Case study | Technical protection system
The company is a private security company, active since 1991 and offering protection services with over 3500 employed licenced security officers, who provide physical protection for over 2000 facilities, while around 11,000 facilities are connected to the central alarm system.
The company needed efficient solutions in order to track the main work orders more efficiently, as well as their accompanying work orders, the warehouse, teams and locations. Due to frequent unnecessary copying of data at different locations, it was necessary to connect and automate these processes and integrate the new solution with the existing ERP solution.
The solution provided process automation, monitoring of main work orders and their work orders, the warehouse, team organization and locations.
The result was the implementation of the new solution and integration of the existing ERP with the new solution. The owners benefited from improved process control, insight into the work order status and control over material and warehouse monitoring, while the costly manual processing and data entry was avoided.
ChallengeThe company used the ERP in order to monitor its processes and often entered the data manually. The owners and senior officers did not have insight and control over product movements. When the material was taken from the warehouse, there were no further information on its whereabouts, who mounted it and at what location. Considering that these data were not available, it was impossible to know who was responsible if material went missing.
Also, the staff in the field had to log their actions and afterwards manually enter them into the system, which resulted in errors and time loss. It was not possible to track which of the material taken from the warehouse was mounted at which location. Attachments could also not be entered into the system.
SolutionThe company decided to implement Maidea ServiceApp as a basic business solution. Maidea implemented the ServiceApp modules and adjusted them to the company’s needs in full. Now each main work order and its work orders can be monitored, servicing costs monitoring is simplified, and the mobile application enabled users to choose and enter the time they spent and material consumed in the field.
ServiceApp made direct insight and managing warehouse stock possible. The material overview can be obtained per warehouse and work orders, which also provided insight into the material currently located in a van or out in the field. Location monitoring is possible and an exact record of mounted material per location is kept.
The staff in the field can track work orders and completed tasks, and enter items for work done and material consumed using the mobile application. They can also add attachments such as images (e.g., images of the performed field work). The use of the mobile application facilitates organization of teams and monitoring their tasks.
The system is automated and it is possible to track the statuses of work orders, while additional steps such as manual data entry can be avoided. The work orders are associated with the main work order, and each work order is assigned to a specific employee, along with the material to be used.
ResultThe Maidea ServiceApp solution automated and expedited the existing processes. Integration with the existing ERP has also greatly contributed to the achieved automation. Warehouse stock, work order and location monitoring is simplified. ServiceApp enabled the company to enter different external items in a standardized form (such as Excel).
The mobile application, aside from facilitating the work of field workers, also provided a detailed overview of completed tasks, mounted material and the team’s performance. The complete solution:
- Reduced the number of errors arising from manual copying of data
- Affected paper savings thanks to electronic work orders
- Resulted in space saving due to less paper stock
- Provided transparent tracking of material consumption
- Facilitated monitoring of employee efficiency and their workload, as well as the costs they generated