Eola Power FieldOps OS — Proposal
Unify CRM, dispatch, and field service reporting into one system that:
Eola Power — Critical Power Services, Modernized
What changes Day 1: Your team moves from manual stitching across tools to a single operating system designed for UPS/battery work, national dispatch, and Fortune-500/government expectations.
Why This Fits Eola Power Now
Manual Scheduling ≠ Scale
"Milk runs" take ~45 minutes of map gymnastics per plan. The OS proposes routes and assignments (skills, certs, time windows, geo, urgency, revenue) in seconds. Human approves; AI handles the grunt work.
FSR Review Eats 40–80 hrs/week
Battery readings are uploaded, scored vs baselines, charted, and QA-checked automatically. Review focuses on exceptions, not retyping and formatting.
CSV Reality, Not Vendor Fantasy
Your handheld battery testers export CSV via USB. We parse them reliably, map models to baselines (e.g., Enersys 12HX540), compute 70% warn / 60% fail, color bars, and embed in the final FSR PDF.
One System, Not Two
Workforce Mobilizer lacks an open API. We connect CRM → Jobs → FSR → Invoice/PO → Inventory → Analytics with open, documented APIs (QuickBooks, DocuSign, Sybil/Fathom ready).
Security Requirements, Practical
Role-based access, audit logs, encryption, and deployment options that satisfy corporate and possible federal expectations. Bring IT—we'll align on controls early.
Detailed Deliverables
Built for Critical Power
Battery Intelligence Pipeline
(Deal-breaker handled)
USB → CSV ingest: Map jar#, volts, conductance/impedance; attach to asset (UPS → cabinet → string). Baseline logic: Model-specific baselines; auto compute 70% (warn) / 60% (fail). Visualization: Color-coded bar charts + tabular readings, auto-embedded into FSR PDFs. QA gates: Outlier/missing value flags; "fix before send" checklist.
Impact: FSR review time slashed; fewer human errors; exec-ready documents.
AI Dispatch & Scheduling
("Milk-Run" Optimizer)
Capacity-aware planning with constraints (skills, certs, region, client access windows). Optimization modes: Max billable hours, Urgency first, Revenue first, Geo-cluster. Multi-stop sequencing, flight/drive toggles, and quick "what-if" comparisons.
Impact: Hours saved per planner per week; higher tech utilization; cleaner travel days.
Unified CRM + Quotes → Jobs → Invoices/POs
True CRM (accounts, contacts, activities, last touch). Quote → Job creation; two-way with QuickBooks; DocuSign for approvals. Pipeline + rep/region dashboards; no more manual BI pulls to see the week.
Impact: Forecast clarity, faster billing cycles, fewer handoffs.
Mobile Field App
Job packets, checklists, photos, signatures, offline mode. FSR capture in the field; sync upon reconnect; exception prompts.
Impact: Better first-pass quality; fewer "please resend" moments with enterprise clients.
Inventory & Equipment Control
Daily check-in/out; job-linked usage; reorder thresholds; locations. Eliminate missing gear and last-minute scrambles.
Impact: Fewer stockouts and lost equipment; cleaner COGS.
Certs & Skills Governance
OSHA/NFPA and internal certs per tech; expirations drive scheduling rules (auto-flag/block). Admin reporting on upcoming renewals.
Impact: Compliance by default; less rework from mis-assignments.
Analytics Without the Manual Lift
Live tiles: utilization, travel vs billable ratio, FSR first-pass acceptance, pipeline by stage, DSO, inventory health. Keep Power BI if desired; we'll feed clean, structured data.
Impact: Decisions now, not after a weekly data pull.
Proof — What You'll See In The MVP
If the battery CSV → baseline → charted PDF isn't perfect, nothing else matters. We start there and earn the rest.
Exact Battery Report Clone
Using your sample CSVs, reproduce current charts/tables and FSR PDF—pixel clean—with auto QA
Scheduling Suggestions
Seeded jobs across IL/WI/MI/FL; OS proposes routes under your constraints; you accept/adjust
Quote→Job→Invoice Path
Show QuickBooks + DocuSign flows end-to-end
Timeline — Phased to Reduce Risk (Re-prioritized for speed)
Goal: ship the highest-impact pain relievers first (FSR review → Scheduling/Milk-run → Daily visibility/renewals), then expand.
Total program (Ph0–Ph2 + Phase III): ~12–17 weeks
First wins land inside 30–60 days; optional Phase IV adds time per tier.
~3 weeks
On-site visit + parse sample CSVs (each tester) + Front-end wireframe
Risk reduction through stakeholder interviews, asset mapping, data structure analysis, and initial UI wireframes.
Baseline rules → color charts → FSR PDF
Reproduce current charts/tables with automated QA checks.
QA gates + admin edits
De-risk the #1 requirement (FSR) in production.
Why this order?
- FSR automation removes the heaviest weekly drag first (40–80 hrs/wk).
- Scheduling follows to boost utilization and cut planning time.
- Visibility & renewals land early (Phase I) to kill daily manual reports and plug revenue leaks.
- Integrations are a fast, 1-week connector sprint so you're operational with today's CRM/QB immediately.
- Custom CRM becomes a strategic add when you're ready—without blocking near-term wins.
Value Stack
Why this pays for itself: time and money you keep—fast.
FSR Review Time (Biggest Win)
Automated battery CSV → baseline scoring → color-chart FSR PDFs + QA.
Cut 40–80 hrs/week of manual review; fewer typos and rework.
Scheduling / Milk-Run Optimization
AI suggests routes and assignments (skills, certs, windows, geo, revenue).
Reduce planner time ~70% per plan; higher tech utilization, cleaner travel days.
Daily Visibility (No More Manual Reports)
Auto "Daily Digest" + live tiles (FSR overdue, quotes to process, expiring contracts, daily sales).
Eliminate 8–10 manual reports/day; faster supervision and decisions.
Renewal Automation
90/60/30-day triggers → task + email template + renewal quote shell.
Fewer lapses, more retained revenue with less chasing.
First-Pass Acceptance & Brand Protection
Exception checks (outliers, missing fields, wording drift vs last visit) before client delivery.
≥95% first-pass FSR acceptance target; fewer "please fix and resend."
Faster Cash Flow
Quote/Job/Invoice consistency + QuickBooks integration + DocuSign (when enabled).
Fewer billing gaps, lower DSO.
Inventory & Cert Governance
Check-in/out, reorder thresholds; cert expirations block scheduling automatically.
Fewer stockouts and mis-assignments; compliance by default.
Security & Control
RBAC, audit logs, encryption; optional alignment to federal customer expectations.
Enterprise-grade traceability without slowing the team.
Bottom Line
Time savings alone (FSR + planning + reports) covers Phases 0–II within year one; utilization and DSO gains are upside.
Investment — Option A (Custom FieldOps OS)
Phased approach to reduce risk
Items may flex to match final workflows, but the overall scope is delivered.
Payment: 40% kickoff • 40% feature-complete • 20% production sign-off
(Or 4 equal monthly invoices per phase)
Battery FSR proof - de-risk the #1 requirement
Productionize Battery + FSR + Governance
Scheduling, Mobile, Inventory, Certs
Phase III — Revenue Layer (Optional Add-On)
CRM + QB + DocuSign + Exec Views
Can be added to any phased approach or complete implementation bundle
Complete Implementation Bundle (10% commit discount)
Note: Phase III (Revenue Layer/CRM) can be added separately at any time. Bundle discount applies only to Phase 0-II core implementation.
Post-Launch Stewardship
Keep your FieldOps OS fast, safe, and correct without adding headcount. Battery models change, regulations update, and systems need maintenance—we handle it all under SLA.
Core monitoring and maintenance
Everything in Essential plus expanded support
24/7 enterprise-grade support
What's Included in All Plans
24/7 health checks on battery CSV parsers, FSR generation, scheduling AI, and mobile sync (plus QB/CRM/DocuSign connectors if enabled); alerting & incident playbooks; verified backups and restore tests.
Safe upgrades to parsing engines, baseline registry, route-optimization algorithms; drift checks; pre-release regression suite.
PR/approval workflow for FSR templates; baseline rules versioning & rollback; battery-model library updates with periodic quality audits.
RBAC updates (joiners/leavers), credential rotation, CVE patching, TLS/cert renewals, audit trails, monthly compliance report.
Minor feature enhancements, new battery model support, scheduling-constraint updates, mobile app improvements within monthly engineering hours.
If a CSV parser breaks, baseline rules drift, or mobile sync fails—we own the fix under SLA. No surprise bills.
Business Case
Even Essential replaces ~0.4–0.6 FTE across DevOps/MLOps/DataOps— cheaper than one month of rework or an outage.
Metrics — What We Guarantee And Track
Measurable • Relevant • Auditable
Target:
CSV → client-ready FSR PDF −60% median time by 8 weeks post Phase I
Measured by:
System timestamps (CSV ingest → approved PDF)
Target:
≥95% of FSRs accepted without rework by 8 weeks post Phase I
Measured by:
FSR acceptance rate (client revision flags = 0)
Target:
Planner time per schedule −70%; tech utilization +5–15% by 6 weeks post Phase II
Measured by:
Time-to-plan (suggestion → finalize) and billable hrs ÷ total hrs per tech
Manual Reports → Zero
Target:
Replace 8–10 daily manual reports with Daily Digest + tiles by end of Phase I
Measured by:
Ops attestations + system audit (reports auto-generated; manual exports = 0)
Target:
≥80% of expiring contracts auto-touch at 90/60/30 days by end of Phase I
Measured by:
Renewal workflow logs (tasks/emails/quote shells created vs due)
Phase III – CRM/QB/Dashboards
Target:
<1% sync error rate; ≥99% successful document & invoice posts; dashboards live within 5 business days
Measured by:
Connector error logs, retry success, dashboard freshness (≤24h lag)
Target:
≥99.5% business-hours availability
Measured by:
Monitoring SLAs and uptime reports
Optional Phase IV — Custom CRM
Target:
100% jobs created from quotes; 0 'orphan' jobs by week 4 post Phase IV
Measured by:
Job/quote linkage audits; CRM data integrity checks
Accountability Promise
If we miss agreed targets due to our delivery, we continue working at no cost until they're met.
Assumptions for measurement:
• Eola provides baseline tables, FSR templates, sample CSVs, and adopts the shipped workflows (tech mobile app for FSRs; dispatcher uses Suggest Schedule; Digest enabled).
• Business-hours = 7am–7pm local, Mon–Fri, excluding holidays.
• Some metrics may be subject to change after the discovery day on-site.
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