Get a behind-the-scenes look at how Summit IT Solutions turned Barbicas Construction Company’s inefficient manual processes into a centralized operations infrastructure, delivering:
- Higher efficiency
- Enhanced resource management
- Easier decision-making
- Smoother operations
- Greater productivity
Executive Summary
Barbicas Construction Company was stuck using old, inefficient processes that caused delays and clouded decision-making. The team was looking for a technology solution that could help them turn pain points into capabilities. After considering several off-the-shelf products, Barbicas Construction Company chose Summit IT Solutions, a hardware and software solutions provider, to build and roll out a custom application that boosted efficiency and enhanced operations.
IT Solutions That Work
“Accuracy and continuity are greater than I anticipated through the use of the pull-down menu for item selection.” – Barbicas Construction Company IT Manager
Client Background
Barbicas Construction Company is a family-owned, full-service paving contractor. It serves the Ohio market for residential, commercial, and roadway construction. Founded in 1962 by Louis Barbicas and headquartered in Akron, the company has evolved from a small asphalt and concrete venture to a trusted authority in the construction industry.
The Challenge
Construction is a tough business. The work is hard, but the operations can be even harder. When resources are mismanaged, costs can quickly eat into profit margins, so it’s imperative for construction companies to constantly look for more efficient ways to operate.
Barbicas Construction Company realized that some old processes could be improved with technology, so the team came to Summit IT to make that happen. Of course, a business doesn’t last for over 60 years without developing successful processes, but being successful doesn’t mean there isn’t room for improvement.
To start with, Barbicas Construction Company was still using paper forms on-site. These forms had to be manually filled out and physically delivered to the office for approval, which took too much time, caused delays, and often led to mistakes.
This was especially problematic for teams working on projects far from the main office. These teams might only report to the office once a week, so form delivery was even slower in these cases.
Managing operations was also difficult. Tracking equipment, jobs, vendors, and user access was cumbersome without real-time data. And since Barbicas Construction Company needs to follow significant compliance requirements for government contracts and union workforce agreements, these operational difficulties were magnified.
This lack of up-to-date information meant that making quick, informed decisions was more difficult than it should have been. The manual processes were labor intensive and prone to errors, slowing operations and increasing the chance of miscommunication.
All of this led the team at Barbicas Construction Company to look into several off-the-shelf applications for data entry and submission capabilities. While Barbicas Construction Company’s enterprise resource planning solution had standard reporting capabilities, the generic reports weren’t flexible enough for the company’s needs. They found the same limitations with other vendors – either essential features were missing, or the customization would be too costly. They needed specific, powerful reporting features that would actually improve decision-making.
Barbicas Construction Company realized it needed a cost-efficient custom solution to replace its inefficient paper-based system. The company needed software that could streamline work and reduce admin tasks while providing accurate and continually updated information for better decision-making.
In short, Barbicas Construction Company didn’t need to scrap the processes that worked for decades. It just needed a way to collect and transmit data more quickly and efficiently. Fortunately, the team was already working with a vendor with the expertise to build exactly what they needed.
How Summit IT Found Solutions
Barbicas hired Summit IT Solutions to manage its IT infrastructure in 2016, so it made sense to expand our relationship. By avoiding a search for a developer, Barbicas Construction Company accelerated the timeline to a solution.
The Plan
The Summit IT software development team met with the Barbicas Construction Company teams to listen to their struggles and understand their needs. Our team learned about their workflow and problems to better understand the data that staff interacted with every day.
Our team used Barbicas Construction Company’s paper forms – the same ones that were causing headaches – as the framework for the new software. Using a familiar format to build out the new platform made sense from two perspectives. First, it’s much easier for users to adopt a new system if it looks and feels similar to the old one. And second, the learning curve is much faster.
Next, the design and development phase began. The Summit IT team built mockups and workflow diagrams to show how the new application would work. Barbicas Construction Company reviewed the designs and gave feedback on what needed improvement. From that feedback, Summit IT developed a prototype for a custom application. The Barbicas Construction Company team then tested and made suggestions until it met their needs.
Our Custom Application
The program is web-based and consists of two main features. The first is a robust remote form submission capability. Foremen in the field are now able to submit their daily reports regardless of location. With faster access to that data, management is able to operate more efficiently.
An additional benefit to using digital forms is that the data can be standardized. This helps streamline decision-making and improve accuracy.
The second main feature is the application dashboard. Data coming in from the field is consolidated and fed to the dashboard. Having the data centralized here lets managers view and approve submissions in real-time, which greatly expedites the approval process.
The dashboard also includes an array of reporting tools. Managers can generate detailed reports that make it easier to manage equipment, track jobs, and oversee vendors.
Perhaps just as important, the dashboard and reporting help ensure that Barbicas Construction Company meets government and union compliance metrics.
Rolling Out the Application
With design and testing complete, Summit IT rolled the application out to the Barbicas Construction Company team.
Office staff would access the application through a web browser, and field staff used iPads to access the new system. Everyone then attended training sessions to learn how to use the application.
Once staff had completed training, Summit IT and Barbicas Construction Company management carefully kept track of any issues. This allowed everyone involved to make sure the application was exceeding expectations.
The Results
Efficiency Improvements
The biggest benefit was time savings. Switching from paper to electronic forms eliminated the wait for documents and allowed for clearer communication and fewer mistakes.
The change was especially helpful for teams working far outside the office. Thanks to mandatory form fields, staff members get the data they need in every submission. There’s no need to make follow-up calls to track down a missing paper form.
The application’s centralized dashboard provides Barbicas Construction Company managers with real-time data access at their fingertips, allowing them to make faster and better decisions. Approvals are done quickly, which improves operational efficiency.
User Feedback
Feedback from Barbicas Construction Company employees was very positive. They found the application easy to use and better than previous solutions.
For employees with prior experience using other applications, the difference was notable. They found that the custom solution worked much better for their needs. This positive feedback highlighted the value of a solution designed around the business and its workflows.
Operational Benefits
The application improved how Barbicas Construction Company managed equipment, jobs, vendors, and user access. This led to better resource allocation and planning. It also allowed office staff to modify reports live, enhancing accuracy and consistency. And with information readily available, they can quickly head off contract and labor compliance issues.
Future Prospects
Summit IT continues to support Barbicas Construction Company with IT managed services, ready to meet new needs or improvements. The new software has opened possibilities for further automation as well. For instance, integrating data into Barbicas Construction Company’s payroll system from operational reports would reduce the amount of manual entry required now.
Overall, the custom software solution Summit IT developed has helped to transform Barbicas Construction Company’s operations. Since the rollout, Barbicas Construction Company has enjoyed higher efficiency, accuracy, and user satisfaction.
At Summit IT Solutions, we know there are no one-size-fits-all software packages that address every unique business challenge. And as Barbicas Construction Company found, the benefits of custom software development are immense.
Barbicas Construction Company’s successful implementation allowed the entire staff to become more efficient and contributed to a better working environment. Now, it’s much easier for staff members to get the information they need to do their jobs, and that’s a win for everyone.
Find the Summit IT Solutions That Work For You
Are you:
- Tired of inefficient manual processes?
- Unable to get the real-time data you need?
- Dissatisfied with off-the-shelf software solutions?
We’d love to help turn those problems into success stories. Schedule your free consultation today and find the IT service that fits your needs with Summit IT Solutions.
About Summit IT Solutions
Founded in 2000, Summit IT Solutions is a leading information technology firm and provider of IT services in Northeast Ohio. With deep expertise in IT managed services, Summit IT partners with Fortinet, 8×8 Phone Systems, KnowBe4, Lenovo, Dell, and other industry leaders to deliver expert IT solutions for businesses of all sizes.
Contact Summit IT Solutions
To learn more about how Summit IT Solutions can help you reduce costs and improve productivity, reach out to our experts online or call 330-785-9467.