Air Maintenance

Air Maintenance cleans air handling equipment and vents for restaurants, factories and industrial environments. Most of their work is performed under a preventative maintenance contract. Each contract is different depending upon the maintenance schedule and equipment on site.

Old Software:

Rolodex, paper files, and Excel spreadsheets.

Problem:

Air Maintenance kept track of the maintenance using an elaborately coded 3x5" rolodex card. Each month two full-time staff members would go through the cards and write on a sheet of paper a list of customers to service that month. They used an Excel spreadsheet to create a schedule of service calls. They would then pull the files of each customer to determine the equipment to be serviced and the supplies (belts, filters) necessary to complete the job. Last, they would call the customer to schedule the appointments.

Time and Labor at Stake:

This process took the two staff members the entire month to complete one round of paper pushing and maintenance scheduling.

Software Solution:

MAS 90 with Automated Service

Effort & Labor Savings:

It now takes minutes to establish which clients need service, what service is needed, and what parts need to be ordered. Missed schedules and call backs for incomplete work are minimized. Through several phases AIS was able to help Air Maintenance create databases that included a parts list inventory, a service list, an appointment list and a re-order parts list in their new MAS 90 software.

Now one more full-time staff member works in the field as they no longer are needed for the tedious scheduling process. The second staff member runs these reports in minutes and their job has been changed to take on more meaningful responsibilities.

Customer Service Improvements:

The incidence of missed appointments decreased significantly

Return on Investment:

In addition to the labor savings and the improved customer service Air Maintenance is now able to analyze their ROI. They now have the data to tell if each service call and each preventative maintenance contract is profitable or not.

As there is considerable cost in having to send a service tech back to a given location if all the work wasn't completed or if all the right parts were not ordered it saves money to get it right the first time.

Counting call-backs or mistakes is not labor intensive and a meaningful measure to track overall effectiveness. Leaders in the field are now offered pay incentives to reduce errors as they are easy to track with the new MAS90 software.

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