Encompass Technology, an IT consulting firm, optimized its client's GoFormz usage to upgrade daily operations, improve efficiencies, and eliminate time-consuming manual tasks.
Leveraging GoFormz integrated with SQL Server and Egnyte, Encompass Technology automates and streamlines processes, eliminates manual tasks, and saves significant time and budget for its client.
Timesheets
Daily Fuel Logs
Equipment Transfer Forms
New Hire Packets
Encompass Technology is a consulting firm consisting of IT professionals committed to devising, implementing, and supervising technology solutions for clients. Their services lead to enhanced operational efficiency, streamlined workflows, reinforced security, and boosted profits.
Encompass Technology first encountered GoFormz while working with a client. The client had already implemented GoFormz, but was not using the digital forms solution to its full potential. “I decided to dig into GoFormz and see what it was all about,” explained Lisa Gladstone, Owner of Encompass Technology. “It became obvious how flexible and integrated GoFormz could be for our client's business. With the way they operate, we knew we could make their processes more efficient and save them a lot of money.”
Gladstone and her team assessed the client's utilization of GoFormz to identify areas for enhancement, aiming to elevate their digital transformation efforts. “They were using GoFormz to convert paper timesheets to an electronic form,” explained Gladstone. “We knew we could do more than just that. We wanted to automate a lot of their very time-consuming and manual processes.”
Digital timesheets are at the heart of Encompass Technology’s initial GoFormz usage expansion, and setting up an accompanying approval process was a top priority. “One of the challenges with these timesheets initially was that we needed to set up an approval workflow,” said Gladstone. “The payroll department was collecting data from over 50 different people in the organization and having to import that data into the ERP every Tuesday morning. If you’re importing 50 different files, it’s easy to forget one.” Collaborating with the GoFormz Professional Services team, Encompass Technology devised an approval workflow that replicated and automated the specific internal process needed by the client. “Now, the payroll department just refreshes an Excel spreadsheet and uploads one file containing all the time for all the crews for all the jobs from all over the country,” she explained. “It took them from a two-and-a-half day process down to 10 seconds.”
“It took them from a two-and-a-half day process down to 10 seconds.”
– Lisa Gladstone, Owner, Encompass Technology
With their client’s timesheet process now digitized, automated, and streamlined, Gladstone and her team sought out additional documents and processes to optimize using GoFormz. “We first rolled out new hire packets for our client, because that was one of their biggest pain points. They needed to get new hires integrated into their ERP so they could be added to their daily timesheets and get paid,” explained Gladstone. “The HR department was so excited when we launched that process. They said it reduced the time that it took them to enter new hire data by 75%.” And this significant time savings only scratches the surface of the platform’s potential. “That’s not even with a full integration setup. We’re looking at moving data from GoFormz directly into the ERP, but we wanted to test out the process first to make sure things were running smoothly.”
“The HR department was so excited when we launched that process. They said it reduced the time that it took them to enter new hire data by 75%.”
– Lisa Gladstone, Owner, Encompass Technology
Encompass Technology next introduced digital daily fuel logs to their clients. “This form came as a requirement from the Department of Transportation,” explained Gladstone. “Companies that move heavy equipment over the interstate highways need to report the number of miles they drive and how much fuel they purchase and what state they purchased their fuel from quarterly, but they have to keep track of this daily.” However, like any new process, there was initial resistance when initiating the new process. “The real challenge was getting a bunch of truck drivers familiar with using this new technology and putting the app on their phones,” explained Gladstone. “There was some initial pushback because they were used to writing the same information on paper and keeping the paper in their trucks.” As GoFormz allows for the upload and digitization of existing documents, Encompass Technology reassured their client that the document would remain identical, just in a digital format. “They’re really starting to adopt GoFormz. We’ve gotten creative with the electronic signature fonts and some people put emojis in their name on a form so they can recognize their forms as they open the app to look them up,” noted Gladstone.
Another digital form Encompass Technology introduced to their client was an equipment transfer form. “Generally speaking the same people who use the daily fuel logs are involved in moving equipment around the country,” Gladstone continued, “This customer had historical issues keeping track of all their heavy equipment.” This process included rental equipment. “If they rented equipment, very often the equipment might be damaged when they receive it or may get damaged while they were using it. They wanted to keep track of where the equipment was and then document with photos what the equipment looked like at every step of the process.” Utilizing the Location field and Image field within their digital forms, Encompass Technology was able to help their client capture more thorough documentation, protecting their business and their equipment. “So whenever they ship out or receive equipment, they have now evidence to either refute or support any charges made for damage.”
Every project Encompass Technology takes on is centered around process definition. “A lot of times our client comes to the table without a fully fleshed-out process. But we know with GoFormz and automated workflows, we can help them find their own internal processes,” noted Gladstone.
Encompass Technology leverages the GoFormz and Egnyte integration to store completed forms in cloud storage. “Most of the completed forms get saved to the company’s cloud storage and stored in various folders based on form data,” explained Gladstone. “There are also workflows set up that email PDF copies of those forms to specific people in management.” Utilizing auto-email notifications is an excellent means of enhancing communication and collaboration within an organization.
Encompass Technology utilizes SQL Server to streamline the flow of data and simplify data entry. “We have a great synchronization of data. We have a couple of different scenarios here where we’re pulling data from our ERP and then there is the instance of pushing data back to another SQL database where we’re compiling data separate from the ERP,” explained Gladstone.
Utilizing SQL Server has transformed into significant client savings. “The biggest return on investment we’ve seen is how GoFormz can integrate with the ERP, reports can pull from GoFormz, and the SQL database that is connected on our end can help generate reports that create meaningful data for management,” explained Gladstone. The smooth flow of information enables businesses to obtain actionable insights in real-time.
The SQL integration is also used to create reports for management. “We’re moving more and more towards creating Excel spreadsheets that connect via ODBC to the SQL server that pulls the data at will and refreshes the data that way,” explained Gladstone. This method allows for more user customization on captured data. “We hope to be able to connect this process to Power BI and create dashboards for upper management to drill into.”
“The biggest return on investment we’ve seen is how GoFormz can integrate with the ERP, reports can pull from GoFormz, and the SQL database that is connected on our end can help generate reports that create meaningful data for management.”
– Lisa Gladstone, Owner, Encompass Technology
Although the digital timesheet process isn’t completely finalized, the team has already experienced substantial savings. “The previous process involved the crew filling out a piece of paper and then either manually delivering or taking a picture and emailing the timesheet to someone in the office,” she continued, “That person would then have to key in all of that data and generate reports. Once those reports were reviewed by the manager, then a file would be created and sent to payroll, who then had to import that report into their ERP system.” Rolling out the digital timesheets meant a more seamless, automated experience that reduced opportunities for human error and streamlined payroll processing. “Now the process only requires people in the field to complete their timesheets and GoFormz takes care of the rest through auto-emails and approvals,” explained Gladstone. “So at this point, after reallocating those people to other tasks, our client is looking at roughly at least half a million dollars in yearly savings in just one process alone.”
“So at this point, after reallocating those people to other tasks, our client is looking at roughly at least half a million dollars in yearly savings in just one process alone.”
– Lisa Gladstone, Owner, Encompass Technology
Additionally, the digital equipment transfer forms have experienced significant cost savings as well. “At least one business unit has already recovered and saved around half a million dollars because they were able to document the condition of how heavy construction equipment showed up on their job site, and refute unnecessary charges.”
“At least one business unit has already recovered and saved around half a million dollars because they were able to document the condition of how heavy construction equipment showed up on their job site, and refute unnecessary charges.”
– Lisa Gladstone, Owner, Encompass Technology
One of the top benefits Encompass Technology has experienced with GoFormz is process efficiency. “I was thinking about a process that I’ve tried to force my team to comply with and for whatever reason, they weren’t consistent with it,” Gladstone continued, “I asked myself, ‘how can I solve this problem?’ And then it occurred to me, you can use GoFormz for just about anything.”
Another top benefit Encompass Technology has experienced is improvements to documentation and processes as a whole. “GoFormz helps with compliance because you can prevent people from doing certain things incorrectly. So process improvement and documentation has been huge for us.” Utilizing functionalities like Conditional Logic can enhance documentation by establishing rules that result in smooth form-filling experiences tailored to specific requirements. “Now we’re at a point where we have data we can pull from and start generating reports that management can use to drive their business goals one way or another.”
“I was thinking about a process that I’ve tried to force my team to comply with and for whatever reason, they weren’t consistent with it. I asked myself, ‘how can I solve this problem?’ And then it occurred to me, you can use GoFormz for just about anything.”
– Lisa Gladstone, Owner, Encompass Technology