The Ascent Field Service Blog

Field Service Tips and Information

Ascent Business Systems, Inc. is a leading provider of mobile software for the field service industry with over 25 years of experience helping small to medium sized businesses overcome operational inefficiencies. Ascent is currently in use by a wide range of businesses with revenues of $250,000 to $500,000,000 comprised of a multitude of service providers within the Trade, Technology and Capital Equipment industries. Ascent now services clients in every major service vertical and metro area in North America.

The Service Glossary: First Time Part Fill Rate

Christopher Esselborn - Wednesday, September 02, 2015

The Field Service Glossary

Earlier in this series, we covered First Time Fix Rate, one of the leading metrics in the service industry. Today, we are reviewing First Time Part Fill Rate, a number which provides greater insight into the impact your inventory management has on your ability to complete the job.

Week 8: First Time Part Fill Rate, Do your technicians have the right parts to get the job done? 

How to Calculate:  Add the total number of service calls for a given period (month) with parts transactions that did not require a return or repeat trip to complete. Divide that number by the total number of calls with parts transactions for the same time period to better understand what percentage of your service calls with parts transactions are completed in the first trip. Factors that affect First Time Part Fill Rate include improper truck and/or main office inventory stocking. After an understanding is gained into the First Time Fix rate, look for part usage patterns in your 'return/repeat' calls. 

Ascent Business Systems is a Sage 100 Development Partner with over 30 years experience developing service management solutions designed to work seamlessly with Sage accounting solutions. The Ascent product line provides clients with a wide range of world class service management tools, superb reporting capability and scalability for growing businesses. These products include AS Office for the back office, AS Mobile and AS Cloud for your customers and workforce.

4 Tips for a High Performance Workforce

Christopher Esselborn - Friday, June 19, 2015

Field Service Workforce

Management is constantly faced with the need of understanding how to process, manage and analyze business results.


Last year, the average employee turnover rate in the service industry was 15.1%. That means it’s likely that you saw some of your staff go as you welcomed the new additions. But what happens if one of those key employees had the role of managing your operations or internal business systems?


Do you have operating procedures and training content in place to quickly get your new manager trained and productive? Or are you going to rely on “on the job training” to fill the knowledge gaps? If you choose the latter you are setting you and your new hire up for failure! You may be thinking, my new hire came from a company just like ours so they should know how we operate. With the best intentions this is a false expectation for the new hire; no two service companies operate the same way. Even though the new hire came from a company that sold and serviced the same products, their operational and information system experience will be totally unique to the culture, business systems and practices of their prior employer(s).


What impact is there for the business that does not have a sound new hire training program; especially for new hires in strategic roles? Because this tends to impact the service enterprise most greatly, let’s focus on the business system side. The new hire manager has basically three options:


  1. 1. Roll up their sleeves and try to figure out how everything works (while trying to handle all the operational needs)

  2. 2. Gain system knowledge from others (typically this only provides marginal information from others who were also never properly trained)

  3. 3. Start making requests to replace your current business system for a “newer – better” system. Beware, once you start down this path you become a sales person's dream for the new solution provider. They will very convincingly uncover every pain your organization has and tell you everything you want to hear to sell you their “newer-better (very expensive)” business solution. Remember where this all started, the need for training. An investment in a new system is a very expensive way to get your people trained!

The following are some suggestions on how to support the training needs of your organization:


  • • Start building your user operating procedures manual
  • It’s not critical that you get it finished immediately. Prioritize by department and then by position. Use simple tools like Microsoft Word and screen captures to build the procedure guide. If you find you have knowledge gaps, “Why do we do this? I don’t know that’s how I was shown” find the right person who knows.

  • • Start building your operations workflow procedure manual
  • Work flow is different than user procedures. Workflow provides a visual interpretation of how goods and services flow through the organization. Since we’re focused on service enterprises, there are typically many different workflows: new sales, break-fix service, depot service, warranty service, service contract management, preventive maintenance, etc. Laying out an effective workflow guide in front of your new hire will assist them in understanding how business flows through the company and who performs which functions. Providing examples of management reports is important. A good tool for this is Microsoft Visio.

  • • Leverage your business software provider for assistance
  • Too often this resource is overlooked. Communicate with your current provider since software providers have many years of experience deploying and supporting their solutions. Utilize their expertise to assist you in planning, manual content creation and filling informational knowledge gaps.

  • • Make your user and workflow training an integral part of your new hire process
  • Setup a training plan for all new hires. Provide them with a check list to sign off on once training has been completed. This will make it easier to make trainees accountable for their training knowledge.

While new employees should always strive to quickly become valuable assets to their new companies, it should never be done without proper training and training resources. By making this initial investment you will empower your new hire with the knowledge to be as successful as possible!

Ascent Business Systems is a Sage Development Partner with over 25 years experience developing service management solutions designed to work seamlessly with Sage accounting solutions. The Ascent product line provides clients with a wide range of world class service management tools, superb reporting capability and scalability for growing businesses. These products include AS Office for the back office, AS Mobile and the AS Cloud for your customers and workforce.

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    Ascent Business Systems, Inc. is a provider of enterprise automated service management software with a solution portfolio with office , mobile and cloud offerings.  With 30 years of experience solving operational business challenges, our offering of solutions and best practice business knowledge will provide you with a competitive edge, increased profitability and overall service enterprise productivity.