Description
The First Visit Workflow is the first step in TrueContext’s Asset Maintenance Solution. This Workflow will build and populate an Electronic Log Book, which stores all the data about your assets. Once the Electronic Log Book has been created, the TrueContext Asset Maintenance, Job Hazard Analysis, Authorities Having Jurisdiction (AHJ) Compliance, Testing & Tracking, and Full Replacement Business (FRB) Sales Engine Workflows complete our Asset Maintenance Solution.
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, 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
When taking on a new asset or replacing an existing one, the biggest challenge is having the trust in the records that have been kept to date. You are completely reliant on the quality and accuracy of old reports, and in many cases reports not completed by your own technicians. When you can't trust the accuracy of the old reports, or if you are missing those reports all together and don't know actually know the condition of an asset you are taking over, you have no way of knowing what the risks and potential expenses are and no way of communicating that with your customer.
Return on Investment (ROI)
Building your Electronic Log Book with the TrueContext First Visit Workflow will increase both field and back office efficiency. Your technicians are prompted to accurately collect the necessary and required data on the first visit, eliminating the need to return to site because not all the data was recorded the first time or was recorded inaccurately. The data collected is sent back to your office in real time and stored in the appropriate locations without requiring any processing by office staff. Reports and analytics can be created from this data at any time. This can also lead to business generation as your ability to identify opportunities based on the data collected by your technicians can be significantly sped up and potentially automated.
Business Value
- Capture, store, report on, and analyze data on critical elements related to industry code, including:
- Scheduled test dates
- Open safety violations
- Scheduled maintenance
- The manufacturer
- The different components
- Levels of safety
- Feed your asset capital planning
- Record any obsolescence that wasn't previously identified
- Risk Mitigation
- Customer Awareness
Workflow Features
Form
- Repeatable sections
- Push to repeat
- Sharepoint List source (List of pre-defined tasks for the First Visit; Load any existing information about the site or asset)
- Sharepoint List destination (Repeatable destination outputs configuration; Match column for updating existing items)
Documents
- 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 start implementing this Workflow within 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.
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 and training
- Data Destination configuration
- Conditional Logic setup and training
- Training for Branch Admin
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 file, documenting how the form in this Workflow has been built:
Design, Documentation, and Analytics
#AssetMaintenance
#Construction
#IndustrialEquipment
#Manufacturing
#Mining
#VerticalTransportation
#In-depthWorkflow