Welcome to BomData

BomData helps you uncover insights in your Aspire data to optimize labor and drive efficiency. We’ve worked with many companies to identify the highest-impact areas for improvement, and this guide will help you quickly gain value from BomData.

Key Principle: Focus on Patterns, Not One-Offs

When analyzing your data, look for consistent trends and recurring inefficiencies rather than isolated incidents. Addressing patterns will drive the biggest improvements in labor optimization.

Use the following advice to kickstart your usage of BomData:

• Set up your Aspire Integration
• Assign the Right User Roles
• Automate Weekly Leaderboard Emails
• Engage Crews with a TV Leaderboard
• Use Advice to Prioritize Focus Areas

Best Practice Tip: Start with a Single Branch

For larger organizations, we recommend rolling out BomData at one branch first before expanding company-wide.

Why Start Small?

• Test what works best for your team
• A/B test improvements before scaling
• Measure impact and refine processes

Which branch should we start with?

We recommend beginning with a branch manager who is enthusiastic about adopting new technology. Choosing someone who naturally embraces change and recognizes the potential for improved labor efficiency is key. Once this branch successfully implements BomData and demonstrates clear improvements, it will pave the way for other branches to follow suit.

Set Up Your Aspire Integration

In order to start viewing your data, you’ll first need to set up an Aspire integration. To collect and display data from Aspire, we need REST API access. 

Follow these steps:

In Aspire

• As an Aspire administrator, login to https://cloud.youraspire.com/app
• Click ‘Settings’ in the bottom left corner of the page
  • When the navigation bar is collapsed, it looks like your photo.
• Click ‘Administration’ in the left navigation area
  • When the navigation bar is collapsed, it looks like a gear
• Click ‘Application’ -> API
• Click ‘New’
• Make note of both the Client ID and Secret
  • The secret only displays once. If you forget to write it down, go through these steps again
• Select ‘Select all GET’ in the scope section
• Set a description and click ‘Save’

In BomData

• Log into https://dev.landscape.bomdata.io/ 

• You should see a message pointing you to the Aspire configuration page. Click the ‘Configure Aspire Connection’ button.

• Input the Client ID and Secret on the configuration page.

• Once you’ve provided the secrets, click the ‘Update’ button. When you do, you should see the test results reload.

• When you get the success message, let us know so we can start pulling data for analysis

Assign the Right User Roles

Setting up users with the correct roles ensures they see the most relevant data and can take action efficiently.

How to Set Up Users in BomData

• Navigate to Config > Users
• Click INVITE USERS in the top right-hand corner
• Once invited, update the user’s Scope & Role

Example: Setting Up a Branch Manager

• Set Scope to their branch so they see their team’s data by default
• Users can still access company-wide data, but their default view keeps them focused

Tip: Setting roles and scope correctly for Branch Managers, OMs, and RMs will automatically enroll them in weekly advice emails, sent on Mondays.

Automate Weekly Leaderboard Emails

Configuring automated leaderboard emails keeps your team engaged and focused on key improvement areas.

Who Should Receive Leaderboard Emails?

• Crew Leaders – Reinforces scheduling and Crew Mobile goals
• OMs / RMs – Reinforces scheduling and ticket error goals
• Branch Managers – Helps them track performance
• Executives – Provides high-level insights without extra effort

Best Timing for Emails

Send leaderboard emails the day after Aspire maintenance ticket approvals to ensure accurate data.

How to Set Up Weekly Leaderboard Emails

• Navigate to the Efficiency page and select the Leaderboard you want to share
• Click Advanced…
• Scroll to the bottom and click ADD EMAIL DELIVERY

Tip: Focus emails on key problem areas. If scheduled hours are a challenge, create a leaderboard tailored for Crew Leaders.

What is the most popular weekly leaderboard to start with?

The best weekly leaderboards for your organization should include the areas you are trying to encourage the most change. Weekly emails can be sent at an organization leadership level, branch leadership level, and to teams of Operations Managers, Crew Leaders, or Route Managers. Here are a few examples of successful Weekly Leaderboard Emails:

Weekly OM Efficiency Leaderboard

• Ranking: Operations Managers across the organization (or branch) for estimates vs. actuals last week
• Sent: On Mondays to leadership & OMs, showing last week’s final rankings
• Focuses on: Low efficiency visits and generally increasing margin between estimates and actuals

Weekly Crew Efficiency Leaderboard

• Ranking: Crew Leaders across the organization (or branch) for scheduled vs. actuals
• Sent: On Mondays to leadership & Crew Leaders, showing last week’s final rankings
• Focuses on: Low efficiency visits and ensuring crews are hitting schedules they’re given

Weekly Error Leaderboard

• Ranking: OMs or RMs across the organization (or branch) for a rolling 7-day ticket error rate
• Sent: Once or twice a week to leadership and OMs or RMs, showing a rolling ranking
• Focuses on: Aspire ticket errors, such as overscheduled tickets (or ticket dragging), 0 hour visits scheduled, unassigned crews, and unscheduled visits

Weekly Crew Mobile Leaderboard

• Ranking: Crew Leaders across the organization (or branch) for a rolling 7-day Crew Mobile usage rate
• Sent: Once or twice a week to leadership and Crew Leaders, showing a rolling ranking
• Focuses on: Consistent Crew Mobile usage in the field

Engage Crews with a TV Leaderboard

Displaying real-time crew performance on a TV in crew areas can drive engagement and improve efficiency.

How to Set Up a TV Display

• Configure the leaderboard page in BomData to match how you want it reflected
• Click “Switch to Dashboard View” at the bottom—it will refresh automatically
• Display on a Chromecast with zero set-up, or use an Amazon Fire TV Stick to enable a digital signage tool like:
• OptiSigns
• ScreenCloud

Should I use Chromecast or a Digital Signage Tool?

It depends on your goals. The advantage of a digital signage tool like OptiSigns or ScreenCloud is that it allows you to cycle through multiple screens, like a newsletter or other information you want to share with the team. It does come with a monthly fee though, whereas Chromecast is a one-time cost. Many companies start with Chromecast and upgrade later.

How is ranking calculated for leaderboards?

As you start displaying these leaderboards, crews often have questions about how ranking is calculated. We’ve outlined the two most common leaderboard displays below. 

Imagine a completed work ticket with the following details:

• Estimated at: 6 hours
• Scheduled for: 5 hours
• Actually completed in: 4 hours

• A Scheduled vs. Actual Crew Leaderboard ranks crews on how well they’re executing against the schedules they’re given. For example, if a crew was scheduled for 5 hours and they finished in 4 hours, the crew’s score for that ticket would be 125%. Scores are calculated on a per visit basis and are scaled, so larger tickets are weighted accordingly against smaller tickets.
• An Estimated vs. Actual Route Manager Leaderboard ranks RMs on how well they’re scheduling crews against estimates. For example, if a ticket was estimated at 6 hours and the crew completed it in 4 hours, the RM’s score for that ticket would be 150%. Scores are calculated on a per visit basis and are scaled, so larger tickets are weighted accordingly against smaller tickets.

Note that estimated scores are calculated on the entire work ticket because the data is only available after the work ticket is complete. The delay until full completion is one reason why it’s useful to judge crews on scheduled vs. actual. 

What is the most popular leaderboard to display?

The most popular and effective leaderboard display for crews is “7 days ending with” today, or Rolling 7 Days, filtered on Scheduled / Actual. This shows the crews how they rank on hitting schedules over the last 7 days of work. 

Two reasons why 7-day rolling is a good timeframe to start with:

• Jobs are recent, so it’s fresh in everyone’s minds.
• Crews can make small adjustments and change their ranking quickly because each day is 1/7 of their score, so they don’t lose motivation. 

Use the Advice Page to Prioritize Focus Areas

The Advice Page highlights the highest-impact opportunities for efficiency gains.

Look Beyond Surface-Level Performance

Remember, your top performers might also have the most room for improvement simply because they handle the most work.

Focus Area: Optimize Efficiency Metrics

1. Scheduled/Actual Ratio

• Target: 100% (crews should be scheduled for exactly the time needed)
• A ratio above 100% suggests crews could finish faster or might be taking shortcuts
• Tightening schedules provides more accurate bidding data

2. Estimated/Actual Ratio

• Target: Above 100% (jobs are completed in less time than estimated)
• A ratio below 100% means your team might be scheduling exactly as estimated—consider refining estimates based on real-world performance
• Common Issue: Unscheduled Visits may pull this number down—check the Errors page for patterns

Example Scenario

If a crew regularly finishes early, consider:

• Assigning them additional tasks
• Reducing crew size for efficiency
• Adjusting scheduled time to better match real execution time

Focus Area: Improve Crew Mobile Usage

Accurate time entry is critical—Aspire data is only as reliable as what gets entered.

• Ensure crews log time when starting and ending a job
• Target Hours Accuracy Score: Above 75
• A ratio below 75 suggests that teams are editing entries well after jobs have started or finished. Pinpoint crews with low scores and review patterns in time entry

Focus Area: Proactively Fix Scheduling Errors

Review Next Week’s Errors Every Friday

Avoid wasted hours by checking scheduled tickets before the week begins.

Friday Afternoon Checklist

• Ticket Dragging – Prevent old tasks from carrying over unnecessarily
• Zero-Hour Visits – Identify and correct them before crews are assigned
• Double-Booked Crews – Resolve conflicts to avoid scheduling inefficiencies

Key Question: What can I do differently next week to improve efficiency?

Focus Area: Data Cleanup

Many companies realize their Aspire data isn’t as clean as they thought when they start using BomData. Clean data leads to better decision-making and efficiency improvements.

Common Data Cleanup Tasks

• Old Employees – Ensure inactive crew members are removed from tickets in Aspire
• Ticket Dragging & Other Errors – Use the Errors page to identify mistakes like:
• Inflated Scheduled/Actual ratios due to improper ticket scheduling
• Duplicate or misassigned tasks
• Decentralize Data Ownership –
• Empower Branch Managers & Operations Managers to review and correct their own errors
• Use BomData insights to push accountability down the organization

Tip: All errors in BomData link back to the Aspire ticket for easy cleanup.

Leaderboard Definitions

Read below to understand what each leaderboard represents and breakpoints for red, yellow, and green statuses.

Efficiency Leaderboard

The Efficiency Leaderboard displays two key efficiency metrics for visits completed during the selected time period.

Scheduled / Actual

This metric measures how effectively crews execute their assigned schedules.

Estimated / Actual

This metric evaluates how accurately Route Managers are scheduling crews based on estimates.

Hours Accuracy Leaderboard

The Hours Accuracy Leaderboard tracks how consistently crews use Crew Mobile (or Aspire Mobile) for recording work hours. A perfect score of 100 means that the crew is fully compliant with the system and never manually edits their time entries.

Errors Leaderboard

The Errors Leaderboard measures the percentage of visits with a scheduling error during the selected time period. Scheduling errors can significantly impact crew efficiency, so minimizing them is crucial.