Description
The Asset Maintenance Workflow is part of TrueContext’s Asset Maintenance Solution. This Workflow uses a Digital Log Book, which stores the historical data about your assets, to provide your technicians the information they need to complete their maintenance duties and inspections on demand. The Digital Log Book provides a QR code that can be printed and attached to the asset, or in a nearby location. 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 Digital 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 performing maintenance on an asset, the biggest challenge is having the trust in the historical data captured from previous maintenance work and inspections. You are completely reliant on the quality and accuracy of old reports. When you can't trust the accuracy of the old reports, or if you are missing those reports all together and don't know what maintenance tasks have or have not been completed to date, you have no way of knowing what the risks and potential expenses are when your technician arrives on site. Additionally, you have no way of planning any type of effective proactive maintenance, increasing the risk of not being able to prevent issues before they require major repair or a complete replacement. The inability to properly plan, budget, and make real data driven decisions only leads to increased costs and introduces unnecessary risk and safety concerns for your technicians and ultimately your business.
Return on Investment (ROI)
Using the Digital Log Book to store all the historical data about your asset will increase both field and back office efficiency. Your technicians are prompted with both outstanding and upcoming tasks that need to be completed, and to collect the necessary and required data to complete these tasks. Additionally, your technician will be able to see what repairs have been done or call-outs/breakdown visibility as it may affect his or her safety — or even if the asset is within its regulatory testing compliance. This level of visibility ensures your technicians know exactly what they need to do when they arrive, allowing them to work as efficiently as possible, and will keep them safe while performing their work.
The data collected by using this workflow 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
Regular maintenance helps identify and address issues before they become problems, reducing unexpected breakdowns and downtime — increasing your asset reliability and lifespan. It also contributes to a safer working environment for your technicians by identifying and addressing potential safety hazards associated with the asset. Proactive maintenance leads to cost savings as it reduces the likelihood of major repairs or replacements. It's often more cost-effective to prevent issues than to address them after they occur. The Asset Maintenance Workflow is going to increase the productivity of your technicians in the field. Reliable and well-maintained assets contribute to consistent productivity and reduced downtime means more time for productive work and fewer interruptions to operations.
Keeping your data in our Digital Log Book means that you can access that data using multiple back office tools. This will ensure better planning, budgeting, and data-driven decision making, all of which leads to cost savings across your organization and, most importantly, making sure those assets stay operational and safe. It also makes it easier to adhere to regular maintenance schedules and being able to quickly produce accurate reporting ensures that assets meet regulatory requirements and industry standards, helping the business avoid fines and legal issues.
Workflow Features
Form
- Repeatable sections
- Push to repeat
- Sharepoint List source (List of pre-defined tasks for the asset; Load any existing information about the site or asset)
- Sharepoint List destination (Repeatable destination outputs configuration; Match column for updating existing items)
Documents
- Full log of tasks completed, and outstanding, after each visit
- 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
Note: The level of effort outlined above is to deploy this Workflow from scratch. The Asset Maintenance Workflow is part of the larger Asset Maintenance Solution. Please contact you account team or reach out to success@truecontext.com to get a better understanding of the level of effort required to deploy the Asset Maintenance Solution.
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
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