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Turning Jobs into KPIs with Greyswift + Power BI

Picture of Alvaro Caceres

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1. Company & Project Overview

Background

Pro Tool Services supplies completion/production tools across California oilfields. Crews perform time-sensitive service work in remote areas where cellular coverage is inconsistent.

Project Motivation

Prior to Greyswift, Pro Tool used a large Google Form (>100 questions). Operators often captured notes on paper and re-keyed later, losing timestamp/GPS context and creating administrative rework. Leadership needed standardized, trustworthy job data to support KPIs, customer reporting, and billing.

2. Problem Definition

Key Challenges

  • Form sprawl: One form for all job types led to irrelevant fields and slow entry.
  • Offline gaps: Paper → later transcriptions → lost metadata and higher error risk.
  • Limited KPIs: No consistent view of request → arrival → completion.
  • Billing friction: Time-consuming mining of Google exports to build invoices.

Interim Workarounds

Paper logs, spreadsheets, and phone follow-ups kept jobs moving but obscured performance and increased admin load.

3. Solution Selection

Why Greyswift

  • Job-type forms with conditional logic
  • Offline-first mobile capture with auto-sync
  • Built-in GPS/timestamps/audit trail
  • Open API for Power BI and customer reporting
  • Rapid configuration with minimal IT overhead

Avadine and Pro Tool ran joint workshops to map core services into standardized job types and concise, role-specific forms.

4. Implementation

  • Field Process Design: Ride-alongs and interviews; trimmed non-applicable fields; standardized “Requested / Arrived / Completed” events.
  • Greyswift Rollout: Mobile + web; offline capture; quick-reference training for crews.
  • Dashboards & Reporting: Power BI dashboards (via API) for leadership and customer-facing performance views.
  • Billing Support: A custom static report embedded in Greyswift to streamline invoice prep and exports.

5. Technical Components

  • Greyswift Mobile/Web (offline capture, photos, signatures, audit logs)
  • Form-Type Builder (conditional fields per job type)
  • GPS & Audit Layer (automatic user/time/location on each save/sync)
  • REST API (feeds Power BI and internal reporting)
  • Embedded Billing Report (one-click access for admin teams)

6. Results & Impact (qualitative)

  • Simplified field workflow—short, role-appropriate forms reduce irrelevant prompts.
  • Reliable capture—offline entry with auto-sync preserves timestamps/GPS.
  • Operational visibility—leadership dashboards for job cycle times and on-time performance.
  • Faster billing prep—standardized report reduces data wrangling.

7. Customer & Stakeholder Feedback

  • Now a staple of operations (year 3): Greyswift is the central place to capture field work, vehicle/equipment inspections, and issues from crews—even when connectivity is inconsistent.
  • Automated KPI delivery: Power BI connected to the Greyswift API replaced manual report building; managers can ask for specific crew KPIs and get them in minutes, using a consistent, trusted view.
  • Customer & compliance communication: The same dashboards support customer conversations about performance and validate service timing; inspection records help prove equipment readiness before entering the field.

    “Greyswift centralized our field data and automated the reporting. Leaders and customers are looking at the same, trustworthy view, which has made decisions—and conversations—much faster.”

    — [Matt Vaughn, Safety Specialist, Pro Tool Services]

8. Future Prospects

  • Location stamps via MDM: Evaluate enabling device-level location capture (through mobile device management) to strengthen the audit trail and speed dispute resolution.
  • Customer reporting cadence: Package a periodic executive snapshot (job counts, on-time %, average durations) per customer.
  • Exception monitoring: Flag outliers (unusual durations, late arrivals, missing inspections) for supervisor review.
  • Operational playbooks: Use KPI trends to coach crews and standardize “what good looks like” across areas.

9. Lessons Learned

  • Centralize first, then automate. One system of record made reporting and customer communication credible. Winning technician adoption with shorter, offline-capable workflows.
  • Design for the field. Offline capture and concise forms drove adoption.
  • Share the same truth. Giving leadership and customers the same KPIs reduces back-and-forth.
  • Name KPIs clearly. Standard definitions for Requested/Arrived/Completed keep comparisons fair.
  • Avoid product jargon. Plain language lands better with non-Greyswift audiences.

10. Operational & Business Impact

  • Single source of record for field work, inspections, and issues.
  • Faster decisions: managers can pull targeted KPIs quickly instead of rebuilding reports.
  • Customer transparency: shared dashboards support performance reviews and resolve timing disputes using system timestamps.
  • Stronger compliance posture: documented vehicle/equipment checks before deployment; optional location capture under evaluation to further harden audits.

11. Conclusion

By centralizing field capture and automating reporting, Pro Tool moved from manual forms and ad-hoc spreadsheets to a single, reliable source of truth. Today, crews, leadership, and customers reference the same KPIs-speeding decisions, strengthening compliance, and improving customer conversations. With location stamps and exception monitoring under evaluation, Pro Tool is positioned to keep tightening turnaround and transparency without adding overhead.