Acceligent

A robust project management software empowers contractors to control their entire process easily — from budget estimation and planning to daily work order assignment and reporting.

Client
Industry
Duration

Project overview

Acceligent is a complex project management SaaS built for customization. We have worked closely with the development team and product manager for over four years and built it from the ground up. The close collaboration helped us get a good grasp of the industry and its pain points.

In this case study, we are going to focus on just a few significant parts of the system:

  • The Schedule Board - best described as the command center of a modern construction company, this digital canvas embodies all assigned work orders within a given time frame.
  • Work Orders - the building blocks of Acceligent contain all necessary information to complete a daily task. Work Orders are created and assigned through the Schedule Board and visible on the employees' mobile applications.
  • Field Reports - customizable for each company, these mandatory daily reports of completed work are filled out and submitted for review by superintendents.
  • Time Sheets - an essential puzzle piece of Field Reports, where employees log time spent into categories of work. Daily time cards are signed and submitted for approval.

Schedule Board

Before Acceligent, the client managed daily Work Orders on a regular whiteboard with a grid overlay using magnet labels and erasable markers.

This analog way of tracking had multiple drawbacks and challenges - the human factor being the common denominator. Such a scheduling system was long overdue for a digital transformation.

Physical schedule board

Desktop experience

The digital Schedule Board consists of three main parts: the resource sidebar on the left, the work order grid on the right, and the utility bar on the top. It is a treasure trove of information, and although its primary use is not intended for narrow desktop resolutions, we made it work nonetheless.

Schedule board on desktop

Anatomy of a work order

We've carefully crafted the Work Order card to fit all essential information so managers can quickly identify and keep track of daily work assignments and resources. Editing labor and resources is as fast as dragging and dropping items in or out of a Work Order. Using color coding, we communicate resource attributes, e.g., employee skills, roles, driving license possession, primary office location, and multi-assignments.

Anatomy of a work order card
Schedule board resource sidebar

Anatomy of the resource sidebar

The resource sidebar tells managers about available resources for Work Order assignments, grouped by office location. Managers can utilize unlimited placeholder items to reserve an empty "slot" on a Work Order, allowing them to define a required role with a specific skill set later.

Smart TV experience

Targeted at a resolution of 4096x2160 pixels, this is a fitting job scheduling experience. Employees can view 60 Work Orders at a time without scrolling. When required, users can switch it into read-only "kiosk mode," which automatically shuffles through the daily assignment with a custom time delay - similar to an airport flight schedule screen.

Schedule board on smart TV

Testing on smart TV

Smart TV hardware

Hardware Installation

Out with the old - in with the new! An 80-inch, 4K resolution, touch-enabled, heavy-duty screen was installed in the client's customer's office for testing.

Testing the schedule board

When tapping on a Work Order header, employees can access the Work Order details form and edit details using a Bluetooth keyboard. Ultimately, multiple users can edit the Schedule Board simultaneously from various devices (TV, desktop, mobile).

Testing Acceligent on Smart TV

Field Reports

Supervisors are required to submit daily reports. Before Acceligent, the reports consisted of stacks of chart forms. Among other downsides, these forms asked for redundant information, which made reporting time-consuming and inefficient.

The main challenge was designing a system that could adapt to all possible scenarios since Field Report charts vary significantly between companies and the type of work employees do on a single Work Order.

Physical field report chart

Building reports

The custom report-building process starts with building "report blocks" and then using them to build custom report types. This process allows the reuse of report blocks inside multiple report types if needed, allowing for more flexibility and time-saving.

Field report builder

Editing reports

Here we see an employee editing a Field Report. The currently active report block "Clean & TV" is for a specific job type, while the foreman report, traffic control, and disposal are shared report blocks that appear on every Field Report, regardless of job type.

An empty field report

field reports on the mobile application

Instead of filling out stacks of yellow charts, employees can now use the Acceligent mobile application to tap through Field Report blocks. We adapted the experience for the smallest possible device viewport, adding diverse space-saving interactions, accordion elements, and "sticky headers" to maximize space and ease of use.

Mobile field report
Multiplayer on mobile app

Multiplayer mode

The development team did a fantastic job implementing our vision of the multiplayer mode, allowing multiple users to edit the same Field Report simultaneously - on any device.

Submitting for review

Timesheets are an essential part of every Field Report. Employees must log their time after every shift, and the superintendent will sign and submit the entire Field Report for further review.

Signing field report on mobile app

Field report lifecycle

All Field Reports go through a 3-level review cycle by varied roles within the company. Reviewers can reject a report, ask for adjustments by writing a global comment or leave comments on specific sections within the Field Report. We mapped the process below to align the entire team uncovering edge cases along the way.

Field report lifecycle

Time Sheets

Time sheets are an essential part of the work process and the responsibility of individual employees. They are vital for financial analytics and, most importantly, for employee compensation calculations.

Due to regulatory restrictions, only employees can edit their own time. However, time cards submitted for review can be rejected if errors are detected and need to be remedied.

Tracking time

Mobile time card

Updating a time card

The Time Card module functions as an elaborate stopwatch. There are four categories for time tracking: shop, travel, job, and break. While switching between time categories, employees can choose a Work Order with which to associate their time. They can also adjust time recordings manually and will see a notification if there are any gaps in the timeline.

Time overlap detection

The mobile app is smart enough to warn employees of overlaps in their timelines. Overlaps are a blocker for ending a shift, so they need to be resolved either automatically or manually correcting activity start and end times.

Time overlap detection on mobile
Signing and submitting a time card

Signing & submitting a card

Similar to Field Reports, time cards are signed and submitted for review by each employee.

Reviewing time sheets

When reviewing time sheets, a manager can see all categories of logged time for each employee displayed in relative timelines. The job category time holds additional segments according to time spent using a piece of specific equipment.

Time sheet review

Employee labor time card

Filled, signed, submitted, reviewed, and approved time cards are locked, and neither managers nor field workers can make additional edits.

Time card item
Customer report printout

Printed reports for Customer

After each daily Work Order cycle, Acceligent generates a printable PDF report and shares it with the customer. Although there is a lot of color coding in the design, we have made the printable version entirely usable in greyscale, as is often the case in office environments.

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