HMS Software Solutions

BACKGROUND

Please describe your company and position.

I am the DIRECTOR of AQS INSPECTION & REWORK

Describe what your company does in a single sentence.

Sorting, rework, and quality inspection for multiple components in the automotive industry

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire HMS Software Solutions to accomplish?

Capture the hourly reports from our employees in every project that will later translate into the payroll and into diverse invoices where we match the hours paid to the staff and the hours we had to charge to our clients

SOLUTION

How did you find HMS Software Solutions?

• Online Search
• Referral

Why did you select HMS Software Solutions over others?

• High ratings
• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from HMS Software Solutions were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Our clients requiere hourly reports everyday from every inspection we make. We provide service in around 10 industry plants daily. In some plants we may have several projects running at the same time involving different clients that provide components to the automotive industry. This may be for one, two or three shifts everyday. So our problem was having a lot of Excel's for the different projects.

We had to capture all of the hours to turn that into a report and then send it to our clients daily. Those reports would later turn into an invoice at the end of the project with the total of hours to charge. At the same time, we had to pass to another excel all of the hours of each and every one of the employees for the payroll. Then, we had to make sure that the hours charged to the client would be the same as the hours paid to the employees. 

So there was a lof of back and forth of information everyday, many people and emails involved. A lot of time invested.

What we required from HMS was, to be able to capture and match the hours of each employee in the open projects we had. Like this, we would secure that the hours in the payroll and invoices were the same. Plus, send automatic daily reports of each project to our customers at an hour each client wanted. 

In this way, clients would know daily status of their projects, and employees would know how much hours they have been working on a daily basis. Also, once the project was finished, with just one click we would finish the project and send all of the final reports to the customers.

We saved a lot of time and resources with this new process. Our key deliverables were:

• Automatic daily reports sent to clients
• Employees could view their work hours daily
• Management could review hours per project
• Management could review hours per employee
• HR downloaded hours for payroll instantly
• Click "finish" on a project that would lead to the generation and dispatch of the invoice automatically

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

In HR we reduced from 2 resources to 1 for activities involved in the hours of the employees.

We had in average 5 weekly errors related to the hours in the payroll. We average 1 error per month today. 

Daily communication with clients requesting their reports went down drastically since they had their report sent automatically at the hour they requested it. Client satisfaction went up.

Accounts receivable stopped depending on Excel. Now with the system, the time in this position was optimized.

Employee satisfaction went up since they could know daily status of their weekly work.

Status and tracking of the projects by management was easier and were able to avoid losing money.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

They did deliver items on time. Everything was handed in written before starting in order to be on the same page. They have really good metrics and communication skills with our team and fast response. We liked that every Monday we had an automatic email with the status of each and every item/deliverable we agreed upon previously with its deadline.

What was your primary form of communication with HMS Software Solutions?

• In-Person Meeting
• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

That they have a lot of innovative and creative ideas. We had something in mind for this project, but their expertise helped us think on another level and achieve something that we hadn't considered at first. In what we thought it would take several steps, or long projects, it was made in one single project in a short period of time.

Are there any areas for improvement or something HMS Software Solutions could have done differently?

By our experience and the result we had I would not have anything done differently. Our time and resources saved by this was a game changer.