Can I do my implementation or training online?
HCSS Professional Services currently offers online implementation options for our HeavyJob, Equipment360, HCSS Safety (Basic only), HCSS Dispatcher, FuelerPlus, and HCSS Plans products. Online implementations feature the same process design session as our onsite implementations, but held via a GoToMeeting web meeting between our trainer and your team.
HCSS also offers online continuing education training through our HCSS Academy. Visit academy.hcss.com to learn more or to register for a course.
HCSS does not currently provide online implementation or training options for HeavyBid .
What is DIS and TrueUp?
Data Integration Services (DIS) is a program that uses either a SQL view 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.
Can I discuss plans with the contract trainer before he arrives?
]If you are concerned about what will be discussed during your training session, or would like to go over any specifics regarding your company’s needs or the trainer’s plans, that is no problem.
Our trainers are happy to call you to discuss your needs prior to training. Please contact Professional Services at 1-855-231-7875 or firstname.lastname@example.org to schedule a call.
Why should we come to your office in Sugar Land?
For the majority of our products, 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 happens between the Sugar Land session and the onsite training?
Most implementations require that your company bring key decision makers to our Sugar Land, Texas, campus for two days of process design.We will provide you with action items to complete before our trainers come to your office for onsite training — setting up your system or environment, updating resource libraries, updating coding structure, setting up HDM for mobile data transfer, and any customizations for exports to payroll. You will also need to purchase any required hardware at this time. Throughout this process, we will work on any integrations and will hold weekly status calls with you to get updates on progress.
We allow this time for your company to catch up and complete any action items and bring up any questions/problems that may arise before we visit your company.
Who will be involved in our implementation?
It is important to put the right team together in order to implement your new software correctly. HCSS will provide a Project Manager who will be your primary point of contact at HCSS. He or she will develop and manage the plan and keep the project on schedule. The Senior Implementation Specialist will facilitate design sessions and trainings and advise the overall solution, while the Implementation Associate will help deliver and test integration and create supporting documentation.
We recommend that customers provide a Project Sponsor, usually a manager or executive, who can make decisions for the company and ensure the implementation stays aligned with key objectives, as well as a Project Manager who develops and manages the schedule and is the main point of contact. The Software Champion should be the internal product expert and the go-to person for your employees. You should also provide representatives for payroll/accounting, IT, and the departments that will be using the software, such as operations or equipment.
In general, 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.
What do we discuss during calls?
During the project kickoff call, HCSS will introduce our process and methodology to your team and discuss who will be on the HCSS and customer teams. It is important that your entire software implementation team is involved in this call. We will talk general next steps and the implementation timeline and recap goals and objectives during the 15- to 20-minute call.
During the Functional Requirements call, we will discuss how to align your business needs and processes with our softwar, learning your business processes and identifying ways to improve them with our software. This call eliminates some of the discovery process during the actual implementation so that you and your trainer can get down to planning.
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 send an Executive Sponsor, a Project Manager for the software, the Software Champion, an Estimating representative (for HeavyBid and HeavyJob implementations), and representatives who can speak for Operations, Equipment (for Equipment360 and FuelerPlus) Payroll, and IT Systems.
What can we do prior to our visit?
There are several pieces of homework to complete before coming to HCSS. HCSS will host a technical requirements call to introduce our process and methodology and discuss who will be on the HCSS and customer teams, and we will lay out the timeline, next steps, and goals for implementation. After that, the functional requirements call will discuss aligning business needs and processes with our software, learning your business processes, and identifying ways to improve them. You will then set up your software and complete the implementation workbook — including filling out process templates, defining your team, and discussing your needs and expectations for the software — before coming to HCSS.
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.
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.
What can we do before we get to the HCSS office?
There are several pieces of homework to do before coming to HCSS. You should install your new HCSS software by calling HCSS Support at 1-800-444-3196 and 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.
What will we discuss during implementation?
Each implementation is tailored directly to your company’s structure and needs. Every implementation is different, although they usually follow a general structure. 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 products, 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.
Once we visit your office, our coaches will train the end users, such as field workers and office personnel and give executives an overview.