specialties such as mechanical, electrical, or roofing. HCSS does have a number of construction customers with both infrastructure and vertical construction divisions, so if you are looking to standardize both groups on the same software, HeavyBid works much better for vertical construction than vertical software does for infrastructure construction.

    How can I justify the ROI of HeavyBid to my boss?

    Our HeavyBid users tell us they are able to double their estimating output compared to spreadsheets and improve estimating productivity between 25 to 50% compared to other estimating software systems. This allows increasing your company’s bid volume without hiring additional estimators as well as improving the quality of your estimates from spending more time analyzing the estimate rather than doing tedious work. If you integrate it with HCSS HeavyJob, in addition to the HeavyJob cost savings, your entire company becomes more efficient by tying the estimate and actual job data together for easy access by both estimators and project management.

    Will HeavyBid send budget information to my accounting system?

    HeavyBid provides standard interfaces at no charge to more than 30 accounting systems, including Viewpoint, Dexter & Chaney, Sage 300 (Timberline), QuickBooks, Foundation, Explorer, and other popular accounting software programs. Some interfaces require custom programming at an additional charge – including JD Edwards, SAP, CMIC, and sometimes Viewpoint.

    Do you have a users’ group meeting where I can get together with other estimators?

    Yes. HCSS has had Users Group Meetings every year since 1989. We currently host two meetings each year, in January and February, with more than 1,500 users in attendance – around half of them are estimators. At HCSS Users Group Meetings, you will learn from both HCSS and other customers on how to improve your estimating, suggest additions or changes to improve the software, and learn about other HCSS products to improve your productivity.

    Project Management

    Will HeavyJob save my foremen time?

    Yes. Our customers consistently tell us that HeavyJob has cut their time and production entry in half. The best foremen use that extra time to check production against the budget and plan for tomorrow.

    Why is HeavyJob an improvement over paper processes or spreadsheets?

    HeavyJob eliminates multiple entry and data errors and connects the field to the office in a way that paper can’t. It also allows you to connect your budget from HeavyBid and electronically transfer time and production data to your accounting system.

    How long will it take my foremen to learn HeavyJob?

    HeavyJob is extremely easy to use. In fact, most foremen can begin to enter their own time cards within an hour using the iPad, and within a week they are usually pretty efficient with the basics of HeavyJob.

    How does HeavyJob help the payroll department?

    HeavyJob reduces or eliminates double entry of labor hours and production into your accounting system, and it eliminates the illegible handwriting or hand entry errors associated with paper time cards. Time card accuracy is better than with paper because the foreman has context for what he is entering.

    How can HeavyJob inexpensively give smaller companies the process of large companies?

    Many smaller companies choose to systemize their operations early. HeavyJob allows you to do this by helping to create a good structure that allows you to improve communication throughout the business and grow efficiently. You can also do more with less, thus growing without much extra expense.

    Can HeavyJob help my foremen and superintendents run multiple jobs at once?

    Yes. HeavyJob can help foremen and superintendents teach certain crew members how to enter information, allowing them to grow in their careers. These crew members can also take and annotate photos and notes on the job site and submit them to the office, and crew leads and project managers can stay on top of all of their jobs from anywhere, even when they’re not on site.

    What type of contractor uses HeavyJob?

    HeavyJob is designed for companies looking to automate field time entry without making their foremen feel like data entry clerks; those looking to collect more field data, store it for easy retrieval, reduce paper, and make quicker data-driven decisions to improve productivity; and those trying to improve processes between the field, estimating, accounting, and safety departments.

    How can I use HeavyJob to help my project managers run more jobs?

    The project manager can use HeavyJob to spread the workload by allowing foremen and superintendents to look at their production goals and job costs daily to stay on track and plan for tomorrow. Over time, foremen and superintendents can step up to help project managers run projects. The project manager can access information about jobs from anywhere, using laptops or mobile devices to effectively monitor multiple jobs at once.

    How does HeavyJob help catch construction errors quickly?

    After the foreman enters his crew’s time and quantities, he can see how they did for the day compared to the estimate so that by end of day he can spot and start correcting issues. People in the office get access to the same data as soon as it’s submitted, allowing them to catch and correct errors much faster. HeavyJob can even identify these errors ahead of time as you train your foremen to make “production plans” for tomorrow each day.

    How does HeavyJob make my estimators better if I have HeavyBid?

    With HeavyJob and HeavyBid, the estimator gets access to historical achieved productions from the field to help him get better at using realistic productions over time, improving future estimates. It also gives them more accountability to the field because project managers can see notes and estimated quantities, and they can provide feedback to help estimators improve estimates.

    How does HeavyJob improve the relationship between the foremen, estimator and the project manager?

    HeavyJob gives everyone involved in the project more visibility into each other’s work. The foreman and project manager get to see the estimator’s original plans. The project manager and estimator get to check on how the job is doing based on the foreman’s daily production, and the foreman gets to make production plans to get back on track, with the ability to send it to the project manager or estimator for feedback. The estimator then gets access to historical achieved productions from the field to improve future estimating accuracy.

    How does HeavyJob help the project manager?

    HeavyJob gives the project manager access to estimate notes and plans and allows him to lead the project well, and with help, by giving the foremen and superintendents the ability to see their production goals and job costs daily to stay on track and plan for tomorrow. The project manager can also use HeavyJob to stay on top of the time cards he needs to approve and the job site notes and photos, change orders, quantities, materials, billings, and forecasts he needs to track to improve efficiency.

    How long does HeavyJob Implementation take?

    HeavyJob implementation can be done either in-person, with two to three days of planning at our Sugar Land, Texas, location and two days onsite at your company, or online using our trainers and the HCSS Academy. This implementation allows everyone in your company to get on the same page, change your processes to accommodate your new software, and ensure success in adoption. Throughout the process, the HCSS Project Management team will perform regular check-ins to ensure that your implementation is on track. Overall, 95 percent of our customers are completely operational within 90 days of beginning implementation.

    How can I justify the ROI of HeavyJob to my boss?

    HeavyJob helps you to:
    • Catch errors early and make corrections while they can impact the job.
    • Allow field people to better understand how jobs were estimated.
    • Perform faster time card entry in the field.
    • Eliminate the logistics of paper time cards.
    • Efficiently record field notes and photos.
    • Reduce time gathering claim information.
    • Reduce time revising hour, quantity, and cost code information.
    • Reduce the use of secondary production spreadsheets.
    • Eliminate the handling and storage of paper.
    • Reduce calls to the field investigating anomalies.
    • Reduce paycheck disputes and manual checks.
    • Better communicate between the office and the field.

    Why does HCSS have a money back guarantee on the software?

    At HCSS, we expect you to get the intended value out of the products we offer and to get your money back if you do not achieve your objectives using our software.

    Environmental, Health & Safety

    How long will it take my foremen to learn HCSS Safety?

    HCSS Safety is easy to use, and it should only take your foremen a few hours to learn how to enter data into the field app. They should be comfortable using it in a few days and very familiar with it in three to four weeks.

    Can HCSS Safety help with more than just compliance?

    First-class safety teams change the culture so that crew leads and crew members are constantly thinking about safety. But a world class safety program involves crew leaders and safety management working together using near misses and safety observations from all employees to identify and fix all potentially unsafe conditions and behavior. HCSS Safety is designed to help your company create a world-class safety culture.

    How does HCSS Safety promote ownership of safety within my crews?

    HCSS Safety offers pre-built safety meetings and inspections that make relevant content easy to find. Crew leaders can verify and update crew member skills and certifications, use relevant inspections as teaching tools, record safety meeting attendance and topics, track individual employee safety education goals, and track near misses, incidents, and observations to help spot leading indicators of potentially unsafe behavior.

    How can I justify the ROI of HCSS Safety to my boss?

    HCSS Safety will return your investment with proven savings in insurance premiums, and it dramatically improves the thoroughness and efficiency of safety data collection and storage., allowing you to easily retrieve safety data needed for claims. It also saves time and liability by efficiently managing certifications which is why safety managers across the country use this software.

    HCSS Safety will provide a huge payoff if you can turn every crew leader into a safety “manager,” and improving your safety program should reduce injuries and help you recruit top talent. You may also qualify for higher-margin work or become a preferred contractor for safety-conscious owners, and you can improve safety presentations on negotiated work through analytics and metrics.

    Operations

    What are the different user options for Employee App?

    HCSS Employee App is a mobile app designed for use by your individual crew members and by your crew leads and project managers. Employees can either clock in and out using the app on their smartphones or by using a centralized clock-in/clock-out kiosk app on an iPad on the job site. Crew leads and project managers can use the Crew app on their smartphone or via the web app to track time for all employees across all jobs.

    Clock In and Out on Individual Smartphones

    Each employee simply logs into the HCSS myField app using their phone number to clock in and out at the start and end of the day, and at breaks.

    Will Employee App work with my other HCSS software?

    Yes! HCSS Employee App sends reported time directly into the time card in HeavyJob to speed up reporting, eliminate paper, and ensure accuracy. Time card data can then be imported to your accounting system to help you improve the payroll process.

    What does my IT department need to know about system requirements for Employee App?

    Employee App is supported by Internet Explorer 11, Firefox, and Chrome web browsers. We currently do not test on Microsoft Edge. Employee App can run on any smartphone with the Apple App or Google Play store. The Time Clock kiosk and Crew Apps must be run on Apple products (iOS).

    How do I train my employees to use Employee App?

    There is no training required to use Employee App. Simply send an invitation to download the app to your employees using their cell phone numbers. The employee will receive a text message invitation and can click the link inside the message to download the app. Once they log in using their phone number, they can simply clock in and out and record breaks with ease.

    Which features come with Employee App?

    Employee App has three different options to allow your employees to clock in and out and allow your crew leads and project managers to track employee time. The Employee App for smartphones allows crew members to log into the app using only their phone number (no login name and password required) to clock in and out and record breaks. They can also see submitted time to ensure it is accurate and see future schedules. The Time Clock Kiosk allows you to set up an iPad on the job site for all employees to clock in and out. The app takes a photo of the employee each time to ensure accuracy. The Crew app allows foremen, superintendents, and project managers to see all employees’ time across all job sites to ensure employees are on time and at the right job. All time can be imported directly into the HCSS HeavyJob time card to speed up reporting and ensure accuracy.

    Fleet

    Will Equipment360 work with my accounting system?

    HCSS has created direct interfaces between Equipment360 and most accounting systems used by construction companies large and small. This integration allows your accounting department to easily transfer the time cards into your accounting system to make payroll and accounting even easier. Integrating Equipment360 with your accounting system helps eliminate paper trails, reduce manual entry between departments, and minimize double entry errors.

    A standard interface contains: Employee Code, Employee Name, Date, Equipment ID, Job Code or Shop Code, Work Order Number, Cost Code, Pay Class, Hours (total or separated), Pay Type (determines if hours are regular, overtime, double overtime), and Travel Time. All other fields may require custom work.

    HCSS has partnered with a variety of accounting systems, including, but not limited to, the following:

    • ACCPAC
    • ADP
    • Agresso
    • Alliance Payroll
    • AmCheck
    • A-Plus
    • A-Systems Corporation
    • BASPay
    • BRICS 2000
    • C/F Data Systems, Inc.
    • CMiC
    • COINS
    • COINS OA
    • ComputerEase
    • Concord
    • CSSI
    • Construction Partner
    • ContrAcct Systems
    • Deltek
    • DSi Payroll Services
    • eCMS
    • Employer Advantage
    • Evolution
    • ExecuPay
    • Explorer Contract Manager
    • Foundation
    • Future Systems
    • Gary Jonas Computing
    • GEAC FX
    • Hardhat, Inc.
    • Helm
    • Intersoft
    • JD Edwards
    • KRONOS
    • Lawson
    • Maestro
    • Maxwell ProContractorMX
    • Maxwell Streetsmarts
    • Maxwell Systems
    • MSDynamics
    • Nice Touch Solutions
    • Open Systems (DBS)
    • PayChex MMS
    • PayChex Payroll Services
    • Payday
    • Paylocity
    • PEMCO
    • Penta Technologies
    • Plus & Minus
    • PRISM
    • ProfitBuilder
    • Profitool
    • Programmed Acct Concepts
    • QuickBooks
    • Sage 50 (PeachTree)
    • Sage 100 Contractor (MasterBuilder)
    • Sage 100 ERP (MAS 90)
    • Sage 100 Advanced (MAS 200)
    • Sage 300 CRE (Timberline)
    • Sage 500 (MAS 500)
    • Sage BusinessWorks
    • SAP
    • Spectrum
    • StarBuilder
    • The American Contractor
    • The Construction Manager
    • Time Track
    • TimeClock Plus
    • ToolBox
    • TrueLine
    • Unity
    • Viewpoint CS
    • Visual Payroll (for BVI)
    • Win-X

    Learn more about HCSS software integrations »

    If your company has built its own in-house accounting system, or if you use a software system that we have not yet built an interface with, HCSS is happy to build a custom integration for an additional charge.

    How do I host Equipment360?

    Choosing the right license structure for your organization is an important part of your Equipment360 purchase process. Whether your company is a small sole proprietorship or a large multi-divisional corporation, Equipment360 has a license structure that fits your organization.

    Network Hosting

    Your company can host Equipment360 licenses and data on your company’s server, allowing for multiple users to be in the system at one time and have access to the same data. Equipment360 Manager licenses are shared and can be used concurrently. The total number of licenses represents the maximum number of users who can be logged into the Equipment360 Manager system at the same time. Equipment360 Mechanic and Mobile Mechanic licenses are individually named per user, so the license belongs to the individual and can travel from device to device.


    HCSS Cloud-hosted

    Instead of clogging up your IT department’s resources, allow HCSS Cloud Services to host your Equipment360 licenses and data on our highly secure servers. We’ll take care of all the technicalities behind the scenes, including security maintenance, data backups, and HCSS product updates. All you have to do is connect to your HCSS products through an internet connection on any device. Equipment360 Manager licenses work like a standard Network version, allowing multiple users access to the same jobs at the same time. Manager licenses are shared and can be used concurrently. The total number of network licenses represents the maximum number of users who can be logged into the system at the same time. Equipment360 Mechanic and Mobile Mechanic licenses are individually named per user, so the license belongs to the individual.


    Enterprise

    Our Enterprise version allows companies with multiple business units to share Equipment360 Manager licenses, while maintaining completely separate data sets. Fleet managers can see data across the entire organization to report against all business units, which are managed independently. However, each business unit sees only the assets, jobs, and employees that matter to them. Equipment360 Manager network licenses are shared and can be used concurrently. The total number of licenses represents the maximum number of users who can be logged into the system at the same time, across all divisions. Equipment360 Mechanic and Mobile Mechanic licenses are individually named per user. The license belongs to the individual.

    See the different Equipment360 versions »

    Does Equipment360 work with other HCSS software?

    Equipment360, our construction fleet management and maintenance software, interfaces directly with other programs and HCSS products to help you maximize their value and further improve your business.

    HCSS Software Integrations

    Integrating Equipment360 with myField streamlines the maintenance request process from start to finish. Spot issues before they arise by monitoring meter readings. If there’s an issue, field personnel can create maintenance requests in myField and have them populate as alerts in Equipment360, allowing you to easily turn the requests into work orders or add them to the equipment backlog. You can also incorporate time cards for used equipment in myField and see when they need to be repaired or replaced in Equipment360.

    HCSS Telematics sends real-time meter readings and detailed equipment location history to Equipment360 to help the shop keep track of asset usage. View OEM data from HCSS Telematics easily in Equipment360 to see the equipment’s current location based on telematics data. With HCSS Telematics and Equipment360 working together, mechanics can see the live locations where their services are needed.

    Speed up communication from the field to the shop by integrating Equipment360 with HCSS Safety. Enter notes, take pictures, and perform equipment inspections in HCSS Safety and send any alerts to the shop manager using Equipment360 who can add alerts to work orders, backlog the work, or dismiss the alert. This cross-team visibility means nothing slips through the cracks and prevents equipment downtime.

    Send utilized hours from HeavyJob time cards to Equipment360 to better compare runtime hours versus charged hours and view utilization rates more easily. Build your equipment rates in Equipment360 and upload those to HeavyJob via Microsoft Excel. Export expenses in Equipment360 directly into your accounting system to streamline payroll. View our asset management reporting in Equipment360 to see a snapshot at the fleet level for how much everything is costing you by the mile or how much you’re spending on a certain type of work, allowing you to better control costs in HeavyJob.

    FuelerPlus integration allows your shop to receive fueler time cards, dispense amounts, and more, to help you track fuel consumption, analyze performance efficiency, and get exact operating expenses by combining utilization fuel costs, and labor hours.

    Sync with HCSS Dispatcher to receive scheduled equipment moves, locations, foremen, and meter readings, notifying your shop of current and future job schedules.

    Improve future bidding accuracy by sending actual fuel consumption rates to HeavyBid so your estimators don’t have to guess when budgeting for equipment. Better estimates for you means more money for your business.

    Work with Your Existing Accounting Software

    HCSS has created direct interfaces with more than 45 accounting systems, including those used by construction companies large and small.

    HCSS created Equipment360 with heavy civil construction companies in mind, which is why it can do so much for you and your business, especially when coupled with other HCSS software. See if Equipment360 is right for you.

    Schedule an Equipment360 Demo

    How do I get my company up and running with Equipment360?

    HCSS offers two ways to implement your new shop management software, and both are designed to get your company up and running as smoothly and quickly as possible.

    In most cases, HCSS recommends our traditional onsite implementation. This process includes two days of workflow design and training at our campus in Sugar Land, Texas, followed by two days at your company. We’ll discuss your time card and equipment reporting procedures and goals, review current processes, build improved workflows, help you plan your rollout, and train your users.

    The onsite implementation includes Planning, Implementation, and Post-Deployment phases. During the planning stage, you will work with a dedicated HCSS Professional Services team to create an assessment of your company and define your implementation scope and requirements, as well as install your new software. The Implementation stage involves reviewing old and creating new processes, performing solution work-throughs, and creating integrations with your accounting software. In this phase, you will create action items, define requirements, and perform user testing until the entire software system is up and running. In Post-Deployment, you will receive follow-up calls from Professional Services, as well as continuous education and technical support from HCSS.

    For those who cannot come to the HCSS campus, there is also an online implementation option. This shortened version of our full, onsite implementation includes the same process review and design and will involve regular check-ins via phone call and webcam.

    Who Is Involved

    Regardless of how you choose to implement your new software, HCSS and your key stakeholders will participate in status calls throughout the implementation process and provide weekly updates regarding project action items to ensure that all requirements are met. Throughout that process, we suggest including the following team members:

    • Executive/Senior Sponsor — Ensures that project aligns with key objectives.
    • Software Project Manager — Main point of contact throughout the project who will sign off on each phase and coordinate and schedule company personnel.
    • Software Champion — Internal product expert for company, and go-to person for employees.
    • Equipment/Mechanic Representative — Can speak and make decisions for the shop team.
    • Payroll Representative — Can speak and make decisions for the payroll team.
    • IT Representative — System and infrastructure support person.

    What will happen at HCSS?

    On day 1, your representatives and your dedicated Implementation Specialist will review and discuss immediate goals for the implementation and long-term usage of Equipment360, including expectations for how you will use the program. You will then discuss current processes, procedures, and reporting, reviewing what is and is not working and what you would like to see new or different.

    Day 1 also includes a review of Equipment360 functionality before reviewing, updating, and importing data into the software and performing initial hands-on training. During this time, you will learn to create a time card.

    During day 2, your trainer will review and answer any questions from day 1 before continuing hands-on training. Users will complete the schedules created on the previous day and get some additional practice in using the program based on their roles.

    Based on the training and your input, we will adjust newly created processes as needed and talk about the features and functions you will use in the program, including who will perform those functions. At the end of day 2, you will create a to-do list of items to complete before HCSS visits your company, and wrap up the training.

    What will happen at our company?

    Once onsite, our implementation specialist will train the end users, such as mechanics and office personnel. The goal is that all installation is completed before the on-site implementation so that coaching and integration walkthroughs may begin immediately.

    How much does Equipment360 implementation cost?

    Most companies require two days at HCSS and two days onsite with one trainer.

    More complex implementations may incur additional costs, depending on your company’s needs.

    Do I need to be an HCSS Telematics customer to use HCSS OEM Link?

    No, anyone can activate HCSS OEM Link for the number of equipment they want.

    How many pieces of equipment should I activate?

    You can activate as few or as many pieces of your equipment with HCSS OEM Link. If you’re unsure about our product, activate just a couple of pieces to test it out. There’s no contract so you can cancel at any time.

    Why do I need HCSS OEM Link?

    HCSS OEM Link allows you to track your entire fleet in one place to help reduce multiple logins to different manufacturers. Pulling in your telematics data and integrating with the suite of HCSS software will help drive work flows and increase efficiency for your equipment team.

    How many HCSS Telematics licenses should I buy?

    Your initial purchase of HCSS GPS hardware and monthly plan includes unlimited licenses.

    You should purchase hardware for each piece of equipment you want to track, as well as a monthly plan for each piece of equipment as well. You can mix and match plans to fit the type of equipment you have, such as Plan 1 for any yellow iron or heavy equipment, Plan 2 for all fleet vehicles, and Plan 3 for any generators or arrow boards you own.

    See the feature differences in HCSS Telematics plans »

    Your fleet managers, dispatchers, project managers, and owners/executives can all create logins for the HCSSTelematics.com website to track equipment location and usage information, with an unlimited license count to meet any size company’s needs.

    Learn more about the different HCSS Telematics plans »

    HCSSTelematics.com can be accessed on any device that has a web browser. You can even access the data from your OEM GPS devices already installed on your John Deere, Komatsu, CAT, and Volvo equipment through OEM Link, which allows you to view all equipment in one place without having to log into multiple manufacturers’ systems.

    Pricing is customized to each customer.

    Does HCSS Telematics work with other HCSS software?

    HCSS Telematics goes beyond location tracking by interfacing with other HCSS products and your own business software to help you manage equipment and maximize efficiency and productivity.

    HCSS Dispatcher Logo

    HCSS Telematics sends meter readings, equipment locations, and reporting data to HCSS Dispatcher to help your dispatcher schedule and manage resources more efficiently. You can also view equipment, locations, geofences, and truck plans from HCSS Dispatcher in HCSSTelematics.com to sync your resource management and make it even more efficient.

    Equipment360 Logo

    Automate preventative maintenance cycles and generate work orders by sending meter readings and equipment locations to Equipment360 and receiving meter readings back from the shop management software as well.

    HCSS Telematics can also help improve your payroll and billing when you export data to a Microsoft Excel file and import it directly into your company’s accounting system. This helps you capture accurate equipment hours while reducing double entry or errors.

    Learn more about HCSS Telematics features »

    What features come with each HCSS Telematics plan?

    HCSS Telematics has four different plans with features to fit your equipment tracking needs. Plan 1 and Plan 2 include OBD2 or wired units for heavy equipment and trucks, while Plan 3 provides satellite tracking for non-powered assets. Plan 4 allows you to use the existing GPS units on your John Deere, Komatsu, CAT, and Volvo equipment to track all assets in one place.

    Plan 1 Plan 2 Plan 3 Plan 4
    Designed Specifically for the Construction Industry
    Hardwired Units
    Portable (OBD2) Units
    Internal Backup Battery
    Robust Cellular Coverage - Quad Band GSM/GPRD
    Satellite-Only Communication for Remote Sites
    Two Digital Inputs
    Equipment Hours Reporting
    Equipment Mileage Reporting
    Access to HCSSTelematics.com
    All Necessary Installation Cables, Antennae, and Guides
    24/7/365 Instant Technical Support
    1-Year Warranty
    Unlimited Logins/No Licensing
    Unlimited History
    Current Location Displayed on Map
    Live Map Auto-Refresh
    Time-lapse Movement of Equipment on Map
    Traditional and Aerial Map Views
    Auto-Update of Equipment Hours Meter
    Auto-Update of Equipment Mileage
    Custom Equipment
    Groups and Types for Reporting
    Geofences on Fixed Locations
    Equipment Runtime Hours Reporting
    Speed Reporting
    Location Entry/Exit Reporting
    Custom Filtering and Template Creation
    Email, Text, and Phone Alerts
    Digital Input Alerts
    Geofence Entry/Exit Alerts
    Abnormal Engine Startup Time Alerts
    Customizable Equipment Icons

    Does HCSS Telematics work with my OEM equipment?

    Recent partnerships with the industry leaders in construction equipment mean you can get more from HCSS Telematics than ever before.

    HCSS can now import the data from the OEM GPS devices already installed on your John Deere, Komatsu, CAT, and Volvo heavy equipment directly into HCSSTelematics.com using OEM Link. OEM Link gives you one simple place to access all telematics data across equipment manufacturers, automatically pulling in the information you would normally have to get by logging into those manufacturers’ systems and combining it with the data from your HCSS GPS devices.

    Track all of your equipment on one map and receive data such as location, run time, idle time and trigger alerts. You can also run reports on each device and send data to your other HCSS software for even more integration.

    Monitor and verify equipment location in HCSS Dispatcher, drive and monitor preventative maintenance cycles in Equipment360, and true up equipment time cards in HeavyJob with CAT’s Extended Data Plan. (MyJohnDeere 2.0 API integration with time cards is planned for late 2016.)

    Already an HCSS Telematics customer?

    What are the different plan options for HCSS Telematics?

    There are a number of different plan options with different hardware types to fit all of your different equipment needs so you can track all of your equipment, no matter where it is. Each plan is charged on a monthly basis plus hardware costs and includes unlimited user access to the HCSSTelematics.com website from any device with a web browser.

    Plan 1

    Wired units or OBD2 plug-in devices ping your equipment location every 4 hours to provide equipment hours and mileage, send alerts for potential theft, and create geofences around job sites. Plan 1 is designed for yellow iron and heavy equipment as well as two-ton trucks and heavier.

    Plan 2

    Receive location information every 2 minutes from wired units or OBD2 plug-in devices. Plan 2 provides equipment hours and mileage, as well as alerts for driver speed, geofence entry and exit, and abnormal start times to ensure operators are using equipment properly and to be notified of potential theft. This plan is for on-road vehicles such as one-ton pickup trucks, mechanic trucks, fuelers, and any vehicles with an OBD2 port.

    Plan 3

    Designed for generators, trailers, welders, arrow boards, and other non-powered assets, the satellite asset tracker pings every 12 hours, allowing you to keep track of the location of all of your non-powered equipment. Equipment hours are available with a wired add-on installed on assets that can be turned on but not driven.

    Plan 4

    Use the OEM GPS devices already installed on your John Deere, Komatsu, CAT, and Volvo equipment to import GPS data directly into the HCSSTelematics.com website, eliminating the need to log into multiple manufacturers’ systems for reporting data. Data is updated as often as the manufacturer releases information.

    Learn more about the different HCSS Telematics plan features »

    What devices does HCSS Telematics offer?

    HCSS Telematics has different devices to fit any type of equipment in your fleet, from yellow iron and heavy equipment to light-duty trucks and tractor-trailers to non-powered equipment. Each device comes with all you need for easy installation, to get you tracking efficiently in no time.

    3G OBD2 Unit

    Our 3G OBD2 units feature a 30-second, plug-and-play installation that makes them perfect for pickup trucks and fleet vehicles, with an innovative antenna design and alerts when disconnected. This unit supports all five vehicle engine OBD-II protocols—the signaling designs used by all major vehicle manufacturers—while still providing customizable features including GPS location, ignition, geofencing, trip reporting, and events.

    The OBD2 device allows you to capture information that is critical to the effective fleet and insurance monitoring and notifies you of how your employees are driving, with notifications for excessive speed, rapid acceleration, harsh braking, speed violations, and excessive idling. It also reports check engine light status and notifies you of engine issues.

    OBD2 units feature an internal backup battery that notifies you if the device is disconnected from the vehicle, as well as a store-and-forward data function that maintains data when traveling out of cellular coverage and reports it once coverage has resumed.

    See all HCSS Telematics plans »

    3G Wired Unit

    Designed for heavy equipment, such as yellow iron, and large trucks like tractor-trailers and heavy-duty pickups, our 3G wired units are designed with a weather-resistant case and external antennas to remotely monitor meter readings, mileage, driver behavior, peripherals, and more.

    Wired units feature a backup battery and the same store-and-forward function as the OBD2 units, with two additional digital inputs for monitoring peripherals. Track equipment hours and mileage, create geofences on fixed locations and get alerts to abnormal engine startup times to prevent theft or misuse. Wired units work on either 12- or 24-volt systems.

    Satellite Asset Tracker

    For equipment that can be turned on but not driven, and for all non-powered assets, HCSS offers battery-powered satellite asset trackers that will track location, movement, and engine runtime hours and report back to your HCSS Telematics system using satellite communication.

    The fully self-contained devices use standard AAA Lithium-Ion batteries and install quickly using a simple screw-mounted bracket, and are perfect for challenging environments due to their NEMA 4X/IP68-rated enclosure.

    Satellite asset trackers are also perfect for any powered equipment being used in a remote location in which cellular service is not available. These devices send location updates twice daily and provide hour meter readings once per day with an optional interface cable.

    Heavy Equipment Unit

    Designed specifically for heavy construction equipment, our HE (Heavy Equipment) telematics devices are completely enclosed in a weather-resistant shell to stand up to the daily abuse they receive in the field.

    HE units feature an internal antenna and standard 9-pin connector for quick plug-and-play installation for most heavy equipment. Track equipment hours, create geofences on fixed locations, see equipment fault codes in real-time, and get alerts to abnormal engine startup times to prevent theft or misuse.

    HE units feature an internal backup battery that notifies you if the device is disconnected from the equipment, as well as a store-and-forward data function that maintains data when traveling out of cellular coverage and reports it once coverage has resumed.

    See a complete list of HCSS Telematics features by plan »

    Will FuelerPlus integrate with my Fuel Card Vendor?

    FuelerPlus integrates with most national fuel card vendors to allow you to analyze your fuel card data from multiple sources in one convenient location.

    Do I need any other software to run FuelerPlus?

    Yes, you need Microsoft SQL Server 2008 R2 or higher to run FuelerPlus.

    Does HCSS FuelerPlus interface with other software?

    HCSS has created direct interfaces between FuelerPlus and most accounting systems used by construction companies large and small.

    How many FuelerPlus licenses will I need?

    The number of FuelerPlus licenses your organization should purchase depends on your company size and number of users. Companies typically start with 1-2 Manager licenses unless they have more than $100 million in revenue. Each fueler will need their own personal license.

    Does FuelerPlus work with other HCSS software?

    FuelerPlus goes beyond fuel tracking by interfacing with other HCSS products and your own business software to help you stay on track and maximize efficiency and productivity.

    Equipment360 Logo

    Pull fueler time cards into Equipment360 to manage your shop team, and receive setups, meter readings, dispense and other tasks from FuelerPlus to know how your equipment is functioning and whether repairs or adjustments should be made.

    HeavyJob Logo
    Sync fuel data with your daily diary and time card in HeavyJob to automatically record job site fuel distribution data.
    HeavyBid Logo

    Send fuel consumption rates to the Advanced Equipment Setup function of HCSS HeavyBid estimating software to get the most accurate and up-to-date usage rates for your equipment and win more bids.

    HCSS Dispatcher Logo
    Locate equipment quickly with daily updates from HCSS Dispatcher scheduling software.

    How do I get my company up and running with FuelerPlus?

    HCSS offers two ways to implement your new fuel tracking software, and both are designed to get your company up and running as smoothly and quickly as possible.

    In most cases, HCSS recommends our traditional onsite implementation. This process includes two days of workflow design and training at your company. We’ll discuss your time card and fuel reporting procedures and goals, review current processes, build improved workflows, help you plan your rollout, and train your users.

    The onsite implementation includes Planning, Implementation, and Post-Deployment phases. During the planning stage, you will work with a dedicated HCSS Professional Services team to create an assessment of your company and define your implementation scope and requirements, as well as install your new software. In the Implementation stage you will review and update current processes, perform solution work-throughs, and create integrations with your accounting software. You will also create action items, define requirements, and perform user testing until the entire software system is up and running. In Post-Deployment, you will receive follow-up calls from Professional Services, as well as continuous education and technical support from HCSS.

    For those who cannot come to the HCSS campus, there is also an online implementation option. This shortened version of our full, onsite implementation includes the same process review and design and will involve regular check-ins via phone call and webcam.

    Who Is Involved

    Regardless of how you choose to implement your new software, HCSS and your key stakeholders will participate in status calls throughout the implementation process and provide weekly updates regarding project action items to ensure that all requirements are met. Throughout that process, we suggest including the following team members:

    • Executive/Senior Sponsor — Ensures that project aligns with key objectives.
    • Software Project Manager — Main point of contact throughout the project; signs off on each phase, and coordinates and schedules company personnel.
    • Software Champion — Internal product expert for company, and go-to person for employees.
    • Equipment/Mechanic Representative — Speaks and makes decisions for the shop team.
    • Payroll Representative — Speaks and makes decisions for the payroll team.
    • IT Representative — System and infrastructure support person.

    What will happen at HCSS?

    Our representatives and your dedicated Implementation Specialist will review and discuss immediate goals for the implementation and long-term usage of FuelerPlus, including expectations for how you will use the program. You will then discuss current processes, procedures, and reporting, reviewing what is and is not working and what you would like to see new or different.

    We will review, update, and import data into the software and perform initial hands-on training. During this time, you will learn to use FuelerPlus to create a time card and record fuel transactions.

    The goal is to complete all installation before the onsite implementation so that coaching and integration walkthroughs may begin immediately.

    What will happen at our company?

    Once onsite, our implementation specialist will train the end users, such as mechanics and office personnel. The goal is to complete all installation before the onsite implementation so that coaching and integration walkthroughs may begin immediately.

    How much does FuelerPlus implementation cost?

    Most companies require two days two days onsite with one trainer, unless they are adding FuelerPlus training onto another HCSS product implementation, in which case HCSS recommends one day for FuelerPlus

    More complex implementations may incur additional costs, depending on your company’s needs.

    How long will it take to get up and running?

    Our goal is 90% of customers implemented in less than 90 days.

    What are the different user options for FuelerPlus?

    FuelerPlus is designed for use throughout your organization, with both PC/laptop and mobile applications.

    In the office, your project managers, equipment managers, and payroll or accounting professionals can use FuelerPlus Manager software downloaded onto their PCs to approve fueler time cards and eliminate double entry into accounting. They can view and manage real-time fuel and fluid usage and see actual costs to better manage equipment usage and efficiency.


    FuelerPlus Mobile puts fuel transaction reporting directly in your fueler’s hands via smartphone (Android or iOS capability). Your fueler can enter his daily time card and all fuel and fluid dispensing data in the field, then send that data directly to the Manager system whenever he has internet or data access.

    How many FuelerPlus licenses should I buy?

    The number of FuelerPlus licenses your organization should purchase depends on your company size and number of users. Your company’s license mix is customizable to suit your needs in the office and on the job site.

    Discover which license structure is right for you »

    HCSS bases the suggested number of FuelerPlus Manager licenses on the number of project managers, equipment managers, executives, and accounting personnel that will be accessing FuelerPlus at one time.

    FuelerPlus Manager for the PC and laptop features shared licenses that can be used concurrently, so multiple users can be in the Manager system at one time. A typical purchase includes one Manager license for every two users, so that enough people can access the system at one time without being locked out.

    View basic FuelerPlus pricing to gather a rough budget estimate »

    FuelerPlus Mobile licenses for smartphones (iOS and Android capability) are individually named per user. These licenses belong to the individual user and can travel from device to device by logging into the app.

    Since mobile licenses cannot be shared, you should purchase one license for each user accessing the Mobile system.

    Will FuelerPlus work with my accounting system?

    HCSS has created direct interfaces between FuelerPlus and most accounting systems used by construction companies large and small. This integration allows your accounting department to easily transfer the time cards and fuel costs into your accounting system to make payroll and accounting even easier. Integrating FuelerPlus with your accounting system helps eliminate paper trails, reduce manual entry between departments, and minimize double entry errors.

    A standard interface contains Employee Code, Employee Name, Date, Equipment ID, Job Code or Shop Code, Cost Code, Pay Class, Hours (total or separated), and Pay Type (determines if hours are regular, overtime, double overtime). All other fields may require custom work. The full list of available fields, and the inclusion of data types, differs based on the specifications and limitations of each accounting system.

    HCSS has partnered with a variety of accounting systems, including, but not limited to, the following:

    • ACCPAC
    • ADP
    • Agresso
    • Alliance Payroll
    • AmCheck
    • A-Plus
    • A-Systems Corporation
    • BASPay
    • BRICS 2000
    • C/F Data Systems, Inc.
    • CMiC
    • COINS
    • COINS OA
    • ComputerEase
    • Concord
    • CSSI
    • Construction Partner
    • ContrAcct Systems
    • Deltek
    • DSi Payroll Services
    • eCMS
    • Employer Advantage
    • Evolution
    • ExecuPay
    • Explorer Contract Manager
    • Foundation
    • Future Systems
    • Gary Jonas Computing
    • GEAC FX
    • Hardhat, Inc.
    • Helm
    • Intersoft
    • JD Edwards
    • KRONOS
    • Lawson
    • Maestro
    • Maxwell ProContractorMX
    • Maxwell Streetsmarts

    • Maxwell Systems
    • MSDynamics
    • Nice Touch Solutions
    • Open Systems (DBS)
    • PayChex MMS
    • PayChex Payroll Services
    • Payday
    • Paylocity
    • PEMCO
    • Penta Technologies
    • Plus & Minus
    • PRISM
    • ProfitBuilder
    • Profitool
    • Programmed Acct Concepts
    • QuickBooks
    • Sage 50 (PeachTree)
    • Sage 100 Contractor (MasterBuilder)
    • Sage 100 ERP (MAS 90)
    • Sage 100 Advanced (MAS 200)
    • Sage 300 CRE (Timberline)
    • Sage 500 (MAS 500)
    • Sage BusinessWorks
    • SAP
    • Spectrum
    • StarBuilder
    • The American Contractor
    • The Construction Manager
    • Time Track
    • TimeClock Plus
    • ToolBox
    • TrueLine
    • Unity
    • Viewpoint CS
    • Visual Payroll (for BVI)
    • Win-X

    Learn more about HCSS software integrations »

    If your company has built its own in-house accounting system, or if you use a software system that we have not yet built an interface with, HCSS is happy to build a custom integration for an additional charge.

    Integrations

    Who owns the data hosted on the HCSS Cloud?

    Your company owns any application data you put into your HCSS or other software. We make no claims to it.

    What are the advantages of using HCSS Cloud versus hosting it ourselves?

    HCSS becomes your total IT solutions provider. Your HCSS Cloud is fully managed, your IT needs are minimized, and you won’t have to worry about data backups, antivirus/antimalware, uptime, availability, redundancy, or security. We make sure your data is always available and secure.

    Would my company still continue to pay annual software maintenance fees if we decide to use the HCSS Cloud?

    If you own an HCSS software that requires an annual maintenance fee, you will continue to pay that fee to receive updates and support.

    If we host our software on the HCSS Cloud, what are our responsibilities as a customer or end user?

    HCSS Cloud is your hosting environment for your software and your liaison for support issues between you and your third-party software vendor. We take care of most application updates just as we would for HCSS Applications. HCSS cannot directly provide technical support for third-party applications but will assist where possible. Your company is responsible for complying with any software and licensing agreements.

    Is this a SaaS (Software As A Service) solution?

    HCSS Cloud Services is a fully-managed hosting solution presented through a Desktop as a Service. In a Saas Model, you pay one fee to get service, licensing, and more. Cloud is an add-on service. We take perpetual licenses and provide you with a highly resilient hosting environment so that you don’t have to worry about the IT hosting requirements.

    Why would my company not host this with Microsoft, Amazon, Google or any other similar vendor instead of the HCSS Cloud?

    Most cloud hosting services will provide you a virtual server with no additional services. Without HCSS Cloud, you would be responsible for getting antivirus protection, maintaining your applications, data, security, updates backups, and everything that comes along with managing servers and IT. HCSS Cloud takes on all of these responsibilities and does the work for you.

    What are the IT, hardware, and device requirements?

    Although your environment's specific requirements may differ, HCSS recommends the following workstation requirements: Windows 7/8 operating system, i7 processor, and 8GB or more of memory, as well as a 10GB HDD hard disk. Your network should be 1Gbps NIC. Recommended server requirements: Server 2012 operating system, Xeon Quad-Core processor, 8GB of RAM, and 5GB 15k RPM SAS hard disk, 1 Gb NIC Teamed or SAN 2Gb+ Dedicated Fiber network, and a Physical/VM environment. Recommended transfer method is FTP/HTP. HCSS recommends Apple mobile devices, including the latest-generation iPad or iPad Pro 10.5-inch tablets and the latest generation iPhone (either size), with iOS 9, a minimum 8GB of storage, and 3G cell service or better.

    Do you recommend Apple or Android mobile devices?

    HCSS recommends the Apple iPad because of its overall user experience, feature accessibility, and size. More features are available on the iOS than on Android, as HCSS develops and updates software for Apple first. This is because 75-80 percent of our customer base uses iOS, and we want to get the greatest number of features to the most customers as quickly as possibly. Apple users typically receive the newest HCSS features 3-12 months before Android users. (Equipment360 Mobile is currently only available for the iPad.)

    The Apple iPad is also easier to integrate into your foremen’s daily routine—even for those who have never touched a mobile device before. Apple prioritizes the user interface, making the iPad feel fast, fluid, and intuitive, even in the field.

    The latest generation iPad or iPad Pro (10.5-inch) are HCSS’ most recommended mobile devices. They are the perfect size for the field because they are lightweight and the screen is big enough to easily type on and navigate. The iPad Mini’s keyboard is too small, and the iPad Pro 12.9-inch can be unwieldy on a job site. The iPad and smaller iPad Pro are happy mediums between the Mini and larger Pro.

    The main reason customers choose an Android tablet is lower cost, but keep in mind that you cannot purchase a $50 tablet and expect to get the full user experience. HCSS recommends the Samsung Galaxy Tab S3 9.7-inch, which is similar in size to the iPad but is not as intuitive, so some training may be required.

    Keep in mind that only 20 percent of HCSS customers currently use Android devices. While you might save a little bit of money up front, you will likely be compromising feature accessibility in the long run.

    Visit this link for more information on mobile requirements and device specifications: https://p.widencdn.net/4miax7/HJ-Mobile-Requirements

    Mobile Devices

    Apple
    Recommended Devices

    • iPad – latest generation
    • iPad Mini – latest generation
    • iPhone – latest generation

    Minimum Device Specs

    • iPad
    • iPad Mini 2
    • iPhone 4s
    • 8GB storage
    • 3G cell service or higher

    Operating System Requirements

    • iOS 9 or higher

    Things to Avoid

    • We recommend avoiding first- or second-generation iOS devices because they tend to perform poorly. We also recommend against the iPad Pro due to its size.

    Android
    Recommended Devices

    • Samsung S3 9.7″– latest generation
    • Nexus (Google) – latest generation

    Minimum Device Specs

    • 2GB RAM; 4GB RAM preferred for larger companies
    • 8GB storage
    • 3G cell service or better
    • Quad-Core processor or better
    • Aspect Ratio – 16:9 or 4:3 is required
    • Resolution – 720p (1280 x 720) minimum

    Operating System Requirements

    • Android 4.4 (kit-kat)

    Things to Avoid

    • We recommend against older or “giveaway” Android devices because they can provide an unsatisfactory experience.

    What are the different user options for HCSS Intelligence?

    HCSS Intelligence has three kinds of user permission settings: Designers, Users, and Viewers.
    1. Designers can create, view, modify, and delete reports and dashboards
    2. Users can view and modify reports and dashboards
    3. Viewers can view reports and dashboards

    How long will it take to get started with HCSS Intelligence?

    HCSS Intelligence provides dozens of reports ready to go day one so you can get started in hours, not days.

    What kind of reports can I generate with HCSS Intelligence?

    Organizations use HCSS Intelligence for any type of reporting from simple reports for project managers who need better access in the field, to cross (HCSS) product reports for management and executives.

    What does HCSS Intelligence include?

    HCSS Intelligence has the capability to create HCSS product reporting (single- or cross-product). It acts as a data warehouse to host data from HCSS products as well as a datasource where your report writers and data professionals can access HCSS data in a business-friendly manner.

    Why should I buy HCSS Intelligence versus building my own solution or choosing another reporting solution?

    HCSS Intelligence is built for the heavy, highway, and utility construction industries and just works with HCSS product data. Additionally, HCSS Intelligence offers a technical support staff that is already familiar with your HCSS software and your business. We'll help you figure out how to extract the right data in the right format, and how to visualize it in meaningful ways.

    Professional Services

    Is payroll export part of the implementation process?

    Payroll export is part of the setup and implementation process for our software. It is included at no extra charge in most cases, although heavy customization of the export process may incur additional costs.

    There is an initial discussion regarding your company’s payroll process during your visit to the HCSS office in Sugar Land, Texas. However most of the work on the payroll export process occurs between visits, and the new process is finalized during our visit to your office for onsite training.

    In addition to the payroll export, HCSS also offers Data Integration Studio (DIS) and TrueUp. DIS uses either a SQL view or a flat file to integrate data such as employees, equipment, jobs, and cost codes from your accounting system into your HCSS software. TrueUp reconciles the estimated costs in HeavyJob with the actual costs in accounting without having to rekey those codes.

    What is involved in HeavyBid implementation?

    With exceptions for extremely large companies or major rollouts, HeavyBid implementation does not typically require that the customer come to the HCSS offices. Instead, the majority of these implementations are done on-site at the customer’s offices.

    At the onsite HeavyBid implementation, the HCSS trainer will work with you to conform your current estimating processes to fit them into your new estimating software, while setting up the HeavyBid system to fit your company’s needs.

    HeavyBid Basic implementations typically require two days at your office. The HCSS trainer will spend day one discussing your current estimating format and your goals for using HeavyBid. He will do a quick overview of HeavyBid and explain the basic estimating concepts before setting up your Equipment, Labor, and Crews in your “Master” estimate and setting up calendars and standard labor overtime rules.

    He will then demonstrate the activity and material codebooks, including importing any accounting codes readily available, before setting up employee codes and rates and finishing master estimate setup. After that, he will start to train your estimators by creating a new estimate based on one you have already bid.

    On day two, the trainer will start another estimate to give estimators more practice inputting costs. He will go over the Bid Price and Check Estimate screens, as well as subs and reports, before printing final quotes and reviewing all topics.

    This is, of course, a general idea of the training—each implementation is different based on your company’s needs and your estimators’ skill levels.

    HeavyBid Advanced implementations require three days, while we ask that you set aside four days for HeavyBid Comprehensive implementation.

    These implementations include the same discussions as the Basic training, with the addition of more in-depth training on the features of HeavyBid that are specific to the Advanced and Comprehensive systems, such as subdivided bid items, management of indirect costs, copy from bid history, and global edits.

    What is the benefit of my company coming to your office in Sugar Land?

    We understand that you’re busy, and that time is precious to your company and employees.

    However, bringing a team of employees to the HCSS campus in Sugar Land, Texas, for the design session to implement your new HCSS software is key to getting your company up and running and using your new investment efficiently.

    The biggest benefit of coming to HCSS for construction software implementation is the elimination of distractions from day-to-day operations. The HCSS environment allows you to completely focus on learning the capabilities of the software and creating the proper processes, facilitating good discussion between different department spokespersons in your company.

    HCSS experts are always here on-site to help with any issues, including any specifics regarding certain business processes or questions regarding other HCSS software. Our software products are not one-size-fits-all, and coming to our office allows you to see all the different ways to use the software, so you can select the way that’s right for your business. You’ll also get to meet the developers working on your software, as well as the support technicians who will be in charge of helping you make the most out of your investment.

    What is the difference between a HeavyBid class and onsite training?

    HeavyBid 101 and 201 classes are perfect for when you have one or two employees who need to be trained in HCSS HeavyBid.

    HeavyBid 101 is best for new estimators who have been hired by a company that is already using HeavyBid. It is a good basic training course for new users who will be working in a current, established HeavyBid system.

    Here is the current HeavyBid 101 agenda:

    HeavyBid 101

    HeavyBid Overview

    • System Data vs. Estimate Data
    • Codebooks
    • Master Estimate vs. Library Estimate vs. Estimate
    • Bid Cost vs. Bid Price

    Master Estimates

    • Labor
    • Equipment
    • Bid Items
    • Materials
    • Calendars
    • Overtime Rules
    • Workers Comp

    New Estimate Creation

    • Create a new estimate using the master as the source

    Estimate Building

    • Adding Bid Items
    • Adding Activities
    • Adding Resources/Crew
    • Calculations/Assemblies
    • Quick Entry

    Quotes

    • Create Quote Folders
    • Pull In Vendors
    • Apply Vendor Prices to Estimate

    Estimate Reviews

    • Review Bid to Find Errors
    • Create Checklists and Correct Errors
    • Audit Trail

    Bid Summary

    • Calculate Costs/Markup
    • Spread Markup
    • Create Spread Overrides

    Bid Pricing

    • Modify Bid Prices
    • Make Adjustments
    • Discuss Bidding Practices

    Reports

    • Cost Reports
    • Summary Reports
    • Estimate Recap Reports
    • Bid Proposals

    HeavyBid 201 is a more in-depth course for current HeavyBid users who are looking to utilize the more advanced features within the software. Here is the current HeavyBid 201 agenda:

    HeavyBid 201

    Setups

    • Code Structure Importance
    • Labor, Equipment, Materials Best Practices
    • Advanced Equipment Setup
    • System-wide Quote Folders
    • System-wide Display Options
    • Preferences

    Bid Items

    • Holding Accounts
    • Parent Child Relationships
    • Subtotals, Headers, and Proposal Notes
    • Summary Groups

    Estimate Entry

    • Calculation Routines
    • Activity Codebook Use
    • Bid Item Codebook Use
    • Estimate Review
    • Material Changes

    Quote System Automation

    • Quote Folders
    • Vendor Setup
    • Regions
    • Products

    Bid Closing

    • Spread Overrides
    • Markup Differences
    • Handling Alternates
    • Pricing Strategies
    • Bid Proposal Options

    For those companies needing to train several estimators at once, or for more extensive and individual on-site training with more specialized attention, HCSS recommends hiring a contract trainer visit your company. Our contract trainers have extensive experience in estimating and can directly tailor their training to your company’s needs.

    What is DIS and TrueUp?

    Data Integration Services (DIS) is a program that uses either a Structured Query Language (SQL) view (a table of data) or a flat file to allow HCSS to integrate data such as employees, equipment, jobs, and cost codes from your accounting system into your HCSS software. DIS, which is an additional cost beyond the price of your software and training, allows you to automatically integrate your setup data so that you do not have to manually re-enter each item into your new system.

    TrueUp reconciles the estimated costs in HeavyJob with the actual costs in accounting without having to rekey those codes. This additional-cost option is only available for HeavyJob.

    Payroll export is part of the setup and implementation process for our software. It is included at no extra charge in most cases, although heavy customization of the export process may incur additional costs.

    What will I learn in HeavyBid 101?

    HeavyBid 101 is best for new estimators who have been hired by a company that is already using HeavyBid. It is a good basic training course for new users in a current, established system. 

    Here is the HeavyBid 101 agenda:

    HeavyBid 101

    HeavyBid Overview

    • System Data vs. Estimate Data
    • Codebooks
    • Master Estimate vs. Library Estimate vs. Estimate
    • Bid Cost vs. Bid Price

    Master Estimates

    • Labor
    • Equipment
    • Bid Items
    • Materials
    • Calendars
    • Overtime Rules
    • Workers Comp

    New Estimate Creation

    • Create a new estimate using the master as the source

    Estimate Building

    • Adding Bid Items
    • Adding Activities
    • Adding Resources/Crew
    • Calculations/Assemblies
    • Quick Entry

    Quotes

    • Create Quote Folders
    • Pull In Vendors
    • Apply Vendor Prices to Estimate

    Estimate Reviews

    • Review Bid to Find Errors
    • Create Checklists and Correct Errors
    • Audit Trail

    Bid Summary

    • Calculate Costs/Markup
    • Spread Markup
    • Create Spread Overrides

    Bid Pricing

    • Modify Bid Prices
    • Make Adjustments
    • Discuss Bidding Practices

    Reports

    • Cost Reports
    • Summary Reports
    • Estimate Recap Reports
    • Bid Proposals

    To sign up for a HeavyBid 101 class, contact HCSS Professional Services at 281-833-6398.

    What will I learn in HeavyBid 201?

    HeavyBid 201 is a more in-depth course for current HeavyBid users who are looking to utilize the more advanced features within the software. It is also geared more toward those who own Advanced or Comprehensive systems.

    Here is the HeavyBid 201 agenda:

    HeavyBid 201

    Setups

    • Code Structure Importance
    • Labor, Equipment, Materials Best Practices
    • Advanced Equipment Setup
    • System-wide Quote Folders
    • System-wide Display Options
    • Preferences

    Bid Items

    • Holding Accounts
    • Parent Child Relationships
    • Subtotals, Headers, and Proposal Notes
    • Summary Groups

    Estimate Entry

    • Calculation Routines
    • Activity Codebook Use
    • Bid Item Codebook Use
    • Estimate Review
    • Material Changes

    Quote System Automation

    • Quote Folders
    • Vendor Setup
    • Regions
    • Products

    Bid Closing

    • Spread Overrides
    • Markup Differences
    • Handling Alternates
    • Pricing Strategies
    • Bid Proposal Options

    To sign up for a HeavyBid 201 class, contact HCSS Professional Services at 281-833-6398.

    What will we discuss during implementation?

    Each implementation is tailored directly to your company’s structure, as well as your needs. Because of this, every implementation is different, although they usually follow a general structure.

    With exceptions for extremely large customers or major rollouts, HeavyBid implementations do not typically require that the customer come to the HCSS offices in Sugar Land, Texas. The majority of these implementations are done on-site at the customer’s offices.

    At the on-site HeavyBid implementation, the HCSS trainer will work with you to take your estimating practices and conform them to fit into our estimating software, while setting up the HeavyBid system to fit your company’s needs.

    For all other product implementations (HeavyJobHCSS DispatcherEquipment360/FuelerPlusSafety), our implementation specialist will work with your team to review and analyze your current processes and help you make decisions about creating new processes that will be put into place to work with the software. You will discuss how information will flow from each person and department into the software and conform your processes to work with your new software, creating new processes as needed. You will also set up the working phase of implementation (the “Build and Develop” phase), providing action items for the on-site phase of training.

    Once we visit your office (for all non-HeavyBid implementations), our implementation coaches will train the end users, such as field workers and office personnel. The goal is that all installation is completed before the onsite implementation so that coaching and integration walkthroughs may begin immediately. We will also provide an executive overview to those executives who were not in attendance during the HCSS implementation to show them what the company has paid for and what they will get out of the software.

    When can we start using the software?

    In order to reduce rework and limit frustrations, HCSS recommends waiting until you have completed the entire implementation experience to begin working in the system. We want to lay the groundwork for good processes and procedures and avoid the creation of any bad habits that may arise. We assure you that we will help you fully understand the system and demonstrate all features during implementation.

    The typical goal is to go live during or directly after your onsite visit. You may be able to begin using the software as soon as you return home from Sugar Land, in a limited capacity. For some customers, we recommend that foremen or mechanics record time using both the new software and their previous method for the first week or two, in order to have duplication and to allow them to get comfortable with the new process.

    Who from our company should come to our design session in Sugar Land?

    We suggest sending between 3-7 people, based on the size of your implementation and the roles each person plays. At a minimum, you should provide the following:

    For HeavyJob

    • Executive Sponsor This person ensures that the project aligns with your company’s key objectives.
    • Software Project Manager This will be the main point of contact for HCSS throughout the project. Note that this should not be the owner of the company.
    • Software Champion This person is the internal product expert and go-to person for employees in your company.
    • Estimating Representative This person can speak and make decisions for your estimating department.
    • Operations Representative This person can speak and make decisions for your company’s operations.
    • Payroll Representative This person can speak and make decisions for your company’s payroll department.
    • IT Systems Representative This is the system and infrastructure support person for your company.

    For HCSS Dispatcher

    • Executive Sponsor This person ensures that the project aligns with your company’s key objectives.
    • Software Project Manager This will be the main point of contact for HCSS throughout the project. Note that this should not be the owner of the company.
    • Software Champion This person is the internal product expert and go-to person for employees in your company.
    • Operations/Dispatching Representative This person can speak and make decisions for your company’s estimating department.
    • IT Representative This person can speak and make decisions for your company’s operations.
    • Payroll Representative This person can speak and make decisions for your company’s payroll department.
    • IT Systems Representative This is the system and infrastructure support person for your company.

    For Equipment360

    • Executive Sponsor This person ensures that the project aligns with your company’s key objectives.
    • Software Project Manager This will be the main point of contact for HCSS throughout the project.
    • Software Champion This is the internal product expert and go-to person for employees in your company.
    • Equipment Maintenance Representative This person can speak and make decisions for your company’s equipment maintenance department.
    • Payroll Representative This person can speak and make decisions for your company’s payroll department.
    • IT Systems Representative This is the system and infrastructure support person for your company.

    Why should we come to your office in Sugar Land?

    With exceptions for extremely large customers or major rollouts, HeavyBid implementations do not typically require that the customer come to the HCSS offices in Sugar Land, Texas. The majority of these implementations are done on-site at the customer’s offices.

    However, for the majority of our other products—HeavyJobEquipment360HCSS Dispatcher, and HCSS Safety—we recommend that you send a team of employees to the HCSS campus in Sugar Land, Texas, for two days of process design.

    We understand that you’re busy and that your business is important. However, the HCSS environment allows you to completely focus on learning the capabilities of the software and creating the proper processes, facilitating good discussion between different department spokespersons in your company without the distractions of day-to-day operations.

    HCSS experts are always here on-site to help with any issues, including any specifics regarding certain business processes or questions regarding other HCSS software. Our software products are not one-size-fits-all, and coming to our office allows you to see all the different ways to use the software, so you can select the way that’s right for your business.

    You’ll also get to meet the developers working on your software, as well as the support technicians who will be in charge of helping you make the most out of your investment.

    Who will be involved in our implementation?

    It is important that you put the right team together in order to implement your new software correctly and to get your entire company using it well. HCSS will provide the following staff who will be fully involved in your implementation: Project Manager

    • Primary point of contact throughout the project
    • Develops and manages the plan and schedule
    • Helps identify and mitigate issues and obstacles
    • Works with stakeholders to keep project on schedule

    Senior Implementation Specialist

    • Facilitates design sessions and training events
    • Guides and advises the overall solution based on customer requirements, using HCSS best practices
    • Identifies and documents functional and technical requirements
    • Develops proposed workflows
    • Creates training materials

    Implementation Associate

    • Facilitates and helps deliver and test integration components
    • Creates supporting documentation

    HCSS recommends designating someone from your company to fill each of the following roles: Project Sponsor

    • Manager or executive who can make decisions for the company
    • Ensures project aligns with key objectives

    Project Manager

    • Main point of contact throughout the project (this should not be the owner of the company)
    • Develops and manages the project plan and schedule
    • Ensures project aligns with key objectives

    Software Champion

    • Internal product expert
    • Go-to person for employees

    Operations Representative

    • Can speak on behalf of and make decisions for estimating, operations, or equipment maintenance (as needed)

    Payroll Representative

    • Can speak on behalf of and make decisions for payroll

    IT Systems Representative

    • System and infrastructure support person

    This is a recommended list of people who should be involved in the implementation process over the course of design, implementation, and training. We suggest sending three to seven people to our Sugar Land office for the design process, based on the size of your implementation and the roles each person plays. Please speak to your salesperson or HCSS Professional Services for more detailed recommendations.

    HCSS Company

    Why should we come to your office in Sugar Land?

    With exceptions for extremely large customers or major rollouts, HeavyBid implementations do not typically require that the customer come to the HCSS offices in Sugar Land, Texas. The majority of these implementations are done on-site at the customer’s offices.

    However, for the majority of our other products—HeavyJobEquipment360HCSS Dispatcher, and HCSS Safety—we recommend that you send a team of employees to the HCSS campus in Sugar Land, Texas, for two days of process design.

    We understand that you’re busy and that your business is important. However, the HCSS environment allows you to completely focus on learning the capabilities of the software and creating the proper processes, facilitating good discussion between different department spokespersons in your company without the distractions of day-to-day operations.

    HCSS experts are always here on-site to help with any issues, including any specifics regarding certain business processes or questions regarding other HCSS software. Our software products are not one-size-fits-all, and coming to our office allows you to see all the different ways to use the software, so you can select the way that’s right for your business.

    You’ll also get to meet the developers working on your software, as well as the support technicians who will be in charge of helping you make the most out of your investment.

    What can we do before we get to the HCSS office?

    There are several pieces of homework to do before coming to HCSS, such as installing the software. Please call our HCSS Support department at 1-800-444-3196 in order to install the following software:

    HeavyJob

    • HeavyJob Manager system
    • HDM (talks to cloud for mobile devices and for reporting)
    • HCSS Field systems on either laptops or mobile devices

    Equipment360/FuelerPlus (in SQL)

    • Equipment360 server manager
    • Equipment360 Manager
    • Mobile Mechanic systems on either laptop or mobile

    HCSS Dispatcher

    • Workstations and server component

    HeavyBid

    • Workstations and server component

    Other

    • Any other software required for your business processes (Adobe, Excel, etc.) should also be installed before implementation.

    We also ask that you complete the implementation workbook that will be sent to you and fill out the process templates provided. You will need to define your implementation team and discuss why you bought the software, what you want it to do, and what your needs and expectations are.

    Our recommended best practice for HeavyJob is to have HeavyJob and HDM installed and have remote access to HeavyJob Manager before your two-day design session. Doing this means that setup and implementation data can be directly installed, and all preferences, library setup and JOBMAST settings (master templates) are in place. There is no transition for this data, and there is less on the to-do list coming out of the process design session.

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