Centralised maintenance management

Service management in every shape; Equipment installation, field service, internal reparations, scheduled maintenance and replacement equipment management.

THE CHALLENGE

Sist.El. S.r.l., a company specialising in the supply, rental, maintenance and servicing of uninterruptible power supplies, stabilisers and power switching systems, had been looking for some time for an integrated management system that could act as a common thread and manage the flow of all the company’s activities:

Quotation management;
Customer, supplier and warehouse order management;
Management of external mobile services;
In specific contexts such as hospital operating theatres, collection of the necessary authorisations for the switching on and off of the machines to be serviced;
Management of internal repairs: receiving equipment to be serviced at your premises or collected from the customer;
Replacement equipment management, back up equipment issued to customers;
Sales, invoicing and accounting management;
Statistical analysis of company data.

These activities, all of which can occur simultaneously in a single maintenance operation, constitute a workflow managed by job order, which must be organised and defined in all its parts, both from a documentary and an economic point of view, from quotation to invoicing.

THE CHALLENGE

Quotation management;
Customer, supplier and warehouse order management;
Management of external mobile services;
In specific contexts such as hospital operating theatres, collection of the necessary authorisations for the switching on and off of the machines to be serviced;
Management of internal repairs: receiving equipment to be serviced at your premises or collected from the customer;
Replacement equipment management, back up equipment issued to customers;
Sales, invoicing and accounting management;
Statistical analysis of company data.

THE SOLUTION

To meet the customer’s needs for mobile technical assistance management, EUROSYSTEM2000 has activated the Assist module, an ERP management system with integrated mobile app that can also work offline. Thanks to this solution, technicians can manage their workflow even in complex contexts without network coverage.

Ad hoc authorisation pages have been created within the Assist application to deal with the need to collect authorisations for the shutdown and subsequent restart of serviced systems. This allows the technician or team of technicians to quickly and easily obtain the required authorisations, limiting downtime to the service time only.

For tasks that cannot be solved on site, the equipment can be picked up (either on site or in their own workshop). This operation causes the system to automatically generate a lab (or internal) call linked to the previous external service call. From this moment on, it is possible to manage the entire flow of the internal call, which ends with the completion of the test sheets before the equipment is returned.

In some contexts, Assist’s customers find themselves in a situation where they cannot interrupt their work even in the event of major breakdowns. In these cases, Sist.El. provides its own replacement equipments and Assist allows to manage them: mapping of the internal group of replacement equipments, delivery and collection to the customer paperwork, dedicated contracts and the history of all replacement equipments movements.

The Assist JOB ORDER management module acts as a link between all the steps in the service process, including all documentation: quotes, customer orders, delivery notes, service reports, contracts and invoices.

The project is completed by the use of CRM modules for managing customer relations and company organisation, CONTRACTS for managing scheduled maintenance, ELECTRONIC INVOICING for sending and receiving invoices directly from the management system, and BUSINESS INTELLIGENCE for statistics and reports on your business.