Case Study: Resource Manager Application
Our client (not named for security reasons) is involved in hiring specialist equipment, crew and vehicles to the TV and Film industry across the UK, as well as abroad. They needed a system to manage their massive inventory of equipment, as well as crew assignments and vehicle hire. An existing bespoke Access database was in place, but the performance was terrible. They also used a basic Resource Planner application which was good at what it did, but was very limited. So they came to Hero to create a complete bespoke solution for their business.
Such has been the success of the software that, at the time of writing this case study, Hero are currently working on Phase 5 of development.
Key Features
Powerful Gantt Interface
Built at the centre of the application, a Gantt chart interface was developed to display all resources and bookings. This was a major requirement for our client from the start, but many other suppliers they approached tried to persuade them to consider alternatives (as they knew it would be tricky). Admittedly, it was new to Hero at the time, but at the end of the project the client had exactly what they wanted.
The Gantt features drag and drop functionality, graphical indicators and colour coding, along with flexible filtering and grouping tools to give them lots of options for displaying the data in a clear and concise way.
Drag & Drop Functionality
The interface features powerful drag and drop technology to quickly build up kit lists for a job or quotation. Preset packages can be easily dragged in and all the individual items are automatically added. As well as saving huge amounts of time, this method also cut down errors, reducing the chance that important items were left off the job by accident.
Upon adding equipment, the user can then assign specific serial numbers to the job, having first seen the availability of all relevant equipment in the inventory for the period required by following simple colour coding patterns (e.g. orange = unavailable, green = available etc.).
Complex Pricing Models
As well as incorporating standard rate prices for items and packages, the system also needed to be flexible enough to allow deals to be negotiated for clients. Prices are calculated automatically, following complex pricing rules (e.g. 7 days for the price of 4), but the user has complete flexibility to apply discounts on individual items, groups of items, or the entire quote. The user can also lock prices once they have been agreed so if equipment is swapped or added later down the line it doesn't affect the agreed price.
Live Display Screens
As part of phase 3 of development, dashboard displays were developed and linked into the database to give staff in the warehouse an at-a-glance up to the minute view of jobs coming in and going out. These dashboards are projected on plasma screens across the warehouse.
Two Applications Are Better Than One
During development it soon became clear that another set of users (working in the warehouse), who only had specific requirements from the application, were being overlooked. Although the functions they needed were in the main system, it was hidden within everything else and was over-complicating the tasks they needed to perform.
At the suggestion of Hero, the system was split into two different applications - Office Manager and Warehouse Manager. The second application pointed to the same data store, but only included the functions the warehouse staff needed. This second application (developed at no additional cost) has proved to be a real asset, and additional functions have since been added to further enhance this application for warehouse staff.
Benefits Gained
Our client has seen a huge reduction in the amount of time spent putting together
quotations and jobs. Pricing is now more accurate, and the error rate due to missing
equipment has also reduced. The reporting tools within the application also allow all
manor of statistics to be produced on demand.
Such has been the success of the software that, at the time of writing this case study,
Hero are currently working on Phase 5 of development, integrating elements such as
CRM functionality, accounting, and other elements of the business.
More Information
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