Service business management system6216108Abstract The invention provides a micro processor, an input device for entering job costing data and job parameter information, an output device such as a printer to generate contract proposals and/or management reports. A display device is preferably also provided to display the minimum labor rate calculated by a program executed on the microprocessor from the job costing data. Memory is preferably also provided to store at least the minimum labor rate for use in generating management reports. Claims What is claimed is: Description FIELD OF THE INVENTION
awnings/canopies building/remodeling
carpentry carpet installation/cleaning
chimney cleaning closet remodeling/closet organizers
decorating drywall/sheetrocking
electrical services excavating
fencing fire/burglar alarms
flooring furniture restoration
glass repair/replacement handyman services
home health care house/office cleaning
HVAC insulation
interior plantscapes irrigation systems
kitchen remodeling landscaping
locksmith masonry
moving painting
paving pet restraining systems
plumbing pressure washing
roofing/siding sandblasting
tiling tree service
upholstering water/damage restoration
waterproofing welding
window cleaning window replacements
window treatments
Without limitation, some examples of service contracting people using a mobile business management system are: a sales person presenting an on site contract proposal directly to the client during the initial visit to review work to be done, resulting in a signed contract on the spot; a job foreperson creating a change order sheet in the field to be immediately signed by the client, providing the necessary documentation that will help minimize misunderstandings; a repair person creating an invoice for on site work just completed and presenting it directly to the client, resulting in reduced office work, reduced time delays and improved cash flow for the business; and a manager generating and printing reports at home in the evening. BRIEF DESCRIPTION OF THE DRAWINGS FIG. 1 is a diagram depicting an embodiment of the service business management system of the present invention as a mobile system including a carrying case for transport. FIG. 2 is a block diagram generally depicting the flow of information to and from the service business management system of FIG. 1. FIG. 3 is a block diagram detailing the flow of information in FIG. 2. FIG. 4 is a flow diagram detailing the setup block in FIG. 3. FIG. 5 is a flow diagram detailing the contract proposal block in FIG. 3. DETAILED DESCRIPTION OF THE INVENTION FIG. 1 is a diagram representing a mobile service business management system in accordance with the invention. The service business management system 10 includes an input device such as a keyboard 12 or a voice recognition system, display device such as a monitor 14, and an output device such as a printer 16. FIG. 1 depicts the system 10 in a mobile embodiment as a portable computer 18 in a carrying case 20 that can transport the system components in an arrangement such that they can quickly and easily be utilized from within the case 20 when the case 20 is in an open position with minimal connecting or repositioning. In FIG. 1, the printer 16 is shown engaged in a printing process, with a paper feeder 22 feeding paper, and a printed sheet of paper 24 exiting the printer 16. Power supplies for the computer 18 and the printer 16 can be rechargeable batteries that are integral to either unit, connection to an available AC outlet or plugging into a vehicle cigarette lighter via a DC to AC power converter. A separate pouch or gusset 26 as part of the case 20 can contain power cords, adapters, power converters or power surge protectors as needed. Holders 28 and 30 can organize paper, letterhead, pens, pencils, a calculator, a stapler and the like. Thus, the mobile system 10 in FIG. 1 can be transported by carrying handles 32 and 34 to any number of locations such as job sites, vehicles, an operator's home or office and then quickly and easily utilized to conduct business. It is to be understood that FIG. 1 depicts a mobile embodiment of the invention and that the service business management system 10 in other embodiments may include, but are not limited to, a standard desktop PC and office printer, a LAN or other installation of multiple interconnected computers, hand held or pen computers, or network computers and the like. FIG. 2 is a block diagram generally depicting information flows relating to the service business management system 10. A particular service business might use a single system 10, or a plurality of systems as represented in FIG. 2. An owner or manager 50 would typically be a system operator as well as other managers, sales people or forepersons. Operators 50 utilize the system 10 to gather, store and present information to and from a plurality of clients 52 and a plurality of work crews 54. The system 10 helps to organize the business and provide feedback that can be used to improve service quality and profitability. FIG. 3 is a block diagram detailing the interactions in FIG. 2. It is understood that as represented in the diagram the system 10 may be a single system operated by a single person or a number of people, or a number of systems operated by a number of people, and that the business may employ one or a number of work crews 54 to provide services for one or a number of clients 52. The following discussion refers to a typical example of a preferred embodiment of the invention. In FIG. 3, a manager 50 sets up the system 10 at block 60 by inputting information that will be used when generating contract proposals 64 and other reports. FIG. 4 details the setup block 60. In FIG. 4, the system operator 50 inputs job costing data at block 100 that the system 10 utilizes to calculate a minimum labor rate charge at block 102. An example of job costing data input at block 100 would be: an average of direct labor wages for employees on work crews (AW) annual direct labor hours (DLH) the workman's compensation insurance rate for the business expressed as a percentage of wages(WCIR) estimated annual overhead expenses for the business (OE) equity investment in the business (El) expected return on equity investment expressed as an annualized percentage rate of return (ROE) An example of the calculation performed by the system 10 to determine the minimum labor rate (MLR) at block 102 would be: ##EQU1## Overhead expenses should include appropriate depreciation expenses for equipment and other business expenses that are capitalized. In this example, profit is expressed as the equity investment in the business multiplied by the expected return on equity investment. Equity investment is commonly defined in accounting references as total business assets including working capital, minus outstanding debt including capitalized leases. Expected return on equity investment for a particular service business can be related to the long term return on the publicly traded stock of companies in the same industry or similar industries. Upward adjustments are typically made in the expected rate of return to allow for a controlling ownership interest or a small business that is inherently more risky than a larger publicly traded company. Thus, it is not unusual for a small business owner to expect an annual return on the equity investment in the range of twenty to thirty percent. The minimum labor rate, as calculated above, is displayed by the system 10 for use by managers, sales people and other employees. Because several of the numbers used are forecasted estimates for the current or coming time period, deriving these numbers can prompt managers and other employees to focus on general business issues and goals. Furthermore, as time progresses or the business changes, managers and employees can review previous estimates and come up with new estimates based on new or updated information. Again, this can prompt discussion of important issues. At block 104, the operator 50 inputs a list of the materials and their unit prices commonly used by the work crews to provide services to clients. These will typically be direct materials that are considered part of a specific job, such as paint products for a painting contractor or fabric for a window treatment business. At block 106, the system operator 50 inputs a list of any commonly used subcontractors and their known charges or rates. For example, a driveway paving contractor may often use a particular excavating company when a large piece of excavating equipment is needed for a job. The system operator 50 may input the name and phone number of the excavator, the model of the machine, the hourly or daily rate for the machine and an operator, and any transport fee to have the machine delivered and removed from the job. At block 108, the operator 50 inputs any other common direct costs associated with the business. For example, a kitchen remodeling contractor might include a town permit fee and the charge rate, such as $10 for every $1,000 of estimated job cost. At block 110, the operator 50 inputs, as needed or desired, historical or industry standards for labor production rates and materials usage rates per unit of work area. In some service industries, these rates are measurable and consistent enough that a measurement of an area to be worked on, such as the square footage of a new black top driveway, can be used to calculate estimates for direct labor time and direct materials. Referring back to FIG. 3, the system 10 stores the setup information from block 60, as well as all other information inputted into the system in database 62 for use and recall as required. It is understood that as represented in FIG. 3, the database 62 may be located in the same place as the rest of the system 10--as would be the case in embodiments of the invention including a self contained portable computer or a single desktop PC--or the database 62 may be located separately from a system 10--as would be the case if a mobile system 10 or several mobile systems are used by sales people in the field and a central computer is remotely accessed by the mobile systems via telecommunications or wireless communications. Similarly, a network computer that has limited processing or storage capabilities may be used together with a portable printer as a mobile system 10 and the internet may be utilized to access an internet site that is in effect the database 62, or may be connected to the database 62. Now that the system 10 has been set up at block 60, it is ready to start generating printed contract proposals at block 64. FIG. 5 is a flow diagram detailing the contract proposal block 64. In FIG. 5, a system operator 50 first looks up the client/job site at block 200 by searching the client/job site database 202, which is a part of the system database 62. If the client/job site data is found, the operator 50 proceeds to block 206. If the client/job site data is not found, the operator 50 creates a new account at block 204 by inputting the appropriate information. Once the client/job site account is either located or created, the operator 50 can start creating the contract proposal. At block 206, the operator 50 inputs a work description for one line item or work item of the proposal. If needed, the operator 50 can incorporate any of the materials inputted during the setup procedure 60 by viewing the materials database 208 which is a part of the system database 62 shown in FIG. 3. The operator 50 includes any materials in the work description by viewing the materials list and selecting any appropriate records. If a material is not found in the materials list, the operator 50 can easily add it to the database 208 in FIG. 5. Once the line item work description at block 206 is completed, the operator 50 inputs at block 210 either estimates of time and materials needed to complete the work or a measurement of the work area as described in block 206. Specifically, the operator 50 either inputs estimates of direct labor time and direct materials amounts, or a measurement of the work area to which the system 10 applies the labor production rates and materials usage rates input at block 110 in FIG. 4 in order to calculate the estimates of direct labor time and direct materials amounts needed to complete the work description. To include direct materials or other direct costs, the operator 50 or the system 10 can access the materials database 208 and the other cost database 212 in FIG. 5, which are part of the system database 62 as inputted in the system setup at block 60 in FIG. 3. The operator 50 also inputs at block 210 in FIG. 5 a labor rate that can vary depending on the type and difficulty of work, the crew that will most likely be doing the work, and other considerations. The labor rate inputted for any single line item will typically be greater than the minimum labor rate calculated by the system 10 at block 102 in FIG. 4. This is done to allow for general operating inefficiencies that are common when contractors execute relatively small jobs, compared to general operating efficiencies that are common when contractors execute relatively large jobs. The system computes and displays two prices at block 214 of FIG. 5 for the work item described in block 206. One price is a minimum line item price that is calculated by multiplying the direct labor time estimate from block 210 by the minimum labor rate calculated from the data in the job costing database 216 which was inputted at block 100 in FIG. 4, and then adding the costs for the direct materials and other direct from block 210 in FIG. 5. The second price displayed for the work line item is calculated by using the same time and materials estimates from block 210, then multiplying the direct labor time estimate by the labor rate inputted at block 210. At block 218, the operator 50 considers both prices calculated and displayed by the system 10 at block 214, and then inputs a price for the contract proposal work line item that is preferably at or near the higher price related to the higher labor rate inputted at block 210. As shown in FIG. 5, the line item description, costing and pricing procedures are repeated for each additional work line item to be included in the contract proposal until all line items are completed. At block 220, the system 10 calculates and displays a maximum job discount that can be offered to the client if the whole contract proposal including all line items entered at block 206 is accepted. Specifically, the system 10 calculates the maximum job discount by summing the itemized proposal prices inputted at block 218, then subtracting a sum of the minimum line item prices calculated at block 214 which are based on the minimum labor rate calculated from the job costing data stored at database 216. Thus, the maximum job discount summarizes the difference between the minimum labor rate and higher labor rates incorporated in the proposal line item prices. At block 222, the operator 50 considers the maximum job discount displayed at block 220, and then uses discretion to input an actual job discount for the contract proposal, if any. Typically, to come up with an actual job discount, the operator 50 also considers such things as the type of work, the desirability of working for the client, the size of the job, and the potential efficiencies of doing the whole job. By including line item prices and a job discount for the contract proposal, a sales person can propose additional work without increasing the possibility of no acceptances, while the discount encourages a client to sign up for the whole job. Finally, at block 224 the operator 50 has completed all the inputs the system 10 needs to generate the printed proposal. Referring again to FIG. 3, the system 10 prints the contract proposal 64 to be reviewed by the client 52. An operator 50 can also use the system 10 to generate a list of references 66 for the client 52. Specifics regarding the generation of the list of references 66 will be detailed later in the discussion of FIG. 3. If the client 52 wants to proceed with any of the work, an acceptance 68 is indicated, typically a copy of the proposal with accepted line items initialed and the clients signature indicating acceptance of the initialed work descriptions as well as other terms and conditions included in the contract. Upon receiving the acceptance 68, the operator 50 inputs markers into the system 10 to identify accepted line items of the contract proposal 64. The operator 50 then uses the system 10 to print out a work order 70 for the work crew 54, and the job can be included in the scheduling function 72 as the manager 50 coordinates work to be done by the work crews 54. Also, upon acceptance 68, the client 52 can now be included in the client list 74 which is generated by the system 10 and includes all patrons for whom work has been performed or is scheduled to be performed by the business. The work order 70 includes information related to the accepted work items from block 68 presented in a way that helps the work crews 54 execute the job in a concise, efficient and organized manner. Typically, the first page of the work order 70 includes a job summary that includes client and job site information, job price, the sales person who bid the job, the date of the bid, and summaries of estimates from block 210 in FIG. 5 of time, materials and other costs for all accepted line items. Thus, the manager 50 can quickly and easily assess the scope of the job no matter which employee actually bid the job or when it was bid. Furthermore, the work crew 54 will have a concise shopping list of materials and other items that will likely be needed to start and complete the job. The remainder of the work order 70 includes a break down of information for each line item accepted at block 68. Specifically, for each accepted line item, the work order 70 would include the work description and direct materials input at block 206 in FIG. 5, the line item price input an block 218, and the estimates of direct labor time, direct materials amounts and other direct costs and specifications which were input or calculated at block 210. If there was a job discount (JD) input at block 222 and the whole job was accepted, then the price for each line item on the work order 70 is adjusted to reflect the job discount as follows: the line item or work item price (WIP) at block 218 of FIG. 5; minus a price adjustment (PA), which is calculated as: ##EQU2## Thus, the work crew 54 in FIG. 3 has complete written specifications to autonomously perform work as accepted by the client 52, allowing managers and sales people the freedom to concentrate on other activities to further the business rather than spending significant amounts of time supervising work crews. The work order 70 is also preferably designed to be a job worksheet. As the work crew 54 is executing work items, they are instructed to record the names of employees performing each work item as well as the actuals 76 for time, materials and other direct costs used to complete each work item. This process helps work crew members focus on the estimated time and materials from block 210 in FIG. 5 as their specific goals for executing each line item as described at block 206. As the work crew 54 is completing work items and filling in the actuals 76, they are also getting immediate feedback on their work performance by comparing the actuals 76 to the estimates detailed in the work order 70. When the job is completed, the operator 50 inputs the actuals 76 for each work item as well as the date the job was completed into the system 10. Now the system 10 can be used to generate an invoice 78 and preferably a survey to be presented to the client 52. Typically, the survey requests the client 52 to rate general satisfaction with the work done, specify anything that was particularly liked or disliked, and give permission to use their name and phone number as a reference. When the job is completed, any corresponding balance due from the client 52 can be included in a receivables report 80 generated by the system 10 which tallies all outstanding receivables at any given time for the manager 50. The operator 50 can also use the system 10 to generate a job profit report 82 for the manager 50 and possibly other employees. The job profit report 82 includes a job summary for reviewing the whole job, and details for each of the completed work items. The job summary preferably identifies the client and job site, the sales person, the bid date, the date completed, and includes an estimate of actual profit for the whole job, the estimated actual job profit as a percentage of the job price, comparisons of the actual labor rate for the whole job to the minimum labor rate calculated in block 102 in FIG. 4 and the labor rate at which the job was bid, and comparisons of estimates from block 210 in FIG. 5 to the actuals at block 76 in FIG. 3. The estimate of actual profit for the whole job (AJP) is calculated by the system 10 as follows: for all accepted work items at block 68 of FIG. 3--the sum of the work item prices (WIP) at block 218 of FIG. 5; minus any job discount (JD) at block 222 of FIG. 5; minus a sum of the actuals at block 76 of FIG. 3 for direct materials costs and other direct costs (ADMC); minus actuals at block 76 of FIG. 3 for the sum of direct labor times multiplied by average direct labor wages at block 100 of FIG. 4 (ADLC); minus actuals at block 76 of FIG. 3 for the sum of direct labor times multiplied by average direct labor wages and the workman's compensation insurance rate at block 100 of FIG. 4 (AWCI); minus actuals at block 76 of FIG. 3 for the sum of direct labor times multiplied by annual overhead expenses at block 100 of FIG. 4 and then divided by annual direct labor time at block 100 of FIG. 4 (AOE): AJP=.SIGMA.WIP-JD-.SIGMA.ADMC-ADLC-AWCI-AOE The estimated actual job profit as a percentage of job price (AJP %) is calculated by the system 10 as the estimated actual profit for the whole job (AJP) as described above divided by: the sum of the work item prices (WIP) at block 218 of FIG. 5 for all accepted work items at block 68 of FIG. 3, minus any job discount (JD) at block 222 of FIG. 5: ##EQU3## The actual labor rate for the whole job (AJLR) is calculated by the system 10 as follows: for all accepted work items at block 68 of FIG. 3--the sum of the work item prices (WIP) at block 218 of FIG. 5; minus any job discount (JD) at block 222 of FIG. 5; minus a sum of the actuals at block 76 of FIG. 3 for direct materials costs and other direct costs (ADMC); divided by a sum of the actuals at block 76 of FIG. 3 for direct labor time (ADLT): ##EQU4## The labor rate at which the job was bid (BJLR) is calculated by the system 10 as follows: for all accepted work items at block 68 of FIG. 3--the sum of the work item prices (WIP) at block 218 of FIG. 5; minus any job discount (JD) at block 222 of FIG. 5; minus a sum of the estimates at block 210 of FIG. 5 for direct materials costs and other direct costs (EDMC); divided by the sum of the estimates at block 210 of FIG. 5 for direct labor time (EDLT): ##EQU5## For each of the completed work items, the job profit report 82 in FIG. 3 preferably includes an estimate of actual profit, the estimated actual profit as a percentage of the work item price, comparisons of the actual labor rate to the labor rate at which the work item was bid, and comparisons of estimates at block 210 of FIG. 5 to the actuals at block 76 of FIG. 3 for the work item. The estimate of actual profit for the work item (WIAP) is calculated by the system 10 as follows: for the work item--the price (WIP) at block 218 of FIG. 5; minus a price adjustment (PA) if there was a job discount (JD) input at block 222 and the whole job was accepted, as follows: ##EQU6## minus actuals at block 76 of FIG. 3 for direct materials costs and other direct costs (ADMC); minus actuals at block 76 of FIG. 3 for direct labor time multiplied by average direct labor wages at block 100 of FIG. 4 (ADLC); minus actuals at block 76 of FIG. 3 for direct labor time multiplied by average direct labor wages and the workman's compensation insurance rate at block 100 of FIG. 4 (AWCI); minus actuals at block 76 of FIG. 3 for direct labor time multiplied by annual overhead expenses at block 100 of FIG. 4 and then divided by annual direct labor time at block 100 of FIG. 4 (AOE): WIAP=WIP-PA-ADMC-ADLC-AWCI-AOE The estimated actual profit for the work item as a percentage of the work item price (WIAP %) is calculated by the system 10 as the estimate of actual profit for the work item (WIAP) as described above divided by the work item price (WIP) at block 218 of FIG. 5, minus a price adjustment (PA) if there was a job discount input at block 222 (JD) and the whole job was accepted: ##EQU7## The actual labor rate for the work item (WIALR) is calculated by the system 10 as follows: for the work item--the price (WIP) at block 218 of FIG. 5; minus a price adjustment (PA) if there was a job discount input at block 222 (JD) and the whole job was accepted: ##EQU8## minus actuals at block 76 of FIG. 3 for direct materials costs and other direct costs (ADMC); divided by actuals at block 76 of FIG. 3 for direct labor time (ADLT): ##EQU9## The labor rate at which the work item was bid (WIBLR) is calculated by the system 10 as follows: for the work item--the price (WIP) at block 218 of FIG. 5; minus a price adjustment (PA) if there was a job discount input at block 222 (JD) and the whole job was accepted: ##EQU10## minus estimates at block 210 of FIG. 5 for direct materials costs and other direct costs (EDMC); divided by the estimate at block 210 of FIG. 5 for direct labor time (EDLT): ##EQU11## The job profit report 82 in FIG. 3 can be used by the manager 50 for summarized feedback on business and employee performance compared to budget forecasts and goals. As jobs are completed, job profit reports 82 provide continual feedback, allowing the manger 50 to quickly identify both problems and successes, communicate any issues to employees and initiate changes that will improve service quality and profitability. Thus, the system 10 facilitates the communication loop or information cycle--set performance standards and goals, execute work, measure performance, compare performance to goals, improve performance--that is common in management theory and is often utilized in large well organized businesses. The system 10 allows smaller contracting businesses to easily employ these practices giving them the opportunity for continuous improvement and growth. Additional feedback is realized when a survey response 84 is returned by the client 52 and the operator 50 inputs the data into the system 10. The system 10 can then identify clients 52 that are satisfied with the work and have given permission to use them as references to generate a list of references 66. The system 10 can also sort the list of references 66 by locality, such as zip code. Thus, when a contract proposal 64 is generated by the system 10, an appropriate list of local references 66 can also be presented to the client 52 which can help increase the chances of initiating an acceptance 68. Survey responses 84 together with job profit reports 82 provide the manager 50 with a wealth of information with which to make informed management decisions and employee reviews 86. For employee reviews 86, the manager 50 can provide concise measurements of performance with specific details of successes and shortcomings.
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