Digitalisation of intervention reports and productivity gains

Digitalisation of intervention reports - Ermeo

Intervention reports are an integral part of the CMMS PROCESSES. They conclude an intervention, carried out following a diagnosis, and are essential for the regular monitoring of equipment. However, these tasks are often more administrative than technical. These are often considered tedious for technicians. Because they are time-consuming to write, many employees may be tempted to write summary, incomplete or abbreviated reports.
However, these reports must be added to the company's database, which makes it possible to identify and analyse the most frequently performed operations... The content of the reports is therefore essential and fundamental to effective industrial maintenance. Making them more reliable can therefore lead to a real qualitative leap in the organisation of CMMS policies within the company.

But how can you make something that is considered tedious, restrictive and above all uninteresting by your teams more reliable? One of the solutions may be to digitalise and automate some of these reports, thus putting artificial intelligence and new technologies at the service of humans. The time savings promised by these solutions are reflected both in the employees, who are relieved of some of the tasks they consider tedious, and in the company, which gains in productivity, efficiency and reliability.

To find out everything about the digitalisation and automation of reports of interventions, you will find in this article the following elements:

1. Essential reporting to ensure monitoring of business processes

Before discussing these potential productivity gains, let us first try to see why these intervention reports, or technical reports, are so important. This report is based on the elements and information collected by the service provider, in particular the elements used to generate the service order, the information entered during the service, the time data, the number of kilometres travelled if the service was at a distance, any expense reports linked to the intervention, catalogue codes for faults, remedies and types of work, the various zones associated with the above codes, the resources used, the parts consumed, the removal and fitting of equipment, replacements, standard exchanges, and also meter readings.

Attached files can also be attached, such as an original service request form or scanned minutes. All these elements are used to feed the company's database. These reports provide a record of what was done (e.g. repairs) and who carried it out (the operator). Their correct keeping makes it possible to check, for each piece of equipment, that the necessary work has been carried out, as part of a preventive maintenance plan, for example.

2. The power of digital at the service of companies

Digitisation of these reports of interventions can then be used to enrich a digital work database, for example. If the reports are written in paper format and then physically archived, their usefulness remains limited. Digital archiving in the form of digitisation of the documents already facilitates access to them. The easier it is to access these reports of interventions, the more they will be consulted and thus put to good use.

Digital archiving thus has the advantage of making documents accessible from any location by simply connecting to a server on which these reports are stored. However, a simple viewing or reading of documents in image format (in the case of an untranscribed paper report) obviously does not allow an ideal exploitation of the data collected.

Digitalising and transcribing reports in digital format is a time-consuming task with little added value. Therefore, for maximum efficiency, it is crucial that notes and information are taken directly in computerised form. It is not necessary to have very expensive tools to digitise this data entry, a simple smartphone or tablet can suffice, provided that a mobile application such as Ermeo's is downloaded, allowing technicians to enter information on the move.

3. The exploitation of data made possible by digital uses

Having data in digital format makes it much easier to use. This is because the information can be fed directly back into the company's central system, and a multitude of programs can sort and differentiate, and thus take advantage of the data. Again, this is only possible with digital data: indeed, it is hard to see thousands of handwritten pages in Excel cells. However, again, it is very time consuming to write one of these reports in full.

This task has no added value for the technician, who sees it as a waste of time: what use does he see, in fact, in writing down, step by step, all his actions, all day long and every day? Of course, this is part of the job, but isn't there a way to simplify this entry? In order to free up the employees' time, they could then carry out more interventions, making greater use of their skills and human qualities.

Behind this, there is a real desire to increase the skills of the staff, who are asked to perform tasks that really require their qualities. Relieving staff of tasks with low added value and assigning them to more motivating tasks also represents obvious economic interests for companies.

4. Support for employees on mobility

Today, new technologies aim to provide real assistance to mobile employees equipped with mobile terminals during their work, but also to automate the exchange of information and data between the central systems of companies and employees via their mobile terminals. Mobile field workers are increasingly assisted by mobile terminals (smartphones, tablets, Personal Digital Assistant, etc.) to carry out their tasks. Business processes and applications on these mobile devices can now be better controlled and customized from systems that are back office dedicated. All technicians must be able to enter data and have easy access to up-to-date information that can help and support them in their various tasks in the field, including on the move.

Ermeo offers an ergonomic business application designed for mobile use that can be connected to all of the company's central systems, thus making it possible to link work reports, various technical reports and technical plans, as well as parts orders and mission orders. Various uses are possible thanks to the deployment of a mobile application such as Ermeo's: integration of geolocation, time stamping, centralised backup, data restoration, differential synchronisation of files and inventories, etc.

The use of the same application guiding the collaborators from the diagnosis to the end of the intervention makes the intervention and data collection more reliable, but also standardizes the data collected, and thus improves the central database. Thanks to the use of an application such as Ermeo's, it is possible to easily access precise technical documentation (via a QR code system or the use of geolocation). Maintenance orders can then be linked directly to documentation. Technicians are then guided in their diagnostics and operations, making interventions more reliable.

This also improves the quality of service, as the breakdown rate is generally lower. Directly from the application and their mobile terminal, technicians can report information from the field. A drag-and-drop system can be envisaged: the technician must insert a photo or scan a barcode. This request for information from the field (answering a multiple choice test, taking values, etc.) not only makes the intervention more reliable, but also allows for the preparation of precise and detailed reports of interventions.

5. Automatically generated reports

Indeed, after filling in all the requested information and following the step-by-step instructions and processes, a digital intervention report is automatically produced, without any direct intervention by the technician. On the other hand, a back-office platform allows for detailed management of the technicians' reports. The reports can then be fully customised to suit the needs of each company, based on different templates.templates. The reports can then be easily edited in Word, Excel or PDF format. All reports and minutes can be made available to all employees and create a huge common knowledge base where past actions can be learned from. These reports can, of course, be sent directly to the company's IT system, either to the CMMS or to the digital archive.

The interest lies in the possibility of analysing these reports in detail, by following the flow of information in real time, identifying the most frequently malfunctioning equipment and discovering the causes, or setting up alarm systems when certain thresholds are exceeded. The IT ecosystems of each company can easily integrate Ermeo's solutions. Digital solutions, enabled by new technologies, can thus be adapted to the needs of each individual, and allow substantial productivity gains. With the use of the Ermeo application, the productivity of technicians increases by approximately 30%. The digitalisation and automation of work reports, made possible by technological progress, allows industrial maintenance jobs to evolve and to be firmly anchored in the future, by constantly developing new uses for predictive maintenance.

Emma Duverne Marketing Manager Treatment of nonconformities