Working Like Fred Flintstone in a George Jetson World?
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We discuss the Top 3 Construction Jobsite Challenges faced by contractors and how to solve them by leveraging technology on the jobsite.
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Working Like Fred Flintstone in a George Jetson World?
- 1. Working Like Fred Flintstone in a George Jetson World? 27 April 2016 © 2016 InEight Inc. All rights reserved.
- 2. Agenda • Introductions • User Challenges • The 3 Age-Old Project Execution Challenges • Solutions Across the Project Lifecycle
- 4. InEight Introduction InEight combines proven ability with a unified vision to help companies visualize, estimate, control and connect all aspects of their capital and maintenance projects, from the back office to the jobsite, across the project lifecycle. • Helping project-driven companies since 1989 • More than 20,000 active users in more than 500 companies across 33 countries
- 5. Sample Customers Mining Oil & Gas UtilitiesInfrastructureBuilding
- 6. Speaker Introduction AJ Waters HD Field Product Manager • Over 12 years in the construction industry • Mobility focused development and training for the last 5 years 2005 20152011
- 7. Let’s set the stage 20 Years 10 Years 5 Years Today
- 9. Can you relate? Personal Phone CallsWork Phone Calls THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 10. Can you relate? Work Presentations Personal Presentations THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 11. Can you relate? Personal Budget TrackingWork Budget Tracking THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 12. Can you relate? Personal Drawing ReviewWork Drawing Review THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 13. Can you relate? The Paper Problem THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 14. Can you relate? Of 2,044 construction industry respondents, 77% claim mobility capabilities are important for their software solutions, up from 59% in 2012. However, less than half of the respondents report using software in their role that offers mobile applications. JBKnowledge, 2015
- 15. The 3 Age-Old Project Execution Challenges
- 16. Methodology • 25+ years of providing solutions to project-driven companies • Engagement with more than 500 customers • Daily discussions with new companies • Consultation with InEight Industry Advisory Group (IAG) members:
- 17. The 3 Age-Old Project Execution Challenges 1. Communication gaps between the office and field 2. Disorganized daily planning 3. Slow and error-prone capture of work progress and timesheet data
- 18. Poll #1: What is your top challenge?
- 19. Challenge #1: Communication Gaps Between the Office and Field THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 20. #1 Communication Gaps Between the Office and Field What we hear: “What’s going on in the field doesn’t match the plan! • Crews are not doing the most critical tasks • We only learn of problems after they happen” Causes include: • Slow and inaccurate paper processes • Point timesheet solutions that lack integration Issues include: • Project delays • Cost overruns • Inefficiencies • Project surprises
- 21. #1 Communication Gaps Between the Office and Field Sample Case “The greatest gap in the world is the gap between knowing and doing” - Leadership author John Maxwell The most critical moment of a great plan is when details are communicated to the people responsible for executing the work. Gaps in the communication between Superintendents and Foreman often lead to hidden inefficiencies that don't surface until cost reports are printed a week or more later.
- 22. #1 Communication Gaps Between the Office and Field John Smith, Superintendent Responsibility: • Manage all day to day project activities Problems: • Lack of visibility into jobsite activity • Misalignment between office and field • Hidden inefficiencies
- 23. #1 Communication Gaps Between the Office and Field Frank Williams, Foreman Responsibility: • Assign daily tasks to crew • Document what has been completed Problems: • Inefficient paper-based timesheets • Documenting jobsite issues
- 24. The Disconnect
- 25. Time Tracking
- 29. Challenge #1: Communication Gaps Between the Office and Field THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 30. #1 Communication Gaps Between the Office and Field Solution • Project Cost Management system that extends to the jobsite • Ruggedized and “intrinsically safe” tablets • Management dashboards and reports
- 31. Extended Cost Management Process Flow Estimators and project planners create the WBS structure and budget for the project. Project engineers create crew plans by assigning foremen, employees, and equipment to tasks, validating expected results against the budget. Foremen receive their daily crew plans and make adjustments if necessary based on jobsite conditions and resource availability. At the end of the shift (or throughout the day), foremen record quantities completed, hours worked, and notes, then submit for approval. Project engineers and company managers review and approve the executed crew plans submitted from the field. Results are imported into the ERP system to drive payroll, and project managers can update their projects with the latest as-built hours and quantities to get updated earned values.
- 32. Ruggedized and Intrinsically-Safe Tablets Apple Android WindowsConsumer Built for home and office use Ruggedized Built to handle the more demanding jobsite environment Intrinsically Safe (Zone 1 Division 1) Specifically designed and certified to operate safely in hazardous environments
- 33. Management Dashboards and Reports Dashboards Reports
- 34. #1 Communication Gaps Between the Office and Field Solution • Eliminate manual paper processes for greater efficiency and accuracy • Align jobsite work with the plan to optimize project execution • Maximize equipment uptime with tablets designed for tough project conditions • Make better decisions based upon current information
- 35. Poll #2: Are you utilizing mobile applications?
- 36. Challenge #2: Disorganized Daily Planning THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 37. #2 Disorganized Daily Planning What we hear: “Pre-planning of work is consistently overlooked by superintendents and foremen.” Causes include: • The paper problem • Poorly documented changes • Inefficient processes Issues include: • Inefficient work sequences • Lost time awaiting proper direction • Lower productivity and profits
- 38. #2 Disorganized Daily Planning Sample Case “No battle plan survives contact with the enemy” - Prussian military strategist Helmuth von Moltke What happens on the computer screen often does not match actual jobsite activity as initial plans quickly give way to the reality of the field. Managers and superintendents need to ensure foremen and their crews are working on the right things, and that quantity completion and timesheet hours are tracked easily, accurately and efficiently.
- 39. Challenge #2: Disorganized Daily Planning THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 40. #2 Disorganized Daily Planning Solution • Effective daily planning • Streamlined electronic communication • Comprehensive note categorization
- 41. • Create a daily plan for each foreman and their crew • Select specific tasks and assign a goal for completion that day • View real-time metrics on the plan vs. budget for individual tasks Effective Daily Planning
- 42. • Daily plans created in the office are transferred to the foreman’s tablet • Tasks, people, equipment and goals are visible to the foreman • Detailed notes alert the field team to any necessary information Streamlined Electronic Communication
- 43. Comprehensive Note Categorization • Quickly enter notes as situations occur throughout the day via voice dictation • Categorize notes with different tags and associations • Follow the history of each note with time stamps
- 44. Result: Jobsite Visibility “…[We] make better project execution decisions because we’re working from the most accurate and up-to-date information from the project site” Better Decisions
- 45. Poll #3: What kind of mobile solution(s) are you using for your business?
- 46. Challenge #3: Slow and Error-Prone Capture of Work Progress and Timesheet Data THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 47. #3 Slow and Error-Prone Capture of Work Progress and Timesheet Data What we hear: “We know we have to get off the paper trails, but we don’t know how. Timesheets continue to get lost or entered incorrectly causing errors in reporting.” Causes include: • Lost or inaccurate data • Double and triple entry of data into systems • Lack of tracking across the project lifecycle • No accounting and payroll integration Issues include: • Slower forecasting • Inaccurate cost reporting • Less confidence • Inconsistencies • Duplicative effort
- 48. #3 Slow and Error-Prone Capture of Work Progress and Timesheet Data Sample Case “In God we trust; all others bring data.” - Father of modern quality management W. Edwards Deming Managers need performance visibility to identify problems sooner and make changes that keep everything moving forward. Also need to understand relative performance to know where to focus for significant improvement. A significant number of businesses have very little idea on how their business is performing; and more importantly identifying ways to improve it.
- 49. Challenge #3: Slow and Error-Prone Capture of Work Progress and Timesheet Data THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 50. #3 Slow and Error-Prone Capture of Work Progress and Timesheet Data Solution • Efficient quantity capture • Detailed timesheet review • Real-time productivity reporting
- 51. Efficient Quantity Capture • Complete electronic capture of task quantities • Document changes or issues that impacted the days work • Add/modify tasks as changes arise on the jobsite
- 52. Detailed Timesheet Review • Detailed electronic time card with resource hours by task • Report hours worked for each week • Customized compliance questionnaire • Sign out employees at the end of each shift to submit data back to the office
- 53. Real-Time Productivity Reporting • Report daily productivity • Understand areas that need focus • Drive quantity claiming
- 54. #3 Slow and Error-Prone Capture of Work Progress and Timesheet Data Solution • Capture timesheet hours and flowing them directly into payroll • Save time each timesheet cycle (~10 minutes) • Capture quantities performed to drive billing and improve cash flow
- 55. Summary
- 56. The 3 Age-Old Project Execution Challenges 1. Communication gaps between the office and field locations: Extended solution, ruggedized tablets, reporting 2. Disorganized daily planning: Daily planning, electronic communication, note categorization 3. Slow and error-prone capture of work progress and timesheet data: Quantities, timesheets, productivity reporting THE FULINTSTONES™ and THE JETSONS™ and all related characters and elements are trademarks of ©Hanna-Barbera.
- 57. Poll #4: What mobile platform are you using?
- 58. InEight Solutions Across the Project Lifecycle
- 59. Integrated Project Lifecycle • Bi-directional integration with Primavera P6 schedules enables time-phased estimates and schedule analysis • Integrations available across leading project accounting and ERP platforms • Create quantity-based estimates and budgets • Change order costing • Benchmarking • Short interval planning, claiming and commissioning • Plan progress and quantities consumed • Equipment inspection and maintenance • Establish resource plans in preparation for interval planning • Quantity-based planning and execution • Quantity-based measurement and reporting • Comprehensive 4D,5D, and nD visual reporting • All as-built details captured in single viewer • Owner benefits from unified visual model with complete as-built details and documentation Visualize, estimate, control and connect all aspects of capital and maintenance projects, from the back office to the jobsite, across the project lifecycle • Enterprise reports and dashboards across the project lifecycle • Various design models leveraged to create unified model
- 60. The HD Field Solution Trusted for More than 25 Years • 3 Strategic Wins – Office to Field Communication – Daily Planning – Electronic Capture of Progress and Timesheets • Save Time – Speeds the entire timesheet process • Single System – Extension of the HD platform with single source for support – Ensures alignment of jobsite activity • Drive Payroll – Quantities flow into payroll via HD platform integrations • Compatibility – Support for full range of modern tablets (Apple, Android, and Windows)
- 61. Next Steps 1. Respond to the post-webinar survey 2. Contact us for more details marketing@ineight.com (800) 637-7496 (480) 776-2900 www.ineight.com
- 62. Thank you!
Editor's Notes
- Thank you John, and good morning everyone. As John said, my name is AJ Waters and I am the HD Field Product Manager for InEight. My construction background began at Kiewit in estimating and transitioned to mobility focused development and training about 5 years ago. To begin today…
- …I want to set the stage by taking a look back at what has happened in the last 20 years. 20 years ago: Voice Over IP was first introduced and Apple stock closed at $24.75 per share. Can you remember back that far? In 1996 the FBI arrested the Unabomber and Michael Jordan’s Bulls were the best team ever. 10 years ago: Cisco launched there first 7900 series phone (look familiar?) and Facebook opened up the doors to non-college students. In 2006 Pluto was demoted as a planet and Tebow won the Heisman. 5 years ago: The first Samsung Galaxy Tab and the iPad 2 launched. Tablets were becoming mainstream and Apple stock closed at $350.15 per share. In the mean time, Penn State fired Joe Paterno and Lebron’s teamup with Wade and Bosh as the greatest team failed against Dirk’s Mavericks. Today: There are an estimated 207 million smartphones in use in the U.S., meaning 2 of every 3 people is connected 24/7. This helped vault Google and Apple to two of the most valuable companies in the world. Meanwhile, Trump is running for President and the Warriors of all teams are now considered the greatest ever. Maybe the silicon valley success is rubbing off. But as consumer electronics continue to advance and change the way we do business, the industry that we find most reluctant to catch up is the construction industry.
- Which is creating a lot of user challenges.
- Let me ask you, can you relate to any of these? The Cisco phone was released 10 years ago, however many of us still utilize this phone in our daily workings. At home though, we have bought into the fact that communication is 80% body language and we have video calls with our kids while traveling. Are you working like Fred while living like George?
- And I’m sure you’ve seen this problem before. Which cord in the center of this conference table connects to the TV or projector? Whereas, at home who needs a cord?
- Or how about this one? At the office, checking your weekly budgets requires firing up the PC and opening a complex Excel file. At home though, we have an app for that and it is with us 24/7.
- Then there is the process of reviewing, marking up and commenting on drawings. Done mostly with paper at the office… …at home we view plans for the new house on a mobile device with the ability to move walls at the tap of a finger. This is perhaps the one place that more construction companies are beginning to catch on due to the immense savings in the cost of paper drawings.
- But alas, paper still remains a staple of today’s construction project while we have all but cut it out of our personal lives thanks to the advancements in mobile technology. Can any of you relate?
- The survey say, about 3 quarters of you can. In fact, over 77% of respondents agree that mobility in construction is important when asked by JBKnowledge. However, less than half of respondents today report that they are using software in their role that offers mobile applications.
- Which is why we are seeing 3 age-old project execution challenges persisting in today’s industry.
- Through 25+ years of experience providing solutions for over 500 customers, InEight keeps a close eye on what problems construction companies are facing. Add to that daily discussions with new companies and consultation with the InEight IAG, and we feel that you will find a close relation to one…
- …if not all three of these challenges. The challenge of reoccuring Communication gaps between the office and field locations of a project, Of the disorganized daily planning for activities, And of the slow and error-prone capture of work progress and timesheet data on the jobsite.
- What about you? What is your top project execution challenge on the jobsite today? Is it those Communication gaps between the office and field locations? Disorganized daily planning? Slow and error-prone capture of work progress and time sheet data? Are you struggling with all of these Or is it none of the above?
- Great! Thank you for the feedback. It looks like XX% of you identified with our first challenge, the communication gaps between office and field locations.
- What do we mean by that? We have been hearing from the industry that often what is going on in the field doesn’t match the plan. Crews are doing tasks out of critical order and relaying problems long after they happen. The causes we have found that contribute to this challenge are the current slow and/or inaccurate paper processes in the field and single point timesheet solutions that lack integration. All of this leads to issues such as project delays, cost overruns on rework, inefficiencies in production and surprises for the management team.
- I believe John Maxwell said it best when he said “The greatest gap in the world is the gap between knowing and doing” and here that really applies to knowing the plan and executing the plan. The most critical moment for a great plan is communicating it to the people responsible for execution. It doesn’t matter how great your plan might be, if it is not communicated effectively it will not be executed efficiently. That is why gaps in communication on the jobsite will lead to hidden inefficiencies that are difficult to identify until long after a change can be made.
- For example, on a typical project the Superintendent (let’s call him John)… …is responsible for managing all the day to day project activities. However, John struggles with a lack of visibility into what is happening on the jobsite causing a misalignment with the field and creating those hidden inefficiencies.
- On the other side of the equation is our typical foreman (Frank) who… …is responsible for assigning daily tasks to crews and documenting what work has been completed. Frank struggles with paper-based timesheets and finding a proper channel to document jobsite issues.
- The disconnect between our two well meaning works is the incredible amounts of paper they have to sift through in order to communicate.
- Time Tracking is typically done through the paper time card with little regard to noting what tasks are most critical and where possible issues may arise. Also, a completed time card is often difficult to read as you can see here.
- And unfortunately, quantity tracking in the field is often done utilizing the same time card through claiming codes at the top of each column.
- Many companies have resorted to building a detailed work plan… …or quantity book in Excel, however these electronic systems are difficult to translate to a mobile device and still need printed for communication.
- All of this paper backup makes for great historical data research out on the project, if you can find the right container… …and then find the right box.
- But the proper insertion of mobile technologies in a jobsite can solve this communication gap…
- …by extending the project cost management system to the jobsite... ...with ruggedized and intrinsically safe tablets and... ...meaningful management dashboards.
- How does the extended cost management process flow look? Estimators and project planners create the project structure and budget for the in a cost control software. That structure is then submitted to project engineers or superintendents where they can create crew plans by assigning employees and equipment to tasks while validating against the budget. The plans are then sent to the Foreman in the field where they can review the assigned work and proceed throughout the day. At the end of the day the Foreman records their quantities completed, their hours worked, and notes to submit it all back to the office for approval. The project engineer or Superintendent picks up the submitted information where they can review and approve all hours and quantities for final posting. Finally, the results import into the cost control and ERP systems to drive payroll and/or project forecasting.
- But, I know you are saying, but tablets are so fragile for construction sites. And I would agree with you. Consumer tablets are built for home and office use. However, ruggedized cases are evolving and provide the durability to survive a more demanding environment. Even for those of you who are working in intrinsically safe areas, cases and even specific devices are being created for you as well. The Ecom shown in the middle is the World´s first Zone 1/21 & DIV 1 tablet computer, not requiring a case, and it is based on a Samsung GALAXY Tab.
- Top all of this off with the ability to drill down and report on what took place in the field and you have a complete cycle of communication from beginning to end.
- So the solution for communication gaps is simple. Eliminate the manual paper process to improve efficiency and accuracy, Align jobsite work with the plan to optimize execution, Utilize tablets and cases designed for tough projects for maximum uptime, And make better decisions based on more current information.
- Now that we’ve addressed the first project execution challenge through the utilization of mobile applications, it is your turn to answer once again. Are you or your company utilizing any mobile applications at work? Yes? No? Or, I’m not quite sure.
- Interesting, about XX% of you are already utilizing a mobile application at work! We’ll come back to that in a little bit. Let’s move into our second age-old project execution challenge, disorganized daily planning of jobsite activities.
- The comment that I hear personally when visiting projects more than anything else is in regards to the lack of organization when it comes to pre-planning work activities. The paper problem seems to be the biggest cause of this particular problem with poor documentation and inefficient, outdated processes giving the assist. Disorganized planning leads to poor work sequences, lost time awaiting responses and overall productivity and profit losses.
- ”No battle plan survives contact with the enemy”…or in other words, when your plan comes in contact with the real world, the real world often wins. What happens on the computer will often not match actual activities a reality sets in on the jobsite. Managers need a way to ensure that crews are committed to the right tasks and that the work they have completed is tracked accurately and efficiently.
- And with mobile technology this puzzle can also be solved…
- …by creating a process for effective daily planning... ...that is streamlined to the field through electronic communication... ...with a comprehensive note taking and categorization system.
- Effective Daily Planning more specifically allows the electronic creation of a daily plan for the Foreman and their crew. Superintendents select specific tasks and assign a goal for completion to communicate to the crew. By integrating with the cost management system, they receive real-time metrics on their Plan vs. Budget for each of the tasks. In this example, you can see the upper task is looking to beat the budget, or make money, in this plan. However, the lower task is looking to lose money on this plan. Having a system that allows the Superintendent to know real-time when they are planning to lose money is essential in effective daily planning.
- Streamlining the communication of those plans to the field electronically keeps that effective plan intact. Daily plans from the office are quickly transferred to a tablet for the Foreman as you can see here from left to right. The tasks, people, equipment, and goals are visible for the Foreman. In this example we have circled the goals for how much time the Foreman should spend today on each tasks. Finally, specific detailed notes can alert the field team to any necessary information. In the bottom right-hand corner of the Foreman's daily plan, you can see the necessary arrival of material at 9:00AM.
- And with those notes from the office, the foreman can document any changes or issues back to the office that impacted the days work. Here we have documented overnight rain leading to slower productivity than expected. Utilizing a comprehensive tagging system, this note is then categorized with specific tags and associations as we have circled in our example. And each note contains a time stamp history for reporting.
- The solution of capturing of daily plans and electronic notes allow Blois Construction to ”make better decisions by working from the most accurate and up-to-date information from the the project site.”
- With all that being said, let’s come back to the mobile applications you are using at work…what kind of mobile application are they? Please select all that apply. Are they Field Data Collection apps? Estimating and Takeoff apps? BIM apps? Digital Drawing viewers? Or is there another kind of app that we don’t have listed here you are using.
- Thank you again for that feedback, it is interesting to see that XX is leading the way in current mobile technologies! For our final challenge, we will look deeper at how field data collection in the current industry can be slow and error-prone.
- More and more construction companies today realize that they need to get away from paper timesheets due to reporting errors, but are unsure how. They are tired of lost or inaccurate data, double and often triple entry into different systems, and the lack of visibility and integration across the project lifecycle. All of these create slower project forecasting and inaccurate cost reporting, lost confidence and inconsistencies in the financials, and duplicate effort.
- As W. Edwards Deming once said, “In God we trust; all other bring data.” But if you can’t prove the data you are using to identify problems, how can you effectively keep everything moving forward… ...or better yet, showing significant improvement. It has become more apparent that businesses today have very little idea on how they are performing and how to improve it, and that is across all industries.
- But you guessed it, utilize the right piece of mobile technology out on the jobsite to capture work progress and timesheet data is the solution to the error filled process by…
- …creating more efficient quantity capture... ...more detailed timesheet review... …and real-time productivity reporting for the field.
- An integrated electronic quantity tracking system allows the Foreman to document task quantities as they are completed in the field. They can note any changes or issues that impacted the days work… ...and add or modify the tasks present from the project structure if changes in the work arise that day.
- The Foreman can complete an electronic time card with hours associated with each task… …report to the crew individual hours worked for each day of the week... ...complete compliance questionnaires by company or region... ...and officially signout each member of the crew to send their time back to the office.
- Real-time analytics can then pull from the hours spent and the quantities completed to give the Foreman an accurate depiction of their crew’s productivity that day. This allows for better visibility into areas that need improvement… ...and help to drive the quantity claiming for the engineers.
- Thus, the final age-old challenge that is solved through mobility is the slow and error-prone capture of work progress and timesheet data by… ...capturing timesheet hours and flowing them directly into payroll... ...saving time each timesheet, we’re seeing approximately 10 minutes with current users... ...and capturing quantities complete to improve the billing and cash flow processes.
- In summary…
- …the proper moble solution for construction companies can get you out of the Flintstone work-a-day world and into Jestons living. It will eliminate communication gaps by extending cost management to ruggedized tablets with meaningful reporting. It will organize daily planning through electronic communication and comprehensive note categorization. And it will speed up the capturing of work progress and timesheets through electronic capture of quantities, time and real-time productivities. The need to work like Fred Flintstone when you have the technology of George Jetson can now be avoided in the construction industry!
- So now that we have asked you all about your challenges and the mobile applications you use today, let’s wrap up with a snapshot of what the operating system is of your work mobile devices. Are they iOS? Android? Windows Mobile? Or another form of mobile operating system.
- It looks like iOS takes the lead, but Android is there as well. Thank you for the feedback throughout our session today. I would like to turn things back over to John now with a few final closing thoughts