Building Businesses with PDAs and Mobile Software Solutions

I have written a great deal on the value of specific mobile solutions like the following:

• Mobile Work/Service Orders
• Mobile Inspections
• Mobile Job Estimates
• Mobile Asset Tracking
• Mobile Delivery Solutions

Today I want to focus on some key problems businesses face, and how mobile solutions can help solve these problems. When a company expands beyond the capabilities of the owner/manager, new employees or contractors must be added. This can often introduce the following kinds of problems:

• Inexperienced workers
• Unreliable workers
• Irresponsible workers
• Uncommitted workers
• Forgetful workers
• Thieves and felons on the payroll

These problems can lead to the following set of issues:

• Unhappy customers
• Cost overruns
• Incomplete and/or incorrect paperwork
• Inaccurate job estimates
• Work quality issues
• Slow work production
• Lost tools and equipment
• Management headaches

Believe it or not - many of these issues can be improved and corrected by using mobile software applications on handheld computers to help ensure the best work in the field. Handheld computers can help the owner/manager keep better tabs on the work and equipment in the field, ensure completed and correct paperwork, monitor customer satisfaction, and get real time notification if the job is taking longer than anticipated.

For more information on mobile solutions that can help in these areas please visit our website.

Ruggedized Digital Cameras With Integrated Windows CE

Two Technologies has an interesting product strategy with their Jett-Eye handheld computer. They have in effect created a ruggedized digital camera in the form of a handheld computer. Their product marketing emphasizes the camera features as its most distinctive component.

Take digital color pictures in the field. Capture data on the go. Seamlessly connect with the office. Simultaneously increase field service productivity, improve customer service, and turbo charge your profits—all while improving your customer relationships. This complex scenario is now made simple with the JETT•eye. It was designed to make all of this possible at an affordable price point.

Rugged True-Camera-System- 5.17 MP color CMOS Sensor (4MP processed)
• Camera System scans bar codes and processes digital images with autofocus and illumination

One no longer must settle for a 1.3 megapixel camera in a handheld PDA.

We at MobileDataforce get requirements weekly from companies asking for digital image integration within their mobile data collection applications. Projects involving asset management, conditional assessments, inspections, work orders, quality assurance and law enforcement and compliance often require as must data collection as possible. High resolution cameras just enhance this capability.

Mobilized Work Order System

What does a "mobilized" work order dispatch and management system look like? It consists of a number of business processes integrated together to create an efficient and profitable process that satisfies the requirements of your customer. Let's explore a mobilized work order process now:

A customer calls in to report a broken heating system. The office staff takes the phone call, enters the relevant information into the work order database application on the desktop computer which creates a unique work order number. The work order database application, with GIS integration, can compare the location of each service technician to determine which service technician is closest to the work location. This is accomplished with GPS tracking on the service vehicles or handheld computers used by the service technician.

Once the appropriate service technician is identified, the work order is dispatched to the handheld computer used by the service technician. Included in the electronic work order is driving directions from his/her current location to the next job location. In addition to the work order information, warranty, repair, users manual, maintenance history and product information on file can also be dispatched to the handheld computer for reference.

Once the service technician arrives at the location - he opens the work order on the handheld PDA. Opening the work order automatically captures the service technician's name, the date/time stamp and GPS coordinates and enters them into the open work order.

Once the service technician examines the broken heating system and determines which parts need to be replaced. He can pull out his handheld computer and check whether he has the needed parts in his vehicle inventory, if not, it automatically searches nearby service vehicles for the needed part (GPS tracking enables this). If another service vehicle is located that has the part in inventory and is nearby, then driving directions can be sent to describe how to get there in the most efficient time.

When the service technician arrives at the service vehicle with the needed part, the part is scanned using a bar code scanner in the handheld PDA to remove it from the vehicle's inventory and assigns it to the appropriate work order number.

Once back at the work site, the service technician runs into a challenge. He has never worked on this model before and needs advice. He snaps a digital photo of the equipment and synchronizes it back to the office. His supervisor reviews the photo and calls him with advice.

Once the work is completed, the service technician signs his name on the handheld computer screen, and has the customer sign the work order screen as well. The service technician prints an invoice on a mobile printer and collects the payment from the customer. The collection is noted on the mobile work order and synchronized back to the office for immediate processing.

As soon as the work order is completed and synchronized, the work order system reviews work order locations and priorities and assigns the next optimized work order to the service technician.

30 Reasons to Mobilize Your Business

ROI (return on investment) is the term used to define the value of a solution relative to the cost. If a mobile solution cost $50,000, how do you justify this investment? Management needs to see that their investment will provide them with a positive return. The following list contains some of the most common justifications for mobilizing business processes:

1. Eliminate time spent in the office re-typing data collected in the field.


2. Eliminate time spent on the phone dispatching service tickets or work orders, rather dispatch electronic service tickets direct from your computer to the mobile device of your service technician.


3. Send driving directions from Google Maps in the electronic work order; saves time finding work locations.


4. Avoid the fuel costs incurred delivering paperwork to the office; rather synchronize the data direct from the field to the central database application.


5. Avoid the time cost transporting paperwork from the field to the office.


6. Save time and provide better customer service by providing real-time access to enterprise data while in the field. Enable mobile access to customer history, product documentation, warranty information, inventory information, time sheets, work schedules and much more.


7. Speed up field data collection by using barcode scanners and barcode labels on assets. A quick scan with your handheld computer can automatically display all stored information related to the asset for quick review, edits and additions.


8. Create and schedule service tickets direct from the field , rather than using office staff. This avoids the need to involve the central office staff for this purpose.


9. Immediate invoicing for faster collections and cash management.


10. Proof of work – GPS audit trail of work. Detail work completed in that location.


11. Reduce introduction of errors - paper based systems are inherently slow and error prone. The more hands touch a paper form and add or edit data, the more chances that errors can be introduced to the data.


12. Ensure complete data is sent from the field – incomplete field data can take hours of work to track down later .


13. Avoid bad handwriting errors and misunderstandings – by creating prepared pick-lists and using handheld keyboards.


14. Validate answers on the mobile software application – ensure accuracy of data.


15. Digital images to document work - with before and after digital photos that synchronize back to the office.


16. Push data to the handheld – avoid time on the phone and note taking while driving by pushing documents directly from the office to the handheld.


17. Vehicle and handheld GPS tracking for quicker dispatch and least cost routing- handheld computers with GPS functionality can integrate with GIS and display the location of the field worker to help managers better organize service responses.


18. Compute and analyze data on the handheld in the field – programmed analytics can help field users make quicker and better decisions.


19. Automated business processes - your mobile application can be configured to perform all kinds of automated business functions, queries, computations, analytics and many more time consuming features automatically based on data input or buttons pushed.


20. Enforce business processes for efficiency and best practices - mobile software solutions can be configured to ensure the field user follows the appropriate business processes based upon the data entered (a specific answer can force a separate business process.


21. Avoid lost data on paper forms —capture data immediately and sync to headquarters.


22. Avoid undocumented inventory usage and unbilled time due to forgetfulness- enforce real time data entry before clock out or work order completion.


23. Require clock in and clock out at jobsites to document the accuracy of work estimates.


24. Train new service technicians and inspectors with audio memos or video clips.


25. Capture digital signature for proof-of-delivery and proof of work.


26. Enforce and automate best practices business processes.


27. Automatically track inventory and parts usuage on the handheld computer.


28. Query for available inventory in nearby work vans to save travel time and fuel cost.


29. Use information on handheld computers to up-sell more products and services while onsite with the customer.


30. Query latest shipping status or inventory levels via handheld computer while onsite with customer
    

Asset Management and Mobile Solutions

Asset management comes in all different sizes and shapes. Assets are not just property and buildings, desks and computers - the also include things like cows, chickens, human resources, inventory, fences, landscape etc.. My professional services teams often are involved in the development of mobile asset management solutions. These projects usually involve ruggedized handheld computers, a mobile software platform with wireless synchronization and are designed to monitor and track assets on remote job sites.

We are currently working on a project that includes the delivery of fences and environmental barriers. These barriers are delivered to construction sites to prevent water runoff and erosion issues. Sometimes these barriers are temporary and are rented by the construction company. The company providing these "assets" must deliver them, monitor them, track their location, record how long they have been in place, and inspect them for damage once they are retrieved. Many of these tasks are conducted remotely in the field. This is a perfect environment for a ruggedized handheld computer and a mobile asset management software application wirelessly synchronized with the main office database system.

RFID in the Hospital

Last week my VP of Product Management, Dave Wasden, was playing a high tech version of an Easter egg hunt in the office. He would distribute RFID tags in various locations around the office and walk through with a Symbol 9000 (industrial grade handheld computer) with an RFID antenna attached. The antenna would pick-up the RFID tags and list them on the screen of the handheld device.

Dave was testing this RFID solution developed, using the PointSync Mobility Platform, on behalf of a company that monitors hospital equipment. Seems often it is hard to find various high priced pieces of equipment when it is needed in the hospital. This can cause delays in treating or diagnosing patients - this is not a good thing. The solution being tested would allow a technician to monitor and track the locations of a large variety of hospital equipment. We have already been involved in a similar project to track expensive tools on construction sites in a similar manner.

In a blog article last year I expressed the opinion that RFID was not yet ready for prime time, or at least for small to medium sized businesses, however, already this year I have seen numerous inexpensive and practical applications for small to medium sized businesses primarily in the asset management arena.

MobileDataforce's PointSync Mobility Platform supports a large variety customized RFID solutions.

Mobile Inspections and the City of Los Angeles

My team has been supporting a mobile inspection project with the City of Los Angeles' Building Maintenance Division. They had a need to collect conditional assessment data and inspection data from equipment and buildings at over 900 locations. These buildings include:

• Police Stations
• Fire Stations
• Libraries
• Waste water operations
• Communication Centers
• Municipal Buildings of all kinds
• etc.

Their 6 inspectors collect data and complete inspections for their CMMS application (computer managed maintenance system). These 6 inspectors are experts in the following areas:

• Carpentry
• HVAC
• Roofing
• Elevators
• Plumbing
• Electrical

The Building Maintenance Division selected MobileDataforce's Mobile Inspection Software for handheld computers and Symbol MC 9000k devices.

The inspectors collect the data and complete the inspections and synchronize their devices to a central data repository.

The Building Maintenance Division selected software from MobileDataforce that would enable them to create, customize and configure their own handheld inspection forms and applications. By selecting a software solution that lets them create their own mobile applications, they can edit and customize whenever necessary without the need and expense of paying a third party.