WSM Business Management Software

Prepared by

Andy Fox andy@wirelesssm.co.uk

This document details a broad outline of the Service Management System and its individual sections as follows:-

Why WSM? Filemaker was chosen as the development platform because of its ability to be rapidly configured to provide a Bespoke Solution for every single Client, yet 90% of the system is common across all WSM Customers but our aim is to provide a solution that feels like it’s been written specifically for you with no compromises. The database has been developed over the past 10 years using Industry specific knowledge of WSM which is run by a former MD of a large independent Fire & Security Company and WSM’s Broad Range of Customers covering M&E, Facilities Management, Water Treatment, Fire & Security, Extinguishers, Tail Lift repair to name but a few and will work for any business that employs a mobile workforce. We deliver a Promise to provide you with a fully working populated database from day one in many cases, from order to delivery within 1 Month. The system was originally built solely around the use of Digital Pen Technology but is now multi-platform working with iPads, iPhone, Windows Tablet’s and Web Portals. Generally new Clients and existing ones are moving to iPads as the Technology is progressing rapidly as works in complete harmony with the WSM Business System.

Customers

• View and instantly click to all customer contracts, invoices, jobs, quotes

and orders • Centrally managed communications • Group contracts head and branch offices, access multiple addresses

and financial summaries • Full Turnover & Profit and Loss snapshot analysis report by customer

• Telephone Call Log

• Ability to Place a Client on stop and suspending current jobs • Prospect Customer “on the fly” creation and powerful sales Monitoring,

lead source, conversion ratio’s and Financial Reporting.

• Quick notes screen • Instantly highlight QA issues to comply with ISO9001 • Review historical summaries • Quick find data and customers with numerous search criteria • Embed and retrieve unlimited documents

• Built in hyperlink to show location map • Built in route finder from head office to customer address • Web Portal Access for Customers to review jobs, quotes, pull off

worksheets etc. • Fully integrated with Sage, adding a new customer on WSM, instantly

uploads the new Client. • Full Customer configuration to deal with SLA’s, KPI’s, multiple discounts,

Markups, Minimum call out charges, contract consumables etc.

Contracts

• Auto Quote Renewal of contracts with preset % increase • Raise monthly invoices for all contracts with a single click. Fully

controllable by date range. • Sophisticated invoice control of contracts, including after visit option

which raises the invoice when the Digital Worksheet is received. • Raise & Automatically schedule a whole years maintenance in

advance for individual contracts • Extensive site notes, passwords, parking, equipment data,

engineers notes, booking information and contact details • Embed documents directly into the system • Contract history showing all Letters, faxes, notes, jobs, E-mails and

invoicing. • Device listing. Create test reports listing every single piece of

equipment fully automated with Digital Worksheets with Outstanding devices to test view.

• Full Snapshot Profit & Loss analysis by contract detailing total engineering hours consumed, P Orders raised, Misc. costs, quote conversion ratios

• Re-assign a contract to a Different client including porting of all existing quotes and jobs with a single click.

• Cancel Contract Feature to cancel all outstanding works • Contract level schedule of rates, engineers skill sets, Pre-set spend limits

& control of consumables. • Embedded Site location map

Jobs

• Digital Worksheets imported directly into the system along with the data

file to auto update job progress to provide fully automated job management

• Automatic update of maintenance schedules

• Comprehensive job filters to show unscheduled work, overdue, ready for

Invoice, Jobs still needing to be sent to the client, SLA reports, Waiting Managers sign off, Custom filters etc.

• Instant E-mail to send a Digital Worksheet to the client along with

attached Photos with Descriptions and notes along with Custom Certificates

• Dedicated screen for jobs requiring attention • Jobs with Stock screen to auto Monitor jobs with stock so you only

schedule work when all stock has been received. • Attach up to 10 photos from a Mobile phone into a job. • Ability to E-mail jobs to engineers directly from the screen • Limitless user selectable job categories and types, both historical

and current • Re scheduling of jobs to different engineers • Quote directly from the job screen

• Full Profit & loss analysis by job • Fully Automated job Invoicing • Fully Automated Stock Management from captured stock data on Digital

Worksheets to update engineer’s stock level. • Ability to grab a GPS data co–ordinate of where the Digital worksheet

was sent from. • iPhone update of job status, onsite, delayed by, job notes etc. • Customer Feedback analysis on every job with a global report of overall

performance

Invoicing

• Single button export of all invoices to 3rd. party account packages such as Sage

• Fully Automated Invoice Creation • Instant E-mail of Invoice to client with a copy of the Digital

Worksheet • Auto creation of Engineers Commission, Managers commission

including sophisticated sales Target uplifts and sales reports • Credit Notes with auto credit of commissions • Filtered Invoice lists • Monthly Invoice Billing Filters to hold specific clients per job Invoices to

create a single Invoice with a custom excel breakdown report • Snapshot Profit & Loss Report

Quotes

• Create professional looking quotes in seconds with attached letters using ‘templates’

• Create the invoice with a single mouse click. • Embed and retrieve unlimited documents like drawings or product

leaflets • Instantly E-mail as a single PDF with Digital Worksheets and attached

photos with Description and Notes. • Filtered Lists to show, open, closed, accepted & not accepted quotations. • Instant Quote Conversion ratio’s filterable by Client, creator,

quote type, Date range. • Quick find

• Built in quote follow up tools • Instant Historical and snapshot WIP report showing current order book

Value, Invoice value remaining, labour and actual materials consumed to date

• Full Detailed Profit & Loss analysis of predicted against actual values

• Create instant Quotations out in the field using a paper Digital quote form

• Create & send instant Quotations out in the field using iPads or Tablet • Fully Integrated with MS Word, Outlook and Excel to create professional

word letters from templates at the click of a button. • Send multiple attachments to include product flyers etc.

Suppliers/Purchasing

• Control preferred suppliers and set expiry dates to prevent raising new PO’s for supplier who need to send an annual insurance certificate for example

• Instant Supplier Total Spend • Show All Payments • Instant auto Update to Sage of Suppliers Invoice data to

update their ledger • Instant Snapshot of Total Ledger outstanding • Auto update of Stock Status to show when partial or full stock

has been received • Embed suppliers Invoices Digitally against every PO • Filtered lists to show all Purchase orders, in dispute and

outstanding • Quick find

• Full stock management including Re ordering of stock with a single click • Full automatic Stock control at Warehouse, Branch, Van and engineers

levels including Instant snapshot of current stock values at each level and as a business as a whole

Projects

• Dedicated Project area for large, long term Projects • Project Planner to track progress of Project, auto update of

tasks using Digital Project forms • Full Cost Control preventing overspends • Instant snap shot of Profit & Loss • Create & Manage Variations • Create & Manage Valuations

Scheduler

PPM Planner

Scheduler/PPM Planner • Raise Jobs in seconds

• Instantly E-mail and or SMS jobs to engineer with one click

• Drag and drop jobs into the calendar

• Fully intelligent job push capability built in to push the engineer’s next job based on post code of last job.

• Full diary planner with fully customizable bookings such as Holiday, Sickness, and meetings

• Full conflict resolution to prevent double bookings

• Fully customizable view of engineers by area, skills

• Fully customizable views by day, week duration

• Job overview screen showing engineers loadings

• View engineers outstanding jobs in a split screen to allocate and drag directly into the diary

• Extremely flexible job report screen to find outstanding and or completed jobs by virtually any search criteria, by engineer, contract,

customer, job type, date, week, date range etc. etc.

• Instantly E-mail customers a HTML report and embedded pensheet of

a single job or hundreds. Extremely useful for compliance with SLA agreements where a monthly update of jobs status is required.

• Plan multiple resources to a job

• Create unlimited follow on jobs to a master job number

• Full forward planning of a contract or project schedule using a simple graphical interface

• Real time update of contract maintenance visits using Digital PPM forms and a simple traffic light system. These are also exportable into an Excel template for printing and web enabled to upload to a Web portal for customer access if required.

Audit & Settings

• Full audit Trail of all major transactions which shows which user carried out which action which is fully compliant with ISO9001

• Inbuilt security based on login name to hide financial information and control what functions can be performed by the user.

• Instant Reporting of Engineers Productivity so there is no requirement for Engineers Timesheets

• Staff screen to control and set both engineers in the field and admin staff to access the database.

• Company settings screen to customize letters, faxes, quotes etc. • Inventory/asset settings to create customized lists of Maintenance

equipment and types. • Staff payroll, based on the data contained within the Digital Forms we

can capture Expense data ( which will not be seen by the client) and can automatically produce staff payroll records including Holiday/Sick

Help Centre

• Comprehensive Help Centre to show click by click instructions on all parts of the system

• Intelligent search function on keywords to bring up all found help records

• New Features area to highlight newly added functions • Customer specific help area to highlight requested development

changes • Suggestions area to log system suggestions/Improvements

WSM Remote

WSM’S ‘ iServV4 Business Management Software now offers simple to use remote secure access to the live system from iPads, iPhones and Windows Tablets . It can also be accessed via the Internet where a cut down version of the system can be accessed by your Clients, managers and engineers. OFFLINE MODE IS USED TO COMPLETE ALL JOBS

ONLINE MODE ALLOWS THE LIVE DATABASE TO BE QUERIED

OFFLINE MODE ENGINEERS COMPLETE ALL JOB DETAILS

ONLINE MODE IS USED TO VIEW HISTRICAL DATA

ONCE A JOB IS COMPLETE, THE ENGINEER SIMPLY SYNCS BACK TO THE SERVER HIS COMPLETED JOBS AND COLLECTS ANY NEW JOBS

• We will re produce your forms in Digital format for the engineers to complete. • Professional client facing PDFs of the forms are produced. • Forms can be E-mailed directly from the iPad, main system or web portal • Accept / Decline/ Delay Jobs, view engineers own job lists

• Automatic job push of next job

• View jobs for the next day/week/month, find nearest job by postcode

• Display job location, search for jobs

• Dynamic stock control from Engineers vehicle or site, auto replenish triggers

• View contract information, previous maintenance, site contacts, and

engineering data • Update job details/engineer notes, timesheets

• Search for contracts and customers

• View historical forms

• Access technical details and manuals

• Can be used for full asset collection and PPM testing

• Provide a customer web login to view live job status & reports

A free App, Filemaker go is loaded onto the iPad, the iPad then connects to the users mobile phone wi-fi hotspot ( Tethering ) 3G or Wi-fi is then used to connect and the whole sync process takes less than a minute. The Engineers then drops to offline mode to complete the work.

13

WSM Fleet Link

WSM’S ‘ Digital Pen Plus’ Service Management Software now offers full

integration with

The WSM Scheduling software can be dynamically linked to provide enhanced

scheduling features in conjunction with TomTom Webfleet such as

9 Accept / Decline/ Delay Jobs directly on the Tom Tom unit

9 Send Job details & routes to the Tom Tom Unit

9 Automatic job push to the closest engineer

9 Find best Route for days scheduled works

9 All the benefits and savings of TomTom Work

WSM

Wireless Service Management Ltd

www.wirelesssm.co.uk

« Tel 01285 851888

« Mob 07900 987586

«andy@wirelesssm.co.

uk

www.wirelesssm.co.uk

Company Registration number 6074522

Registered address, 145-157 St. John Street, London, EC1V 4PY