With offices in six states and work throughout the Midwest and West Coast, KS Industries has a lot of work and processes to manage throughout the organisation. As the company grew, it realised that manual processes that once worked in the past were no longer efficient in today’s fast-based construction and energy sectors.
Lack of a streamlined payroll, HR and employee management processes were causing headaches and delays between the field and office. KS Industries was also buried in paperwork and spending extra time and resources to sort through it all.
When the company began evaluating options to digitise processes and move to a more paperless office, even more inefficiencies were discovered. “I was shocked to find out that things like our vacation requests were still being written on paper, handed to a supervisor that may or may not have made a way to HR, and they would manually input that into a work schedule,” said Project Coordinator Aaron Silberberg. “It was just a very labor-intensive, open to error process.”
There were complicated processes for payroll and invoices that resulted in a lot of handwritten invoices.
“We had one person tasked to just deal with tendered welders that we had out in the field in our different locations,” said Business Solutions Manager Michele Ramirez. “We had a lot of wasted time in that resource because she was just constantly having to audit and try to make sure that these guys were paid properly.”
In addition to the overhead in time and potential for errors, the costs of printing checks, employee notifications and materials, postage and other items were adding up. KS Industries knew it needed a better solution.
“The field guys are asking to use the Viewpoint products. They’re comfortable with it. It’s clean-looking, it’s simple for them. And that’s the key: simple is best for our guys out in the field. I mean, their work is complicated enough — they don’t want to have to think about it a lot.”
Silberberg and Ramirez said implementing the two Viewpoint portals has resulted in a complete change for the bulk of the company’s administrative processes.
“Now that we’ve gone completely to Viewpoint HR Management for sick and the vacation requests, none of that stuff is lost anymore. Checks aren’t having to be cut out of payroll because someone was on vacation and we didn’t get their information. Our processes have been automated and that has been a really nice change for payroll,” Ramirez said.
Ramirez added that since the company is using Viewpoint HR Management and is no longer printing out checks, employee materials, flyers and other paperwork, there have been immense savings in both overhead and materials costs — around $25,000 in immediate savings.
“We also went from having a four-person team handling administrative functions to a three-person team with that fourth person now being utilised elsewhere in the company,” she said.
With the digitisation and automation that Viewpoint’s portals to Vista provide, KS Industries has sped up processes and moved to a weekly payroll schedule — a competitive edge the company can now leverage to attract more skilled workers.
“We’ve been wanting to do that for some time, but could not because of all the manual processes holding things up,” Ramirez said. “Now we can.”
In the field, workers are happy with the streamlined processes, largely because it’s simplified work for them.
“Aaron goes out to the field and he talks to these guys about their work and processes all the time. And when he reports back, the field guys are asking to use the Viewpoint products. They’re comfortable with it. It’s clean-looking, it’s simple for them. And that’s the key: simple is best for our guys out in the field. I mean, their work is complicated enough — they don’t want to have to think about it a lot.”
Bakersfield, Calif.-based KS Industries, LP, formed in 1960, has grown into a leading provider of engineering, fabrication, integrated maintenance and construction services, serving as a relationship-based, single source provider in the energy sector.
The company serves several industries, including upstream oil and gas production, natural gas treating and transportation, refining, co-generation, heavy industrial and all types of pipelines.