Internal Use Only Public Sector Industry Brief Types of agencies

Internal Use Only

Public Sector Industry Brief
Types of agencies

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  DOT- Road Maintenance– Snow removal, repair, cleaning, etc
  
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  Social Services: Child services, Senior services, Health services, etc
  
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  Business Inspection Agencies: Contracting, housing, business, restaurants, etc
  
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  Public Safety Agencies: Fire, Police, etc
  
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  Non-Profit Business: serving government interests
  
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  School Districts: City and county schools
  

Typical types of workers

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  Social Workers and Car Givers: Travel to and from individual homes to conduct inspections of individual health and living conditions and provide care throughout the day.
  
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  Public Service Inspectors: Travel from business to business conducting all types of inspections, based on the type of agency, typically for safety and health type violations, etc.
  
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  Maintenance Drivers: Snow removal, road service, garbage, etc. These are not delivery drivers, but are more performing a service as the driver.
  
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  Public Safety Workers: Work on the streets, or out of cars: police, fireman, etc.
  
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  Maintenance Workers: Performing building maintenance and cleaning services for government building, schools, etc
  

Job Situation

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  There are primarily two types of government workers:
  
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    Those that check into an office at the start of the day to punch a time card, get their assignment list/route for the day and to pick up company vehicles – Police department, DOT drivers, etc
    
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    Those who use their own cars have their appointment list sent to them and typically drive from their home straight to their first assignment- individual and business inspectors.
    
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      These employees have to track their own time and either drive into the office to drop off their time cards once a week or have to fax them in.
      

Top Key Challenges

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  Having visibility of where their drivers, inspector and field employees are
  
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    Being able to see where they have been, where they are and where they are headed next
    
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    Being able to see how long they were at a location and tracking time between stops
    
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    Having this type of visibility is crucial to being able to respond to new or changing situations
    

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  Collecting Customer information
  
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    For many government employees, collecting location, job site and information about individuals is a core part of their job. Inspectors have different types of forms that have to be filled out along with collecting specific information around the time, date and length of the inspection as well.
    
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    Having the ability to quickly and accurately capture this information is critical as it can impact anything from permit approvals, to budget funding or shutting down unsafe or non-compliant work environments.
    

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  Managing urgent situations
  
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    Government employees constantly have to deal with unforeseen changing and urgent situations where they need to deploy additional people or re-route employees in one area to another one.
    
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    They need to be able to quickly see where their employees are in the field and need a system to help them contact all of them and quickly mobilize them as needed.
    

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  Proof of Service
  
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    Collecting and providing proof to the public that a job or service has been performed is critical to employees in the government sector.
    
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    Having proof that an inspection was completed, a road repaired, and a service provided is necessary to maintain public trust.
    

Additional Key Challenges

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  Accurately Tracking and Managing Payroll
  
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    For employees who work in the field and don’t come into the office each day they either have to take the time to drive their time sheets in or have to fax them in. That information then has to be manually entered into a payroll system creating opportunities for errors.
    
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      The time card “honor system” creates opportunities for employees to record “not completely accurate” time entries. Most employees (companies) round to the nearest 15 minute interval.
      
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    The process of manually collecting data and then have it manually processed by office staff is both time and cost intensive.
    

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  Job Dispatch
  
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    Depending on the type of agency, jobs or assignments are typically provided at the beginning of the day via paper or electronic work orders. Creating this information can be time consuming. Employees either have to pick up their assignments at the beginning of the day or have them sent to them.
    
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    The manual creation of work orders can creates opportunities for errors and mistakes which can impact the quality and timing of jobs performed and can impact productivity.
    

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  Reducing Mileage expenses
  
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    For government agencies where their employees use their own vehicles accurately tracking and processing mileage expenses can be a challenge.
    
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    They are dependent on employees filling in mileage reports (both accurately and honestly) without any means for validation.
    
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    Plus, the manual processing of this data can be time and resource constraining.
    

How Xora Can Help

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  Providing visibility to where drivers, inspectors and caseworkers are
  
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    With Xora location services, a dispatch manager can see on a Google Map where mobile employees have been, where they are and identify who is closest to the next visit or job.
    
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    This information can be used to improve job routing and dispatch and help dispatch managers respond to customer questions.
    

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  Collecting critical (inspection, location, individual) Information
  
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    A key responsibility for many government employees responsible with visiting individuals or inspecting businesses is documentation around their visit (date, time, location, who they met with, how long they were there) and filling out specific forms or documents.
    
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    Instead of manually recording this information on a clipboard which then has to be processed, it can be recorded with a Xora Mobile Form on their mobile device.
    
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    In addition to capturing survey information, Xora’s Mobile Forms can also capture gps location and time stamped photos and signatures as well.
    

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  Capturing Proof of Services
  
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    Xora’s GPS locations-based services enable agencies to document when an employee or driver has arrived at a location, how long they were there and when they leave. Plus, employees have the ability to capture photos and signatures as to demonstrate they have completed their visit or assignment
    
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    All this information is stored and can be extracted as proof of service
    

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  Managing Payroll
  
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    With Xora Mobile Timesheets employees can clock in, clock out and record breaks, all on their mobile device. No more time wasted driving into the office to punch a time card or spent filling out timesheets that have to be faxed to the home office and manually keyed into the payroll system.
    
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    Xora’s Timesheets are ‘GPS’ stamped, providing the exact location and time that the employee clocked in or clocked out. This feature, and the knowledge by the employee that it exists, usually brings about a dramatic increase in field timesheet accuracy.
    
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    With Xora GPS location services, employers can set the system to automatically trigger timesheet entries when an employee enters and leaves a job site.
    
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    Employee time data can be electronically pulled from Xora and then integrated into your existing Payroll system, helping to streamline the process and reduce data entry time spent by office employees
    

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  Tracking Mileage and Fuel Expenses
  
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    Xora’s GPS location services make it easy to analyze routes taken by service techs, giving managers clarity to where they have been and how many miles were driven.
    
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    This information can be used to streamline driving routes, more accurately track mileage and determine if vehicles are being used for unauthorized purposes
    
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    For those employees, who expense mileage on their own vehicles, Xora provides mileage forms to make it easy to record odometer readings which then can be verified by the GPS location services
    

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  Job Routing and Dispatch
  
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    With Xora’s GPS Location Services, a dispatch person can easily see where all of their drivers or field employees have been and where they are now with Google Maps and rout the closest one any new jobs. Especially in the event of an emergency or urgent situation.
    
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    With Xora’s Mobile Jobs Management function, dispatchers can easily assign new jobs or visits for the new day, as well any other ones that that might come up with all of the key details directly to the employee’s mobile device. Employee’s can instantly access this information and update it as the assignment progresses.
    

Xora Benefits

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  Help reduce overall payroll and overtime costs
  
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    With mobile, GPS-stamped timesheets, employers can more accurately track employee time, thereby helping to reduce overall payroll. Plus, they can set up alerts to warn them before employees incur overtime so they can take appropriate actions to avoid it.
    
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    With Xora Mobile Timesheets and payroll integration services employers can greatly reduce the office time by up to 50%* or more spent on processing payroll
    
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    Customers can see up to a 10%* or higher average reduction in overtime and overall payroll
    

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  Increase productivity and profitability
  
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    Xora provides detailed reporting and information around delivery routes, time and mileage spent between stops and time spent at each location. This information is commonly used by customers discover ways to cut costs and increase productivity.
    
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    With Xora Mobile Forms and Timesheets, field employees can process information customer and time information with their mobile device saving them time from manually capturing this information and sending it back to the home office. Plus, this reduces the manual data processing time for office staff.
    
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    Customers have seen up to a 20-25%* increase on average in overall field productivity
    

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  Reduced Fuel and Mileage expenses
  
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    With Xora’s GPS location services employers can better route service techs to new jobs, track accurate mileage and ensure that trips were made for business purposes.
    
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    Customers have seen as much as a 15%* reduction or more in overall fuel and gas expenses.
    

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  Increased Employee Safety
  
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    Every call from dispatch to a service tech behind the wheel creates a dangerous situation with possible liability exposure. Xora enables managers and dispatchers to make decisions without the need to check in with the driver over the phone or via text message.
    
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    Plus, in the event a service tech gets lost or has a car problem, dispatchers can quickly see where the driver is and provide updated directions or send help.
    

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  Increased employee accountability
  
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    As Xora is rolled out to the field workforce, employees quickly realize that the job tasks, hours and mileage they report are verifiable by management. This realization tends to lead them to be more accountable and productive, helping responsible employees shine and helping managers know where to target employee skill development.
    

*Based on input provided by Xora customer case studies.
Xora Customer Quotes

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  Xora is a great solution for not-for-profit organizations because it is easy to purchase and use, and is affordable. With Xora, CMS can improve its operational efficiency without taking time away from our mission, which is to serve families, children and adults.- Kamlesh Singh, Vice President of Financial and Corporate Compliance, CMS
  

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  Xora has been very beneficial in helping CMS track key data from client visits so we can measure and improve quality, and satisfy both internal reporting needs and those of our funders - Kamlesh Singh, Vice President of Financial and Corporate Compliance, CMS
  
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  We now have a visual representation of CDOT field activities, as they happen, that simply was not possible before Xora GPS TimeTrack was implemented. The combination of new procedures for field operations management and Xora GPS TimeTrack has been a significant improvement in response times to 311 requests and a savings to the city of more than $3M for pothole-related incidents alone. - Brian Steele, spokesperson for the City of Chicago Department of Transportation
  

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  With better staff accountability for daily functions such as inspection time, travel time, and administrative time, we have improved the efficiency of our team while controlling costs and meeting our customers’ needs. - Kevin Tyne, Director, Arizona Department of Weights & Measures
  

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  As we expand into new communities, our ability to make the most of limited field staff resources will be crucial. Xora GPS TimeTrack and ezLaborManager help make this possible by eliminating unnecessary travel time for field staff, and improving the process by which we calculate payroll. - Jeffrey Dunston, Chief Executive Director, NEBHDCo
  

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  The location data provided by Xora is invaluable to us. Not only is it easier to locate officers at events where there are large crowds to control, Xora keeps records of where our officers were throughout their shifts. After an incident occurs, we can look back at where each officer was and make any needed adjustments to deployments in each sector. - Gayle Guilford, Director of MIS, Baltimore Police Department
  

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  We’ve configured Xora so that workers can track travel, miscellaneous tasks and vehicle tasks separately, something they couldn’t do before. Understanding specific job costs gives us an opportunity to better understand where money is going so that in the future we can fine tune and trim the budget.
  

Xora provides us with an extremely powerful personnel management tool. The shift and job-related data that we download into our Excel-based work order system, along with GPS location information, give us the ability to verify exactly what our mobile employees are doing at any time of the day. - Gregg Smith, Director of Facility Services, Salt Lake City School District

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  With Xora GPS TimeTrack, the biggest benefit is piece of mind from the accountability in the field.
  

This is well worth what we pay for it. — William Hall, Director of Transportation & Logistics, Goodwill Industries

Internal Use Only