The situation
A water services operator runs a treatment plant under contract with a public entity. Every month it must present a valuation: the detail of what was executed, with its operations reports, the maintenance jobs performed and the hours of the assigned staff, so the contracting party approves the payment.
The information existed, but it lived in three places: operations reports on field forms, maintenance in a separate program, and hours in payroll. The valuation was assembled by hand during the last week of the month. Every version of the file was a new document, and when the contracting party asked where a figure came from, rebuilding it cost more than calculating it.
What was done
The whole operation moved to XEN: operations reports are recorded in Operations from the phone, jobs in Maintenance with their work order and spare parts, and attendance comes from the plant's biometric clocks into Human Resources.
On those three sources, XEN Overdrive built the valuation module to the measure of the contract: each line of the file reads its quantity from the record that backs it and applies the agreed unit price. The file is no longer collected; it is composed.
How it was implemented
First the contract was loaded with its line items and prices, and it was defined which record feeds each one. Then, for a month, the plant operated in XEN while the valuation was still assembled by hand, to compare the two files line by line. The differences pointed to reports that were not being recorded and hours counted twice; they were fixed at the source. The following month, the file came out of XEN.
What the operation looks like today
The person in charge opens the valuation on any day of the month and sees real progress, not an estimate. Each line unfolds down to the report, the job or the specific hour that produced it. The period's observations (a report without a signature, a punch without an exit) are visible inside XEN and resolved before the close; the file goes out with the facts and its annexes already attached, as a PDF, ready for the contracting party.
Xeni answers questions about the month in progress with the sources next to each answer: which line items are running below plan, which jobs are still open, how many hours each crew has logged. Management stopped waiting for the thirtieth to know how the contract is going.
