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Lewis Services Achieves 90% Efficiency Gains

With ProArch’s Dataware Data Platform

Lewis Services

About Lewis

Lewis Services is one of North America’s largest vegetation management companies. With over 4,000 staff members and 200 customers across the country, Lewis plays a critical role in the US energy infrastructure.

 

Solutions Used

 

 

Situation: Painful Invoice Processes & Time-Consuming Timesheets

Without a centralized system, Lewis’s payroll processing and customer invoicing were challenging, slow, and manual. To put it in perspective, the company processed 86,000 spreadsheets for payroll each year. This required nearly 45 full-time employees to complete, and the General Foreman had to enter the same data four times.

“The general foremen were being pulled in so many directions that it was causing inefficiencies in operations,” says Huntley Hedrick, VP of IT at Lewis.

Weekends of time-consuming work made for unhappy employees, payroll delays, slow revenue realization, and poor customer experiences.

 

Solution: Data Platform & Custom Application

Using ProArch’s Dataware Data Platform, the team integrated the HR and ERP systems into a data warehouse and then developed a custom application called “Tiempo.”

The data modeling in the background simultaneously calculates payroll and invoices based on customized rules by location, job type, pay rate, employee, and start/end time. 

 

Results: A Game-Changer All Around

  • Lewis has experienced a 90% reduction in the overall effort with a clear, streamlined process for time entry, timesheet creation, and approval.
  • Advanced reporting capabilities using data from different systems.
  • Before, Lewis experienced a high volume of invoice adjustments. Now, it is a 3% adjustment rate.
  • Customers have a better experience, and Lewis can realize revenue faster.
  • Lewis owns the tool so they can avoid future costly and complex ERP upgrades and customization.

For the general foremen, Tiempo has been transformational. Hedrick added, “What I’ve observed with the rollout of Tiempo has been greater than anything that I’ve ever seen in my career with how accepted it’s been in such a short amount of time.”

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Credit Union Establishes Confident, Governed Microsoft 365 Copilot Adoption

Overview

A regional credit union recognized the productivity potential of Microsoft 365 Copilot but also understood the risks of introducing generative AI in a highly regulated, risk‑sensitive environment.

Rather than rushing into deployment or relying on informal experimentation, the organization partnered with ProArch to take a structured, people‑first approach to Copilot adoption.

Through ProArch’s Microsoft 365 Copilot Smart Start engagement, the credit union established a shared understanding of Copilot, aligned adoption to real business workflows, and created a scalable foundation for governed, repeatable AI use across the organization.

Services

Challenge

Like many financial institutions, the organization faced a familiar situation: strong interest in AI paired with valid concerns around risk, governance, and unintended use.

Before moving forward, leadership needed clarity on:

  • What is Microsoft 365 Copilot and just as importantly, what is it not.
  • How to ensure adoption is intentional, role‑relevant, and compliant.
  • How to move past what’s possible and into owned, business‑driven use cases.

Without a structured approach, there was a real risk of confusion, resistance, or shadow usage that could undermine trust and security in their highly regulated environment.

Solution

ProArch delivered our Microsoft 365 Copilot Smart Start engagement with a clear principle: adoption starts with people and behavior, not just licenses or features.

Structured Enablement
ProArch conducted readiness and ideation workshops designed around real roles and workflows. Copilot was introduced through guided, practical use cases that aligned to how teams already worked.

This approach helped establish a shared language across departments for prompting, value and success, ensuring Copilot was understood as a practical productivity tool.

Change Management by Design
Rather than positioning Copilot as an IT‑led initiative, ProArch helped shift ownership to the business. Facilitated sessions brought stakeholders together to identify pain points and map them directly to Copilot‑assisted workflows.

Copilot was consistently framed as a trusted assistant, supporting human decision‑making rather than replacing it—an important distinction in a regulated environment.

Result

By pairing Microsoft 365 Copilot Smart Start with intentional change management, ProArch helped the organization:

  • Build confidence instead of resistance around AI adoption
  • Enable users without overwhelming them
  • Establish a repeatable, scalable, and governed foundation for Copilot use

Rather than experimenting in silos, the organization now has a clear framework for expanding Copilot adoption responsibly and at the same time accelerating productivity while protecting trust.

With ProArch’s approach, the organizations Copilot adoption is driven by clarity, alignment, and ownership setting the stage for long‑term value in a highly regulated financial environment.

Industry

  • Finance & Banking (Federal Credit Union)

Challenge

  • High interest in Microsoft 365 Copilot, but concerns around governance, compliance, and unstructured adoption in a regulated environment.

Solution

  • ProArch Microsoft 365 Copilot Smart Start delivered structured enablement, role-based use cases, and business-led adoption aligned to real workflows.

Result

  • Confident, governed Copilot adoption with a scalable framework for secure, repeatable AI use across the organization.

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