Challenge

Information about production and service equipment, vehicles, repairs, maintenance, suppliers and documents was spread across multiple files. Finding the history of a specific item of equipment or vehicle meant searching different sources.

The company currently manages 15 vehicles and more than 50 pieces of equipment.

Solution

digibit adapted a reusable business-system foundation, configuring and extending it around the customer’s workflow. The full application was not built from scratch: a custom system can combine proven core capabilities with business logic and workflows tailored to one company.

For this project, the reusable foundation was configured and extended for the specific workflows.

How it works

A structured history for each asset

Production and workshop equipment, service equipment, company vehicles and relevant private vehicles used in the business process each have a structured record. It can track maintenance, repairs, technical inspections and other events.

An activity can include its supplier, cost, comments and related documents. The supplier catalogue helps trace where equipment was purchased, serviced or repaired.

Documents attached to the right record

Invoices, repair and service records, inspection documents, insurance policies, manuals and other files are stored with the relevant equipment, vehicle or activity. In the web app, a user can photograph a document on a phone and attach it directly to the right record.

Reminders and access

Reminders can be configured for inspection dates, insurance, planned maintenance and other deadlines. Timing is set to the customer’s needs; for example, an inspection reminder could be set for one month before expiry.

Management currently uses the system. Access can be extended to more employees if the customer chooses.

Results

Information that previously required searching several sources can now be opened in one system from the relevant business asset.

  • Equipment and vehicle information is centralized.
  • Each asset has a structured activity and history record.
  • Related documents are available from the relevant asset or activity.
  • Suppliers and costs can be associated with activities.
  • Configurable reminders help track important dates.
  • QR codes provide quick access to equipment records.
  • Documents can be photographed and attached from a phone.