Insights

Control over maintenance: from inspections to invoicing in practice

Maintaining an overview of maintenance work has its challenges. During maintenance, several registrations are usually made in a number of steps to carry out the work. Smart handover of information between these steps saves a lot of time. Time that would otherwise be lost searching for information, keeping separate lists, calling or texting each other and merging information. How much easier would it be if you no longer have to manually transfer information? This is possible with the forms in KE-chain. Joost Schut is happy to tell us more about it.

With the forms in KE-chain you can easily ‘pass on’ specific information digitally to colleagues or external parties. Joost: “You keep the information together and every step adds information to it. Just like filling out a paper form and passing it on to the next. This ensures that you only have to do everything once and that there is a place where the information is. I can best explain how it works based on an example. However, the same principle is more widely applicable. “

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Step 1: Setup maintenance project

Joost: “The example I’m using is a maintenance project on bicycle paths. Agreements have been made with the client about the minimum condition of the cycle paths. Part of this agreement is which activities can be performed at what rate in the event of deviations from this condition. To monitor the condition of the cycle paths, in this case periodic inspections and maintenance of cycle paths are used. ”

“In KE-chain we have set up a separate project with different periods and areas to divide the work. The forms were then prepared for inspection per period and sub-area. The layout is easy to do with your own template from the catalog. ”

Step 2: Inspection

To keep an eye on (to monitor) the condition of the cycle paths the entire area is periodically inspected. Joost: “The chimney is an inspection of the condition of the area. During this inspection, deviating situations are recorded where the minimum condition is not met. Based on this, the required work is determined on the basis of the previously agreed specification items with the client. ”

“In KE-chain you can easily add a registration for each deviating situation, including location, photos, description, specification of the work and associated specifications items. You can possibly divide this per sub-area if the inspections take place per sub-area, for example. ”

Step 3: Approval of activities

The file with the inspection results and the proposed work is submitted to the client for approval. Joost: “Based on this, the maintenance work that can be performed is determined.”

“The form in KE-chain provides the client with the complete results of the inspection in a PDF. You can also give the client a separate Excel to approve the work or give the client access to a step in the form to indicate this directly in KE-chain. ”

Step 4: Performing maintenance work

The repair work on the cycle paths is carried out by colleagues or external parties. Joost: “They too will have access to information that is important to them at that time and that has been previously registered. It is important here to immediately record the quality report again with the inspection of the results of the work performed. ”

“With the form in KE-chain, a separate step has been made for carrying out the work. In this step, all approved activities from the client are listed. For each deviating situation, the registration of the work performed can be immediately added with photos, attachments, an explanation of the work and the associated inspection. With KE-chain you can also work simultaneously at different locations and you can watch the progress live from the office. ”

“If there are comparable activities such as scattering sand, re-paving, raising or asphalting, you can of course make a selection, so that it is clear at a glance at which location you have to perform the same activities.”

Step 5: Invoicing and delivery of work

The last step is to check all information for completeness and correctness. Joost: “With this information you demonstrate that everything has been carried out in accordance with the agreements and regulations. It is the substantiation of the invoice. ”

“It works exactly the same as delivering the report for approval. For example, you can expand it with a signature. You can take all relevant information from the steps in a PDF to the client, including photos, certificates and other evidence. You can also share this directly with the client from KE-chain. It’s that easy. ”

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