Ultra Engineering Saves 3.5 Days and 144 Miles Per Week with Assignar

Key Takeaways:

• ​144-mile saved round-trip by switching to digital timesheets for just one crew
• ​2 hours spent processing payroll instead of 2 days
• ​3 days of data entry saved by digitizing construction logs

Ultra Engineering Contractors, Inc. uses air and vacuum technology to safely locate utilities, allowing for safer excavation. For years, Ultra managed projects with a desk calendar and paper-based systems. Switching to Assignar saved them significant time, especially in payroll data entry.

The Old Way: Meticulous Paper Systems Suck Up Your Time

Ultra Engineering started with a desk calendar in 2014, numbering vehicles and listing daily details such as:

• ​Client
• ​Project
• ​Assigned employees
• ​Tasks
• ​Extra equipment
• ​Start time

They also used job tickets with carbon copies, daily logs on legal pads, and paper timesheets. This system worked with a small fleet but became unmanageable as the company grew.

Challenges included:

• ​Lost paperwork: Carbon copy job tickets were often misplaced, requiring new ones and additional client sign-offs.
• ​Trips to the office: Crews had to drive long distances (e.g., 144 miles round trip) just to drop off paperwork.
• ​Slow processes: Entering logs and timesheets into the computer could take up to a week, making payroll processing stressful and time-consuming.

The need for a centralized, online solution became clear.

The Solution: The Power of the Form

Ultra’s first step toward digitization was to find a replacement for the paper calendar. After evaluating other products, Assignar stood out, especially for its customizable forms.

Employees now fill out forms on their phones or iPads, with auto-fill and dropdown menus to ensure completeness. Office staff receives information instantly, enabling weekly billing and streamlined operations.

The Results: Saving Time, Miles, and Money

Adopting Assignar allowed Ultra Engineering to run most operations digitally, resulting in substantial time and cost savings.

• ​Resource scheduling online: 13 vehicles and 23 employees are managed within Assignar, regardless of job duration.
• ​No lost paperwork: All job tickets and logs are completed online, with instant client sign-off and photo documentation.
• ​No manual data entry: Logs are completed in Assignar and can be sent to clients immediately, eliminating days of manual work.
• ​Reduced travel: Crews no longer need to drive to the office to drop off paperwork, saving hundreds of miles weekly.
• ​Efficient payroll: Payroll now takes two hours instead of two days.
• ​Certification management: Employee licenses and certifications are tracked in Assignar, making them easily accessible.

Optimizing Vehicle Maintenance

Assignar is also used to track vehicle maintenance, which is crucial for trucks equipped with air/vacuum excavation equipment. Details recorded include:

• ​Mileage
• ​Equipment inventory
• ​Maintenance schedules
• ​Insurance and registration

Workers can report issues directly through forms, and the office team can monitor maintenance needs in real time.

Putting the Pro in Professional

Clients have noticed Ultra’s improved processes, with logs and reports now presented in a professional format. The custom printing feature allows the team to generate organized reports from raw data and images.

Ultra aims to provide service on par with large national companies, despite being a 23-employee business.

Get Back 1-2 Days a Week with Assignar

Switching to Assignar has saved Ultra Engineering significant time previously spent on administrative tasks. The team can now focus on growth and larger projects, with streamlined data management and reporting.

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For similar savings and operational improvements, Assignar offers demos and support for construction businesses looking to digitize their processes.