Automated planning, intervention reports, expense accounts and accounting of activities

The company’s need

When carrying out activities for customers, it is of fundamental importance to keep track of the work carried out: the intervention and technical assistance reports, widely used by those who habitually carry out activities for their customers, respond exactly to this need.

 

However, the manual compilation of paper-based reports has its limits:

  • it does not allow to efficiently and automatically manage the connected processes, for example the counting of the hours of total activity to be invoiced or the calculation of any reimbursement of expenses due to employees for expenses anticipated by them
  • makes document archiving and searching more complicated
  • brings with it the risk of losing the original document
  • requires a manual data entry of the data in the erp

 

Exploiting a digital system for creating and managing reports allows the situation to always be under control, while automating manual activities at the same time.

 

 

The solution: Globe

The DMS Globe allows you to easily plan all the activities that will have to be carried out for your customers (whether they are interventions carried out at the customer’s site, or for interventions carried out remotely – for example technical assistance), directly from the App or from the desktop version of the software.

 

Just enter the necessary information in a special form and the user involved in the activity will automatically receive a notification email and find the appointment added to the calendar. In addition, the intervention report on the activity will be generated.

Once the activity is completed, it will be possible to account directly inside Globe the intervention report, which can be signed by the customer in different ways, to then be archived within the DMS.

 

At the end of the month, moreover, each user will be able to start the automatic monthly expense summary generation in Globe: starting from the intervention reports entered, Globe will create a summary containing all the reimbursement of expenses that may be due (eg own car use, meals , overnight stay) in the event of activities carried out off-site.

 

The data view tool will then allow to keep under control and graphically represent the information extracted from the final reports.

 

The one shown here is an example of the flow implemented internally to Arket S.r.l. for the management of activities, related reports and expense reimbursements. The Globe software is a highly flexible tool, able to adapt to the specific needs of the customer: each company can therefore model the various steps of the workflow according to its needs and peculiarities.

1.     Activity Planning

 

Planning of activities and interventions

To plan an activity in Globe just select the dedicated menu item and, through a special form, each user can enter all the details necessary to define the activity that will be carried out. The planning can also be carried out by smartphone or tablet, using the Globe App.

 

The required fields can be completely customized according to specific business needs; for example, it will be possible to indicate if the intervention will be carried out at its own site or at the customer’s site, choose the customer directly from the Globe registry, specify for which product or service the activity will be carried out.

 

Once the activity has been planned, it can be canceled or rescheduled at any time.

Notification and appointment

When a new activity is planned, Globe automatically sends to the user involved a notification email with all the details (eg names, address, contacts etc. retrieved from the Globe registry) and automatically adds the appointment to calendar in Outlook.

Automatic generation of the intervention report

In addition to sending the user the invitation to add the appointment to the calendar with all the references, Globe proceeds to the automatic generation of an intervention report, in which all the details regarding the planned activity are specified. This report must then be updated and signed by the customer, once the activity is completed.

 

All intervention reports can be consulted both from desktop and via App.

rapportino-interventoapp-android-smartphone

2.     Final balance of activities

 

Once the planned activity has been completed, the user can proceed to the final balance report: the reports that have yet to be accounted are among the tasks in progress assigned to the user, who can recheck all the details entered during the planning and make, if necessary, modifications and additions.

 

If the activity has been carried out at the customer’s site, the user can enter information regarding any costs incurred, such as board and lodging, use of his own car instead of the company one, tolls etc.

If it is necessary to account an unplanned activity, it is possible to directly generate the intervention report through a specific action and proceed immediately to the final balance.

During the final balance, it is possible to choose between three different methods through which the customer can sign a report:

  • Traditional signature on paper: the report is printed and delivered to the customer for signature. Once returned it is imported into Globe by scanning: the report presents a barcode in the header, which allows Globe to automatically associate the signed copy with the original document.
  • Sign by confirmation on link: in this case, once the report is accounted, Globe automatically sends the customer a link via e-mail. The customer will simply have to click this link to affix a virtual signature.
  • Signature on tablet / smartphone: the third possibility is to present the report on tablet / smartphone via the Globe App. The user can then sign directly from tablet or phone.

3.    Monthly expense accounts

At the end of the month, each user will be able to proceed with the generation of monthly expense reimbursements: Globe is able to retrieve the information entered during the final balance, automatically creating a summary document in which are reported all expenses incurred and consequent refunds due to the user for the reference month.

In particular, with regard to the mileage reimbursements for the use of own car, Globe during the final balance is able to automatically calculate the distance traveled, starting from the customer’s address in the registry and from the point of departure / arrival indicated by the user.

4.    Graphic dashboards

 

Thanks to the integrated Data View tool, any information present within the DMS can be represented graphically and interactively. In particular, starting from the data reported in the final balances, it will be possible to define KPIs.

This makes it possible to keep the progress of the activities constantly under control (both those carried out internally and with customers), and to aggregate the raw data to obtain useful information.

 

Thanks to the fully customizable graphic dashboards, you will have an immediate view of the situation, with the possibility of concentrating the focus on particular aspects and aggregating the data from different points of view.

 

In this way it will be much easier to monitor the progress of the planned or completed activities, and then verify the achievement of the set objectives.

For example, if the company has set monthly sales targets deriving from the activities / interventions, thanks to the data view tool it will be possible to immediately check what is missing to achieve them for the current month and whether in the past months they have been reached or no.

If then each monthly goal has been subdivided into sub-goals assigned to individual users, it will be possible to verify who has not reached the budget and how far it has diverged from the target set for each month.

In the same way it could be interesting to visualize:

  • how much every single user has turnover for the activities / interventions
  • the hours of activity performed by each user
  • which product / service has brought the most revenue
  • the amounts invoiced for the activities, broken down by customer
  • the revenue deriving from the activities, divided by month
The selected software