How to create the use case Audit Management ?

How to facilitate audit management?

Without Ermeo, audit management is really long and boring. The expert must print the documents, manually enter the information in the field and report this data when he arrives at the office.

With Ermeo, you will be able to save time. The expert will only have to fill in interactive forms on his application. A report will be automatically generated and sent to stakeholders. Information entered in the field is stored in databases and updated in real time.

 

What is audit management and what are its challenges?

Audit management meets a need for performance diagnosis of your equipment fleet, your production site or your construction site.

The audit also responds to the operators' need for safety with respect to the machines in your equipment fleet or in the field.

Audit management has a primary stake, namely the traceability of information, thus ensuring reliability and security. Data historization is therefore very important at every step of the process.

Traceability is necessary in order to prove compliance with the safety standards in force. It is also necessary in order to show that certain mandatory actions have indeed been carried out.

 

How to set up audit management on Ermeo?

Below, we will present the method to apply to set up audit management on Ermeo.

Our example: Imagine a company that uses the following process to schedule its audits:

1. The administrator will plan an audit (therefore an intervention) for a field operator. The form and the site (Ermeo resource) on which the audit will be carried out will be specified during this planning step.

2. The operator then receives a notification on his mobile application. He can directly fill in the information on his form.

3. At the end of the intervention, a report will be automatically generated and sent to the administrator and / or to the client. The data will also be updated on the platform within the databases.

 

Here is the list of steps to be carried out on Ermeo in order to set up audit management on Ermeo and create the process specified previously:

1. Create a Worksite database making it possible to list all the sites on which operators can carry out their audits.

2. Create the Audit management form. This form will load site information, carry out control actions, allow workers to sign and send the pre-filled report automatically at the end of the intervention.

3. Once these preliminary steps have been carried out, the supervisor will be able to plan audit management for operators on specific sites.

 

Step 1: Have a Construction site database to identify the sites on which operators can intervene.

In this step, a database must be created to identify all the sites. 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 (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 the Audit management form.

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

1. The operator will obtain information on the site on which he has to carry out the audit.

2. The operator will carry out various control actions (PPE and electrical risk).

3. The operator and the customer can sign the audit directly on the Ermeo form. An audit report will automatically be sent to the client.

 

Step 2.1 Creation of the form and loading of site information.

 

1. Create a new form and name it "Audit Management"

 

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

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

4. Inside the "General Information" Section widget, Drag and drop a Text widget and name the "Customer Email". Link this widget with the "Customer Contact" attribute of the Sites database.

 

Step 2.2 PPE and Electrical Risk Checks

1. Drag and drop a second Section widget. Name this brick "PPE".

2. Within the "PPE" Section widget, drag and drop a Multiple Choice widget. Name this widget "Equipment worn by technicians". Fill in the values ​​of the necessary choices such as "Helmet", "Protective vest" or "Safety pad".

3. Still within the "EPI" Section widget, drag and drop a Text widget. Name the "Comments on the wearing of PPE"

4. Drag and drop a new Section widget. Name the "Electrical Hazard".

5. Within the "Electrical Hazard" brick, drag and drop a Text widget. Name the "Nature of electrical work"

6. Still within the "Electrical Hazard" brick, drag and drop a Yes / No widget. Name the "Are the tools and equipment suitable".

Step 2.3 Signature and Widget Finish and Send

1. Drag and drop a Section widget. Name the "Signature".

2. Within the "Signature" Section widget, drag and drop a Text widget. Name it "Name of the worker". In the default value, enter the "User name" and "User first name" tags.

3. Subsequently, drag and drop a Signature widget. Name It "Worker's Signature".

4. Below, drag and drop a Text widget. Name the "Customer name" and link this component to the "Customer name" attribute.

5. Drag and drop a Signature widget. Name the "Customer Signature".

6. At the root of the form, drag and drop a Finish and Send widget. Link it to the "Anomaly creation date" attribute of the Site Anomalies database.

6.1 In the widget parameters, in the "A" box, enter the customer's email address. The customer's email address can be retrieved using tags.

6.2 Fill in a subject. You can use the name of the intervention using the general tags.

6.3 Enter a message in the body of the email. You can use general tags to make the content of the email dynamic.

6.4 If you have created a custom template, you can include it within the parameters of this widget.

7. Publish the form.

 

Step 3: Schedule an audit for an operator.

1. On the platform, click on the Interventions tab, then click on Plan intervention.

2. Fill in the various parameters concerning the job : 

• Document: Audit management
• Name: Choose a name for your intervention. You can use the name of the selected document.
• Asset: Choose the site for which the field operator will have to carry out an audit.
• User: Choose the operator who will have to perform this audit.

Then click on Schedule.

3. Choose a schedule start and schedule end dates.

Keep the value "Europe / Paris" for the Time zone setting. You can change this time zone, if your audit will be carried out abroad. Click Fill in Attributes.

4. Fill in values ​​for the work order attributes if desired.

Click on Schedule.

The audit is now scheduled! Your field operator will be notified on his Ermeo application.

 

Conclusion: You can follow the progress of the various audits over time using PowerBI dashboards. Using the Ermeo - PowerBI connection, these dashboards will be updated automatically.