See the Whole Operation Live. End the Handoff Delays.
A Fortune 500 security logistics company replaced handoff delays between order and installation with one live view of the whole operation.
- Industry
- Government
- Focus
- Electronic cash management supply chain
- Time to go live
- Weeks, from a free trial
- 50%Overall cycle time cut
- 10,000+Products and customer data in one connected database
Getting a product, a piece of equipment, or a system from an order to an installed, working asset in the field almost always passes through the same relay of people. Someone sells it. Someone builds or provisions it. Someone schedules it. Someone installs it. Someone maintains it afterward. Construction, facilities, healthcare, gaming, and manufacturing operations all run some version of this relay every day, whether it’s a piece of equipment going into a hospital, a security system going into a casino, or a machine going onto a shop floor.
When each of those handoffs depends on someone finishing their spreadsheet and passing it along, the relay turns into a queue. Every team waits on the one before it. A missing field, an incomplete order, or a form that has to be tracked down slows down everyone downstream. By the time a customer asks for a status update, someone has to go find the answer instead of simply looking it up.
A relay of spreadsheets, one team at a time
A Fortune 500 security logistics provider needed better supply chain management for its electronic cash management product, covering customer orders, installation scheduling, shipping, and inventory tracking. The company set three goals: consolidate all its data into one place, give internal and external users access to it, and let each of them see the real-time view relevant to their part of the process.
Before TrackVia, the company managed all of this in Excel. Every customer order needed its own spreadsheet with more than 60 data fields, which then had to be uploaded to a separate order tracker. Fields were often left incomplete, so a full-time employee spent every morning tracking down missing information and calling sales reps just to get orders ready before the midday handoff to the manufacturer.
That process only worked one team at a time. Sales, manufacturers, installers, and technicians all had to wait their turn for the information they needed to do their part.
“Basically what we had was a static process that was full of lag time.”
From a trial to one live system in weeks
The company started researching off-the-shelf software in November 2008, tried a TrackVia free trial, and had a customized, web-based platform running within weeks.
Consolidate every order spreadsheet
The team’s first move was to consolidate every version of their order spreadsheets into a single database, then build filters so each stakeholder could see only the information relevant to them.
Let everyone work in the same system at once
That first workflow changed the shape of the whole process overnight. Instead of one team finishing their part and passing a spreadsheet to the next, everyone could access the same live system at the same time.
Block incomplete orders and unready installs
Required fields meant an order couldn’t move forward incomplete, which cut out the follow-up calls. Installations only got scheduled once the site survey and customer readiness were already confirmed.
Status reports in minutes, and one place for the whole job
Cycle time cut
The company cut its overall cycle time in half.
Daily status reports in minutes
The company’s largest customer, who regularly asked for daily product status reports, went from a report that took hours of manual, error-prone work to one the team could generate in minutes. That report became a tool the customer relied on to run their own operations.
One system for the whole workflow
TrackVia now manages the company’s ordering, inventory, rush order identification, installation scheduling, returned material authorization, and maintenance, all in one place.
A single connected database
More than 10,000 products and their associated customer data now live in a single, connected database.
After vetting out several other solutions, TrackVia quickly seemed like a perfect solution for us… Our needs change almost weekly as regulations and the industry evolve, and we needed the flexibility to constantly tweak our platform in real time.
Projects that used to sit delayed for weeks now finish in days or even hours.
With Excel, we couldn’t see what employees were doing. With TrackVia it’s easy to track work and view what exactly has been completed. This resulted in an 80% time savings.
I wound up being able to do the same amount of work with only eight people versus 13 and that became the driving factor for them to accept TrackVia.
We are very pleased with the ease of use of the mobile application. We are thrilled to have instant visibility of the sterilization process and to be able to see immediately where issues are occurring. This enables us to focus on our number one priority, which is our patients and their loved ones.
TrackVia has truly changed the game on software development and deployment. We created and rolled out a mobile workflow app with limited resources in a very short period of time.
Their solution provided the flexibility we needed to meet unique project requirements while affording visibility and control.
TrackVia has improved the accuracy of our data. In the past it was a chore for our coordinators to document issues in real time. Now, they can just open the mobile app or website, check a few boxes and they are done.
The first application I built—it was simple—I think it took 10 minutes.
Become a success story
Increased productivity
Do more work with the same people.
Reduced cost
Less manual work, rework, duplicate entry, and administrative overhead.
Reduced risk
Better compliance, evidence, accountability, and auditability.
Improved performance
Faster cycle times, fewer delays, earlier intervention, and higher service levels.
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See how we fit your operation
A working session on the workflows your crews actually run.