Serdata is the system designed to grow your company in a simple and safe way. A complete solution that, together with the computer, helps you manage every aspect of your cleaning company with precision and speed. It is to all intents and purposes a Project Management software: it allows you to organize the work, monitor its progress and improve efficiency and budget.
This work management and organization software allows the entrepreneur to always have the essential data of his company updated in real time which highlights his state of health. It is very easy to use, it does not require software or hardware knowledge because it is provided complete with a course at the company’s headquarters. It works online, thus allowing you to connect multiple locations simultaneously with a simple MODEM, and tele-assisted, thus allowing any accommodations or program updates in any area of Italy in real time.
Through Serdata you can acquire orders, save time and money. In such an effervescent market like this, a cleaning company cannot be managed in improvisation or according to the entrepreneur’s personal styles. It is first necessary to develop one’s sales force to maintain the company’s market share or to develop one; it is essential to refer to precise budgets established at the time of acquiring a contract; it is essential to know at what price to sell at a given time, or to simulate multiple offers for a tender to choose the best one. Serdata is designed to leave more time for sales, to always have all the company numbers at hand, to save many hours of work for its employees, to achieve a competitive advantage over the competition.
The basic program is created in 4 +2 modules, perfectly integrated with each other but at the same time also functioning individually. This is to allow even the smallest company to start with the most optimal module for it and integrate the others later. Below you can see how the program is organized.
One of the delicate phases of the cleaning company is the setting up of a site, the drafting of work budgets, the assignment of departments and working hours to individual employees, the control of pre-established turns and their possible corrections.
In module 1 when we will enter, only in the initial phase, the employee and site records (the program manages an unlimited number of employees and sites), the employee’s hours and working days.
At this point it is Serdata who enters the scene. Develop the data entered month after month by recognizing holidays, weekday or holiday overtime based on what we have initially uploaded. On the 1st of each month, the operator will simply have to launch the “UPDATE MONTH” function specifying the requested month and in a few seconds he will have the preventive situation (based on BUDGETS) of what all his employees will do, in the form of attendance sheet, required by INAIL regulations to avoid rewriting it manually.
So subsequently you will simply have to manage the exceptions (absences) to get the final result at the end of the month. The entire phase is automatic and therefore allows the daily, weekly or monthly analysis of the hours foreseen for the contracted services. This allows the intervention of remedial actions before the monthly work cycle is concluded.
Noticing only at the end of the month that you have exceeded the estimated hours does not bring great benefit because in any case the excess hours will have to be paid. BETTER KNOW FIRST.
All information is managed in real time, allowing summaries on screen or in print. We found that the average saving on execution times of this procedure performed with the SERDATA program is 80%.
All the work previously carried out in the STAFF ATTENDANCE module is imported into this module, always automatically all the production data are transformed into economic values to control the profitability of the individual site or of the entire company.
Therefore we will have reports relating to the cost of ordinary and extraordinary labor, incidence of absences and so on for all production items. We will therefore add the cost of materials, equipment and fuel, practically all the expenditure items of the site.
We will then insert the implications for administrative and commercial management. At this point we will have the exact economic trend of the month, the average hourly cost and sales price. Thus it will be very simple to identify the real contribution margin and analyze how much to ask for a given service or for a contractual adjustment.
Generally the attentive entrepreneur already has this data; otherwise it would be possible to carry out correct management of your company. But how long does it take for your employees to continuously update this data or make changes to simulate new situations?
Time savings with the SERDATA system have been estimated at 70%.
To carry out their work, service workers need equipment and materials which must be supplied with a certain frequency, according to personalized needs.
It is therefore necessary to plan supplies and have both the consumption situation of the site and that of warehouse storage updated. The SERDATA system allows you to carry out these operations in a completely automated manner. The module automatically offers you the delivery directly with the date, customer address, best delivery time, prints the delivery note and updates the warehouse.
Just as it offers you the items in stock to purchase with the usual supplier and the quantities. At any time you can find out the general situation, site by site, of the warehouse divided by costs and quantity.
All this can also be customized with material usage sheets, on screen or in print. This makes the work much easier even for the less experienced. Even if the general impression is that saving on products has very little impact on the rest of the costs, we are of the opinion that even if we save just one million to be allocated for sale to acquire a new customer then it is very important to also check this item.
The invoice is an important step for the company because at that moment all the efforts made during the performance of the service are summarized.
It is therefore important to have the billing information at hand without neglecting any extra fee service that has been provided to the customer.
SERDATA helps you remember this information because first of all it allows you to automatically invoice fixed fees without having to reshuffle the information; then through special printouts it allows you to check all the extra hours that were carried out during the relevant period.
From this control the extra invoices can arise automatically or manually which will increase the revenue.
In addition to all this, this includes the management of a powerful customer schedule, the management of paper or diskette bank receipts, the possibility of duplicating similar invoices without having to reset them.
For a company, statistics are of fundamental importance for assessing existing situations and planning new contracts.
SERDATA becomes the best tool to carry out these checks because the statistics module assembles all the information deriving from the PERSONNEL ATTENDANCE, BUDGET, WAREHOUSE, DEPRECIATION forms to obtain the company indices. Statistics allows, starting from current data, to analyze the situation and take corrective measures to make changes to existing situations and adjust when budgeting for new contracts.
The SERDATA cross-statistics include the most important budget indices such as site yields, hourly procurement costs, absenteeism percentages, and costs per square meter of products and equipment.
A correct and periodic check of these parameters allows you to verify, from within the company without being present outside, the progress of your contracts and therefore to have your finger on the pulse of the situation.
Knowing where the equipment is located is useful as it saves you time in times of urgency.
The equipment module allows you to have complete management of your equipment knowing its location and use in the workplace at any time. Knowing how long a piece of equipment is used allows you to understand whether it is appropriate to purchase another one for a new job or whether to optimize existing ones and therefore save on costs.
In addition to this information, it is possible to obtain automatically the depreciation and maintenance costs broken down by site according to the use made of them on the various contracts.
If vehicles as well as equipment need to be managed, the program provides maintenance times not only in days but also in kilometres; in this situation the vehicle/equipment will be kept under constant control and it will be prevented from deteriorating more than necessary.
Repairs due to non-compliance cost much more than normal maintenance.
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