Description
The Testing & Tracking 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 testing and tracking tasks 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, testing & tracking logs, repair 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
Regular and proactive testing of an asset is essential as it helps identify potential issues before they escalate into larger problems. Ensuring that your technicians are up to date on what testing needs to be performed on asset, what specific tasks are involved in that testing, and capturing and documenting the results of those tests are paramount when it comes to keeping thorough and accurate records. The inability to access records and data you can trust, either due to incomplete data collection, or having your data scattered across multiple locations, results in a significant increase in risk to operations, employee and customer safety, and avoiding fines, penalties, and shutdowns due to regulatory violations.
Return on Investment (ROI)
Using the Digital Log Book to store all the historical data about the tests performed on your assets will increase both field and back office efficiency. Through simply scanning a QR code with the TrueContext app, your technicians are prompted with what testing tasks are required for any given visit, and will be able to effectively document what tests were performed, what passed, and, if required, what corrective actions were taken for those that didn't.
The data collected by using this workflow is date stamped and 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 data will allow you to not only make strategic, data-driven decisions when it comes to asset optimization, investment prioritization, and resource allocation, but it will ensure you have all the data needed, in a format that is easily accessible, to build the necessary reports to ensure compliance with regulatory requirements.
Business Value
Regular and proactive testing improves the reliability of your assets by identifying and addressing potential failure points before they impact operations. This leads to increased uptime, enhanced productivity, greater customer satisfaction, and by identifying safety risks early, companies can implement preventative measures to protect employees, customers, and even the environment.
Keeping your data in a 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 build the necessary reports to ensure compliance with regulatory requirements, allowing you to avoid fines, penalties, and shutdowns due to regulatory violations.
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 Testing & Tracking 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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