Objective
Our client is a leader in Construction Services. They had some challenges identifying a Time Capture software package, which could allow for their specific process requirements. The new system needed to integrate to their ERP software. It also had to capture additional information for site project times, which was functionality not currently available in their ERP.
We had prior history with this client and they were aware that we had been building smartphone apps. They reached out and asked us to help design and build three things for them:
1) A Construction specific iOS app, for site-based staff to capture their project times, non-chargeable/admin times and leave requests. They needed to be able to enter and review times for a nominated Pay Week, before then submitting the records for approval.
2) A web portal providing access to review and approve the captured times. Approval of the times would then send these back to the ERP Payroll and Time-sheeting module, eliminating the current data entry.
3) Additional functionality to their ERP Project module, which would allow them to capture the project-specific information that they needed. This information would have a long-term far-reaching impact on their use of the module, touching many processes. In the short-term (Stage 1), it was to primarily exist in order to send these capture points along with the associated job data to the time capture app and web portal
Solution Delivery
- We needed to determine the extent of the changes to the ERP project times capture functionality prior to determining scope and functionality for the iOS app and web portal. We reviewed key process functions for their projects, determining when and how the new information would be available. The business project stakeholders determined there would be multiple touch-points, which could be addressed in several stages.
- Our next step was to clarify the requirements for time capture in the iOS app and then determine associated functionality needed in the web portal. The original decision by the business stakeholders was that all time capture would occur in the app, with the web portal used primarily for Time Approvals with some supplementary time entry.
- The Scope was finalised and confirmed, based on the initial investigations, and development work commenced. We were responsible for the App development, the web portal development, changes to the ERP and the integration to/from the ERP. No other parties were required.
- We had a few challenges during the development cycle, where the Client Project Lead had made some assumptions based on what the scope of work included. Where these items were small changes, we were able to incorporate them into the development. However, some of the larger items became variations to the initial work.
- Beta testing commenced with the Site Foreman for a nominated project. Testing proceeded well. The client authorised some of the changes the Foreman requested and believed we were on track for a further roll-out.
- Immediately prior to discussions to commence the roll-out, some internal roadblocks appeared. Senior management realised that site staff would no longer be able to use the app, due to new conditions in their Enterprise Bargaining Agreement. All time entry would need to occur via the web portal.
- This decision triggered a re-design of the original project, leading to a complete rework of the web portal. The client requested that significant additional functionality was added to the web portal, prior to rollout.
- During the course of the re-work, additional functional items were added. Some of these items became part of ongoing continuous improvement.
Achievements
- The reworked Time Capture web portal was rolled out to all major site projects, and used for weekly time capture. All site staff using the product have been able to do so without any challenges. They have found it intuitive and easy to use.
- The changes to scope and the rework could have been avoided through internal business communications earlier in the project. There had been some prior challenges doing this, due to some old-school process preferences in the business.
- By compromising between the amount of change the business could deal with, as well as the need to introduce newer ways of processing, business management were able to reach a level of stability in the process.
- Back office time processing was significantly reduced, allowing staff to engage in more business-productive tasks.
- They decided to defer the Leave Management functionality in the short term, and do a future implementation.
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