Automating Time Keeping And Project Management For Distributor

When your primary business is the distribution of products to customer sites, nothing is more important than optimizing time spent in the field by delivery staff. After all, for each hour a mobile worker is on the road or at a customer location, the company is incurring an expense. Accordingly, if a company has a process in place for efficiently and effectively utilizing these mobile-worker resources, the organization can better control costs while improving service to customers.

Take for example the case of Elyxir Distributing. Located in Watsonville, Calif., the company distributes beer and soft drinks to more than 1,500 bars and retail outlets in Santa Cruz, San Benito and Monterey counties. Its staff of 70 mobile workers also installs and repairs beer and soft drink spigots, while helping retailers arrange product marketing material in their stores.

To improve operational efficiency, Elyxir sought a technology solution that would allow it to quickly locate field staff and accurately record their billable time. Through an existing technology partner, Elyxir was introduced to Xora, a provider of GPS and wireless Internet solutions for small, medium and large businesses.

For companies seeking an affordable, Web-based time-keeping and project-management tool, Xora offers its GPS TimeTrack service. At a cost of less than $12 per month per mobile worker, Xora customers can access, via the Internet, maps and reports regarding the location, travel speed and status of their field staff. Xora GPS TimeTrack leverages GPS-enabled mobile phones, which field personnel use to input job start and stop times, as well as client account numbers. This information is transmitted via wireless connection to the Xora data center, where it is available for use by a company administrator, such as Elyxir operations manager, David Webb.

Initially, Elyxir implemented GPS TimeTrack to ensure the accurate calculation of employee overtime expenses. "I suspected that some of the field staff were over-billing us," said Webb. "With reports generated by GPS TimeTrack, I was able to determine precisely when my workers began and completed a given assignment." As a result, Elyxir would pay only for the time its workers spent servicing customers.

Xora GPS TimeTrack has also helped Elyxir to resolve disputes with customers. In one case, a customer contacted Elyxir with a complaint about one of its drivers. Using reports generated by GPS TimeTrack, David concluded his driver was 45 miles away from the problem area at the time when the infraction was reported to have occurred. In this situation, David was able to respond quickly and intelligently, which is key to providing excellent customer service.

David also sees a role for GPS TimeTrack in protecting the company from various liability issues. With GPS TimeTrack, David has access to real-time information about his delivery staff, including how fast they are traveling at any given time. If David notices a driver is speeding, he can contact the worker about slowing down. This helps Elyxir avoid unnecessary speeding tickets and traffic accidents.

"Moving forward, I can envision other uses for GPS TimeTrack," said Webb. "With accurate feedback on how long field staff spends at each customer site, I am able to measure the cost of each visit versus the amount of revenue it generates. This helps us to build a more profitable business."

Finally, David is looking to integrate the Xora service with his UPS logistics software to ensure his delivery staff is being routed in the most efficient manner possible. For instance, if a customer calls during the day with a service request, David can refer to the Xora-generated maps for an updated view as to the location of his field personnel. As a result, he can deploy the worker nearest to the customer site, while using the UPS logistics software to ensure the service technician arrives swiftly.

Prior to selecting GPS TimeTrack, Elyxir encountered a similar service based on the GPS network. The solution required that Elyxir purchase and install a hardware device in its service and delivery vehicles at a cost of more than $1,000 per truck. This charge did not include the monthly fee Elyxir would pay for using the service. While the location-based solution was a good fit for the Elyxir business, the expense simply outweighed its value.

"We couldn't justify spending so much money for a system that tracks vehicles instead of workers," said Webb. "Our objective was to improve the productivity of field staff, while ensuring that payroll was calculated accurately. Because GPS TimeTrack automates time keeping and project management, we were able to meet both goals."

And according to David's colleague, human resources administrator, Kathy Dethlefsen, "We find new uses for it almost every day."