Is planning and managing maintenance works complex and time-consuming?

Discover the digital management of maintenance

Centralise procedures for requests for ordinary and extraordinary maintenance to suppliers of services and internal maintenance staff and achieve full cost control

gestione digitale manutenzioni

Managing the requests for ordinary and extraordinary maintenance to suppliers of services and internal maintenance staff is a time-consuming, complex activity for the company. However, it is essential to guarantee the utmost productivity and safety at the company’s workplaces. The coordination of all the operations, the extensive geographic coverage in the event of multiple locations and the high number of suppliers are variables that slow down the workflow and create inefficiencies.

Suppliers with differing contractual terms and conditions, various types of works, quotes and call out reports to approve and the exchange of information by e-mail or phone could potentially cause bottlenecks and do not give you full control over processes, leading to wastes of time and money, the risk of delays in executing necessary maintenance and direct impacts on day-to-day operations and safety.

Managing the requests for ordinary and extraordinary maintenance to suppliers of services and internal maintenance staff is a time-consuming, complex activity for the company. However, it is essential to guarantee the utmost productivity and safety at the company’s workplaces. The coordination of all the operations, the extensive geographic coverage in the event of multiple locations and the high number of suppliers are variables that slow down the workflow and create inefficiencies.

Suppliers with differing contractual terms and conditions, various types of works, quotes and call out reports to approve and the exchange of information by e-mail or phone could potentially cause bottlenecks and do not give you full control over processes, leading to wastes of time and money, the risk of delays in executing necessary maintenance and direct impacts on day-to-day operations and safety.

From manual management of requests for maintenance…

01
Forwarding maintenance needs

The various company departments notify the office in charge, via phone or e-mail, of the need for maintenance works.

02
Assignment of requests

The manager phones or e-mails the suppliers of services or internal maintenance staff to request the maintenance works or an estimate.

03
Selection of estimates

Any estimates received are grouped together and analysed to select the best one and request its approval from the correct manager. Lastly, the various suppliers are notified whether they are to proceed with their activities.

04
Filling out the work report

When the supplier executes the maintenance, they fill out and deliver a hard copy call out report containing the details of the maintenance activities performed.

05
Approval and payment

The call out reports are grouped together, analysed and approved manually, to give the Accounting Department the go ahead to make payment.

…to the automated digital management of maintenance requests

01

Wizard for entering maintenance requests

A centralised digital wizard guides users in entering maintenance requests in Globe platform, with fields automatically filled out and filtered in a smart manner, integrated with the other company applications and existing supply contracts.

02

Assignment of maintenance via workflow

A maintenance ticket is automatically generated, which will be managed via workflow by the correct manager, to approve it and assign it to external suppliers or internal maintenance staff. Requests for estimates for extraordinary maintenance are also managed via digital workflow that involves the suppliers via automatic e-mails.

03

Taking on requests and filling out the call out report on the portal

Using the web portal, the supplier can view and take on the requests, fill out the call out report and all the information regarding maintenance. The solution automatically fills out in advance several fields and the amounts, based on the ticket and the existing contracts (digitally managed upstream in the platform).

04

Workflow for approving call out reports and payments

Lastly, a workflow is launched to approve the call out reports and their payments, which can be kept under control using the dashboard and reports that are always updated in real time. You will no longer have to check the accuracy of the amounts because they will be already automatically calculated and verified when the supplier enters the call out report.

With automated digital management of maintenance requests, you get:
0
of time needed to manage maintenance works
0
of errors in filling out information

The digital flow … in detail

With the COLLHUBORATE suite, the management of requests for maintenance can be completely digitised. Find out how!

The Procurement Office codifies the supplier contract in the Globe platform, specifying the information that will be needed to create the requests for maintenance and the call out reports.

For example, for each supplier, contract start and end dates, type of services provided, hourly rate of the maintenance worker, discounts provided, geographic area and any other information requested are defined.

Due to the initial codification of the contracts, the solution can then automatically fill out a range of fields, saving time and decreasing errors. Moreover, the search for existing contractual terms and conditions will be quick and intuitive.

The solution makes available a wizard to create the new request, automatically filtering or filling out some fields based on the type of works, the reference location or other criteria, in a manner integrated with other company applications and with the contracts entered.

The system thus proposes a list of suppliers to choose from, already filtered based on the location and type of works.

When the request has been completed, the solution automatically generates the maintenance ticket in PDF containing all the information entered.

The solution notifies the process owner of the new request for maintenance and lets them choose whether:

  • to confirm the selected supplier
  • to assign the request to another supplier or an internal maintenance worker
  • to cancel the request, specifying the reasons
  • to request an estimate

The solution lets you choose from a list of authorised suppliers, automatically filtered based on the request, and automatically sends a filled out e-mail with the attached ticket.

The supplier replies by attaching the estimate file or providing the details requested. The system autonomously acquires the estimate and associates it with the corresponding request for maintenance.

For each estimate received, you can request price revisions or other changes, and select the winning quotation using an interactive dashboard.

Lastly, the solution automatically sends an e-mail to all suppliers, notifying them of the results of the negotiations. The selected supplier can manage the ticket by directly accessing the dedicated web portal.

The system interacts with the ERP to generate and acquire the purchase order. The order number is automatically communicated to the supplier, who enters it in the invoice, facilitating the Accounting Department’s work of reconciling invoices.

After the maintenance has been executed, the supplier accesses the Globe web portal and fills out the call out report. Because some data has already been filled out, the operation is easy and has a low risk of errors.

Starting with the previously uploaded contracts, the system automatically calculates the correct amount based on the information entered by the maintenance worker, considerably simplifying the process of checking and approving the call out reports.

When all the data has been filled out, the solution generates the call out report in PDF format and associates it with the request for maintenance and the corresponding estimate.

After the call out report has been generated, the solution activates a workflow to approve the payment, also at multiple levels.

It is easy and quick to verify all the information, using a specific, dedicated dashboard.

Once the call out report is approved, the Accounting Office receives an automatic notification to go ahead with payment.

The digitisation of the entire process lets you automatically create and update a series of reports and dashboards regarding the works, useful to assess the quality of the contractual relationship with the supplier and identify the most reliable and strategic or the most problematic ones.

Those statistics can be viewed in the dedicated portal also by the supplier to increase the awareness of any inefficiencies and support the supplier in improving its relations with the company.

Discover the advantages of digital management of requests for maintenance

  • Save a great deal of time by digitising and automating the various phases of the process:

    • dynamic completion of the fields of the requests for maintenance and call out reports due to the automatic cross-referencing of data with the supply contracts and other company applications;
    • workflows that involve the correct person at the right time, only when their intervention is required, while improving collaboration;
    • automatic sending of Request for Quotation to the selected suppliers and automatic acquisition of estimates.
  • Using the Globe web portal, your communications with suppliers are transparent, quick and efficient.

    On the web portal, the supplier can fill out the information regarding the works executed, upload their call out reports, share the documents requested by the company (for ex. Combined Interference Risk Assessment Report [DUVRI], Single Insurance Contribution Payment Certificate [DURC], chamber of commerce records), and view all the information regarding the works requested and a series of reports regarding all the works executed.

  • Using the personalised dashboards, you will always keep track of the progress of maintenance activities, the timing of taking charge of and completing the works and the quality of the contractual relationship. The requests and receipt of estimates follow standardised procedures that can be managed from a single area, facilitating the comparison of quotations and the selection of the best one.

  • Due to the wizard for entering data, the solution fills out in advance and automatically filters the information, decreasing the probability of committing errors in the data entry phase.

  • No disruption: you will keep working as you always have, using the company applications you already use.

    The COLLHUBORATE Solutions can interface with your ERP, no matter which one you use.

  • The procedures for entering requests for maintenance, estimates and call out reports will follow a standardised method and will be managed at centralised level, with any approval levels established upstream.

    With the COLLHUBORATE Solution for digital management of requests for maintenance, in addition to increasing the efficiency of management, you will be able to fully track the progress of the processes.

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution for the digital management of requests for maintenance

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution for the digital management of requests for maintenance

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