Description
The Authorities Having Jurisdiction (AHJ) Compliance Handling Workflow is part of TrueContext’s Asset Maintenance Solution. This Workflow uses an Electronic Log Book, which stores the historical data about your assets, to provide your technicians the information they need to get flagged about for any AHJ violations that may need addressing on demand. The Electronic Log Book can be created using our First Visit Workflow and, once created, it will provide a QR code that can be printed and attached to the asset. The technician can scan the QR code and the historical data about that asset is immediately available to them, increasing their efficiency and safety, as well as the accuracy of the data they collect.
The TrueContext Asset Maintenance Solution
The TrueContext Asset Maintenance Solution, with our Electronic Log Book, streamlines record-keeping for your assets. It centralizes data and provides real-time updates on asset status, maintenance logs, testing & tracking logs, and user interactions. This solution enhances efficiency, minimizes errors, and enables easy retrieval of historical data. With this solution users can track asset utilization, schedule maintenance, and receive automated alerts, promoting proactive management.
Problem
Most assets adhere to strict regulations for public safety. Traditionally, compliance directives for assets were managed on paper, lacking traceability and accountability. TrueContext has transformed this process with a streamlined end-to-end workflow emphasizing accountability and transparency. Field technicians now receive prompt mobile alerts for new directives, ensuring they are not overlooked. Technicians can efficiently organize and prioritize directives for their maintenance routes. Upon completion, a digitally signed and legally binding document, including supporting evidence, is generated. Supervisors and Branch Managers benefit from track and trace capabilities through a pre-configured Analytics platform, offering a concise overview of compliance status and performance metrics.
Solution
TrueContext has designed a fully industrialized end to end workflow that addresses the entire process. Accountability, transparency and completeness of work are of paramount importance in the solution design.
Using this workflow, a technician is alerted to a new directive on his/her mobile device within 90 seconds of it arriving in the branch office. It cannot be lost, forgotten or left behind. Additionally, the technician can sort directives on their maintenance route based on priority or due date. Once the work has been completed and the form has been digitally signed, a legally binding document with supporting evidence (photographs, etc) is generated. Track and trace capabilities for Supervisors and Branch Managers is readily available through an Analytics platform pre-configured with dashboards and reports.
Return on Investment (ROI)
With an overall reduction in delivery / notification time from 3 weeks to 90 seconds, and no requirements for Supervisors to become involved with directive assignment, the ROI is predominantly focused on productivity / efficiency - the savings in time to notify a field technician of open directives on their maintenance route. The completed documents can be recalled anytime for evidence of execution. No driving back to site to take photographs or confirming date/time stamps in logbook entries on-site.
Authorities Having Jurisdiction (AHJ) can issue fines (for non or late completion or follow up visits) which quickly accumulate to hundreds of thousands of dollars for a large portfolio. Reputation for safety compliance in the industry and the customer group is immeasurable.
Business Value
Each AHJ has the legal mandate to issue time bound violations or directives against a maintenance provider or to shut an asset down and lock it off if compliance to the safety standard is breached. This causes massive disruption to the building operations and huge cost of inconvenience to the maintenance provider.
Public safety is critical. Assets that are deemed unsafe pose a significant public safety risk along with any litigation and sanctions that may arise. Reputation for safety compliance in the industry and the customer group is immeasurable.
Workflow Features
Forms
- Side-by-side sections
- Repeatable sections (Intake form allows users to dispatch directives to various technicians)
- Dispatch destinations (Metadata associated with Notes, Due Date and Location)
- Sharepoint List destination (Repeatable destination outputs configuration; Match column for updating existing items)
Documents
- Image capture & annotation via sketch pad
- Technician signature
- Custom document layout is also available
Data & Analytics
- Dashboard with summary KPI's
- Filtering based on Directive Status, Region, Department and Branch City
- Extraction of list report data to Excel is also available
- Drill through to pdf document also available
Workflow Deployment
Using the Workflow Assets provided, you can starting implementing this Workflow with your own organization.
If you would like any consultation on how to set up this Workflow or would like to have TrueContext's Professional Services team deploy this Workflow for you, please reach out to us at success@truecontext.com and we will be happy to discuss what options are available to you.
If you are new to TrueContext, schedule a demo of this Workflow and start a trial today.
Administration (5 Hours)
- FormSpace admin setup and permissions (where applicable)
- Mobile user setup and training
- Training for Branch Admin
Forms (20 hours)
- Form build, test and deployment
- Data Source configuration
- Data Destination configuration
- Dispatch (bulk and on-demand) setup and training
- Training for Branch Admin
- Custom document build and deployment (where applicable)
Data & Analytics (25 Hours)
- Advanced Analytics Setup
- ETL and standard data model configuration
- Standard dashboard and reports (customization is possible, however, requires additional time in project scope)
- Administrator and User Training
Project Governance (10 hours)
- Project Management
- Status Updates & Milestones
- User Acceptance Testing
- Risk / Escalation Management
- Delivery and Hypercare Support
Workflow Assets
Forms
To help you build this Workflow for your own organization, we have provided the following Excel files, documenting how the forms in this Workflow have been built:
Design, Documentation, and Analytic
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