Case Study: Optimising simPRO System Usage for Operational Excellence in Glasgow
When a Glasgow-based field service business approached Ignite Consultancy Services for help with their simPRO implementation, our team quickly identified significant opportunities to enhance their system usage.
As a certified simPRO partner, Ignite conducted a comprehensive consultancy between October and November 2024, revealing how the client could transform their operational efficiency through better use of the platform.
The Challenge
Our initial assessment uncovered several key areas where the client's simPRO system usage was falling short of its potential:
1. Inconsistent Scheduling Practices
Activity blocks lacked standardisation, creating confusion in scheduling and resource allocation
Absence of structured scheduling for essential breaks led to inefficient workforce management
2. Underutilised System Features
Alert functionality was largely ignored, leading to missed deadlines and overlooked maintenance issues
Business intelligence (BI) reporting capabilities remained unexplored, limiting data-driven decision making
Digital forms were not being used, resulting in continued reliance on paper-based processes
3. Incomplete Data Management
Asset entries were incomplete and poorly linked to service levels and cost centres
Labour rates were incorrectly configured, compromising job costing accuracy
Premature archiving of jobs led to data loss and incomplete records
4. Portal Adoption Challenges
Contractor portal remained unmobilised, hampering efficient collaboration with external partners
Customer portal potential was unrealised, missing opportunities for client self-service and satisfaction
5. System Security Concerns
Excessive access levels granted to staff created potential security and data integrity risks
Undocumented job card approval processes led to inconsistent workflows
Our solution
As a registered simPRO support provider, Ignite Consultancy Services developed a tailored improvement plan:
1. Workflow Standardisation
Implemented consistent scheduling for activity blocks, including lunch hours, ensuring uniform practices
Provided hands-on guidance for scheduling best practices specifically adapted for Glasgow service area coverage
Created standardised templates for common scheduling scenarios
2. System Feature Activation
Conducted focused training on alert configuration and management to track due dates, job statuses, and asset failures
Developed and deployed custom BI dashboards for enhanced operational visibility
Facilitated digital form trials for asset testing and auditing, creating a roadmap toward paperless operations
3. Data Quality Enhancement
Supported comprehensive asset entry with proper linkage to service levels and cost centres
Reviewed and corrected labour rates to ensure accurate job costing
Established protocols to prevent premature job archiving and data loss
4. Portal Optimisation
Mobilised the contractor portal with clear communication and login distribution to all partners
Assessed customer portal requirements and developed a roadmap for enhanced customer experience
Created training materials tailored to both contractors and customers
5. System Governance Improvement
Conducted thorough security group reviews to establish appropriate access levels
Documented clear job card approval processes
Implemented management protocols for handling zero-value lines and rejected invoices
Results & Impact
Through Ignite's expert simPRO support in Glasgow, the client achieved significant operational improvements:
Enhanced Scheduling Efficiency: Standardised activity blocks improved resource utilisation by 23%
Accelerated Invoice Processing: Corrected zero-value line items reduced invoice queries by 64%
Improved Data Visibility: New BI dashboards provided critical insights for management decision-making
Streamlined Contractor Management: Portal adoption reduced administrative workload by 15 hours weekly
Strengthened System Security: Revised access protocols enhanced data integrity and compliance
Key Takeaways for Glasgow Businesses Using simPRO
This case study highlights several crucial lessons for companies in Glasgow or elsewhere seeking to maximise their simPRO investment:
Proactive system optimisation delivers measurable efficiency gains that directly impact the bottom line, particularly important for service businesses operating in Glasgow's competitive market.
Expert guidance from a certified local simPRO partner like Ignite ensures system configurations match specific business requirements and regional service delivery patterns.
Comprehensive training is essential for staff to fully utilise simPRO's capabilities, particularly for businesses serving Glasgow's diverse commercial and residential sectors.
Regular system audits identify improvement opportunities that might otherwise go unnoticed, helping businesses adapt to evolving needs.
Spark Your simPRO Success
Ignite Consultancy Services specialises in simPRO support throughout Glasgow, Scotland and the UK. As a certified simPRO partner, our team brings unmatched expertise in optimising system usage to drive operational excellence for field service businesses. Read more about our Simpro partnership
Whether you're implementing simPRO for the first time, struggling with specific features, or seeking a comprehensive system audit, our Glasgow-based consultants provide the expertise you need to maximise your return on investment.
Contact Ignite Consultancy Services for a no-obligation consultation and discover how our tailored simPRO support can transform your Glasgow business operations.