Client background
Medina Utility Services, with over 20 years of industry experience, is a trusted utility infrastructure solutions partner in Texas for efficient, sustainable utility management. Driven by values of safety, quality, and integrity, Medina consistently delivers dependable service through skilled expertise and innovative approaches to complex utility projects.
The problem: Monitoring multiple contractor activities manually led to budget overruns for Medina
Medina’s vegetation management process involved assigning annual maintenance spans to contractors, ensuring efficient coverage of both planned and emergency work. However, they encountered difficulties in tracking tasks, collecting accurate field data, and calculating payouts. Medina needed a centralized platform to assign projects, monitor contractors’ activities, and use data for accurate billing and budget management.
The solution: KYRO’s forms and dashboard helped Medina capture accurate payout metrics and prevent budget overruns
KYRO offered Medina an all-in-one platform for managing vegetation projects, enabling them to assign specific spans to contractors and manage workflows. Here’s how KYRO transformed Medina’s operations:
Project creation and task assignment
Medina created project workflow on KYRO for each span of maintenance—assign tasks to contractors, get the work done by their crews, and keep them updated. Plus, Medina assigned ‘emergency work report’ to each of the contractors to monitor and attend to urgent work across their respective spans.
Multiple subcontractor management from a single platform
Medina effectively manages multiple contracting companies on KYRO, ensuring secure and systematic task allocation. Using KYRO’s platform, Medina assigns specific spans to each contractor, who can view only the details relevant to their work. At the end of each day, contractors submit detailed reports through KYRO, which are then reviewed by Medina’s managers for validation and approval.
Efficient data capture with digital forms
Contractors filled out the 'vegetation management work report’ on KYRO, capturing essential information, such as materials used, and hours worked. This data is then fed into the financial dashboard, further simplifying the contractor payout process. The ‘emergency work report’ filled in by the contractors enabled Medina to look at emergency issues immediately.
Financial dashboard and budget management
KYRO’s dashboard aggregated labor, equipment usage, and materials data to provide accurate, real-time insights into project costs. This dashboard allowed Medina to compare actual spending against planned budgets, factoring in variables like the number of spans completed and gallons of herbicide used. These insights enabled Medina to monitor trends, make data-driven adjustments, and ensure consistency with pre-established rates.
Key results
Outcome: Automated workflows, digital forms, and dashboards enabled Medina to stay on track and manage budgets
KYRO has transformed Medina Utility Service’s vegetation management approach, integrating project coordination, data-driven billing, and financial oversight into one powerful platform. The result is a structured, transparent process that supports Medina’s commitment to safe and efficient utility maintenance.
