How to create the a Reception Form Use Case ?

How to facilitate the preparation of a reception report?

The use of paper forms represents an issue for the use of reception reports.

If this certificate is produced on paper, it must be stored and archived in a precise manner in order to find it easily. So it takes time and money.

Ermeo provides mobility support to your field operators during the delivery of the structure. The operator can also have the list of all the reception reports associated with a site or a lot.

With the help of the application, it is possible to declare reservations with ease, by describing them using photos or texts. The field operator will also be able to recall all the reservations declared previously on his receipt report. If the non-conformities have been dealt with, he will be able to lift all the existing reservations.

The application will also allow the various stakeholders to affix their signatures. At the end of each intervention, a copy of the reception report will be automatically sent to the various stakeholders.

 

How to make a reception report?

On a site, the acceptance of the works by the client is formalized by a report. This document allows reservations to be made if non-conformities are detected. This document is not mandatory but is strongly recommended.

The reception report must be produced in two identical copies and contain the following informations:

• Names of stakeholder representatives
• Date and place of completion of the reception report
• If reservations are made, these reservations must be detailed

There are two scenarios following a reception report:

• Acceptance of the work without reservation: The site or construction is accepted.
• Receipt of the work with reservations: Reservations must be lifted by the builder. A deadline for lifting these reservations may be imposed.

The specifications drawn up at the start of the project can be used to make reservations.

 

How to set up a reception form on Ermeo?

Below, we will show you the method to use to set up a reception form on Ermeo.

Our example: Imagine a worker having to prepare the reception form for a construction site for his client, who is a project owner. The latter may issue reservations if he finds any non-conformities.

The worker will carry out the following steps:

1. He will first choose the site in which he is located in order to have all the information concerning this construction site.

2. The client will have to say if the reception is accepted with or without reservations.

3.a If the reception is accepted with reservations, the reservations must be described.

3.b If the acceptance is accepted without reservations, the acceptance report will be signed by the stakeholders (worker and customer).

4. The speaker may also recall existing reservations. If these reservations are processed, a statement of the lifting of reservations may be signed.

 

Here is the list of steps to be implemented on Ermeo to set up a reception form:

1. Create a Sites database making it possible to list all the sites on which the workers may be required to produce an acceptance forms. The names of the clients (or prime contractors) will thus be associated with each of these projects.

2. Create a Site Anomalies database. All the reservations declared during the preparation of the reception report, will be found in this database.

3. Create the form allowing you to fill in the reception report.

 

Step 1: Have a Sites database to identify the sites on which operators can intervene

In this step, it is necessary to create a database making it possible to list all the sites (which will be called Sites).

Each site will thus contain information on the customers, with whom the reception report will be established. Each of the sites will be described by the following attributes:

• Customer Contact (Text)
• GPS coordinates (GPS coordinates)
• Customer email (Email)
• Customer Name (Text)
• Photo (Image)
• Site Address (Text)
• Agency Location (Text)
• Site Access instructions (Text)
• Site Contact (Action)
• Customer's phone number (Phone number)

 

Ermeo gives you the possibility to create resources in bulk in a database using imports.

The import file used to create the sites in our example is attached to this article.

Your database will therefore be made up of different sites. Here is the end result in our case. :

 

Step 2: Create a Site Anomalies database

In this step, we are going to create a new database called "Site Anomalies". This database will make it possible to identify all the reserves. The reserves will therefore be classified in this database and will be described by the attributes:

• Date of creation of the anomaly (Date)
• Urgency (Multiple Choice)
• Description of the Anomaly (Long Text)
• Identified by (Text)
• Photo of the anomaly (Image)
• Status of the anomaly (Multiple Choices)

Each declared reserve will therefore be described by a creation date, a description, a status, a photo and a criticality.

Here is the result obtained:

 

 

Step 3: Create the form to establish the reception form

As a reminder, the form created will allow the operator to perform the following steps:

1. The worker will first choose the construction site in which he is located in order to have all the information concerning this site.

2. The speaker will have to say if the reception is accepted with or without reservations.

3.a If the reception is accepted with reservations, the reservations must be described

3.b If the acceptance is accepted without reservations, the acceptance form will be signed by the stakeholders.

4. The speaker may also recall existing reservations. If these reservations are processed, a statement of the lifting of reservations may be signed.

At the start of the form, the operator will therefore select a resource as the main asset for the job. This resource will be a work site.

Subsequently, he may declare reservations. The declared reserves will automatically have as parent, the construction site in which the operator is located. The reserves will thus be attached to a site.

 

The form will be split as follows:

1. Site information

2. Declaration of reservations if they exist, then signature of the acceptance form.

3. Reminder of existing reservations and signature of the statement of lifting of reservations if they have been processed.

 

Step 3.1 Creation of the form and loading of site information

1. Create a new form and name the "Receipt report"

2. In the studio, drag and drop a Section widget and name it "General Site Information"

3. Inside this widget, drag and drop a Text widget. Name the "Customer Contact" and link this component to the "Customer Contact" attribute of the Sites database.

4. Inside the Section widget, Drag and drop a Text widget and name the "Customer name". Link this brick with the "Client name" attribute of the Sites database.

Step 3.2 Declaration of reservations if presence of non-conformities and signature of the acceptance form

1. Drag and drop a Choice A/B widget. Name this widget. "Has the installation been accepted?" In the possible choices, enter "With reserves" or "Without reserves".

2. Subsequently, drag and drop a Creation widget. Name this widget "Declare a reserve". Choose the "Site Anomalies" database.

2.1 Using the display conditions, display this widget if the "No reservations" choice has been chosen previously.

3 Inside the Creation widget drag and drop a Date widget. Name the "Reserve creation date". Link it to the "Date of creation of the anomaly" attribute and check the "Current date" option.

4. Inside the Creation widget, drag and drop a Text widget. Name the "Identified by". Link this widget with the "Identified by" attribute of the Site Anomalies database.

4.1 Enter the ##firstname## and ##lastname## tags in the default value. The first and last name of the operator will thus be automatically retrieved.

5. Still inside the Creation widget, drag and drop a Multiple Choice widget. Link this widget with the attribute "Status of the anomaly". If the default choice is "Referenced", you can even hide your widgets.

5. Outside of the Creation widget, drag and drop two Signatures bricks and name the "Speaker Signature" and "Client Signature".

 

Step 3.3 Reminder of existing reservations if necessary and signature of the statement of the lifting of reservations.

1. Drag and drop an Automatic Selection widget. Name the "Reminder of existing reserves". In the widget options, choose Resource name is Assetname, and Database is Site Anomalies.

2. Within the Automatic Selection widget, drag and drop a Text widget. Name the "Description of the reserve". Link this widget to the "Description of the anomaly" attribute of the Site Anomalies database.

3. Still within the Automatic Selection widget, drag and drop an Image widget. Name the "Photo of the reserve" and link it to the "Photo of the anomaly" attribute of the Site Anomalies database.

4 Then drag and drop a Section widget. Name the "Signature of the statement of lifting of reservations". Inside, of the Section widget, drag and drop a Signature widget.

5. Publish the form and launch the intervention from the webapp or the mobile application.

6. Choose a site at the start of the intervention. Check the site information.

7. Declare the reserves if necessary.

8. If necessary, you can also recall the existing reserves and check the information entered.

9. End the intervention after asking the customer to sign.

10. Congratulations! Your reserves are now visible in the Site Anomalies database.

It is also possible to customize the name of the reserves created (article link).

 

Conclusion: After declaring reserves, you can follow these reserves over time using PowerBI dashboards.