CASE STUDY:
PEG
TECHNOLOGY USED
ABOUT PEG
PEG provides a scheduling solution for a variety of builders on the East coast and central United States that covers inspection appointments, required services, and dispatch of information to field workers. PEG contracted with Solutions Afoot to create an application which automates the scheduling and dispatch processes from beginning to end.
THE SITUATION
The PEG scheduling team input information from phone calls, emails and other forms of communication into spreadsheets to create inspections and to track inspection details. They manually input data, making changes throughout the day to inspection records. Schedules were sent out at the end of each day using Microsoft Power Automate to each rater performing inspections the next day. Dispatch was performed by manually creating and editing an Excel file and uploading it to TrueContext.
The scheduling department encountered numerous problems while maintaining inspection records on site. Multiple schedulers were editing shared spreadsheets at the same time, creating data inconsistencies and errors. Because spreadsheets are not the ideal way to maintain a database, erroneous data crept in and considerable time was spent making corrections and dealing with the subsequent issues this created.
Communication was a key bottleneck in the scheduling process. Area managers had to receive scheduling data and then interpret it to assign raters to inspections for the next day. Emails then needed to be sent out to the raters with the appropriate schedules. Project managers had to receive notifications of closing schedules and prompting to confirm inspections for the next day. All of this communication was being manually generated using email software or automation tools.
These tedious tasks resulted in overtime and errors to dispatched information. For example, a dispatch template could be copied incorrectly by moving the cut and paste over one or more rows from the correct location, resulting in an error after upload. Since the upload process itself took considerable time, having to upload the spreadsheet repeatedly resulted in the scheduler staying past closing time to complete all tasks. If errors were not identified, this created problems the next day with raters in the field arriving on site with incorrect tasks and information.
THE SOLUTION
The application Solutions Afoot created allows schedulers to enter the inspection data and location details. The system autocalculates all the needed values, from assigning personnel to generating inspection codes based on location. The app sends out email notifications, allows project managers to reschedule inspections, and sends out schedules and dispatched information at the end of the day to data collection software.
Solutions Afoot created a database and web application in the cloud that schedulers could navigate to, entering inspection information. Rather than using memory or manual lookup documents, the system calculated values automatically during the entry process, values such as the names of area managers or inspection numbers. The system also allows for schedulers to upload new inspection data and process it using the same lookup tables. Schedulers are able to send over 1,000 emails with one click to initiate inspection confirmations and close the schedule before final dispatch begins.
At the end of the day, an automatic email notification goes out to area managers to finalize their scheduled raters. Dispatch proceeds at the click of a button, with information traveling seamlessly and directly to TrueContext without the need for editing or formatting templates. Rater schedules go out via email to hundreds of raters with a few clicks.
This solution saves PEG hours of wasted time formatting templates and manually setting up automation software. In addition, it provides PEG with more accurate data, resulting in fewer issues post-dispatch.
Click on the images below to see a larger version of the screenshot.
THE RESULT
Solutions Afoot created a scheduling application enabling schedulers to add and edit new inspections, and allowing other users in other departments to interact with the schedule. The application also sends scheduled emails and dispatches inspection details to raters in the field. This application saves PEG time and money and provides a comprehensive, modern solution to their challenges.
“Solutions Afoot has been a trusted PEG partner for over 2 years, supporting the implementation and development of automated software solutions with routine system maintenance and technical support. To date, Caspio and AWS cloud platform collaborations with Solutions Afoot have simplified our workflows and supports the level of quality and efficiency PEG prides itself on. Solutions Afoot exhibits excellence in customer service through the fantastic team paired with our organization to meet our needs. If you are seeking a knowledgeable, reliable, friendly, and dedicated software development partner, we encourage you to explore service solutions with Solutions Afoot!”
