How to facilitate the audit management ?

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Without Ermeo, audit management is lengthy and tedious. The expert has to print documents, manually input information in the field, and then re-enter this data once back in the office.

With Ermeo, you can save time. The expert only needs to fill out interactive forms on the app. A report is automatically generated and sent to stakeholders. The information entered in the field is stored in databases and updated in real time!

1. What is audit management and what are its challenges?

Audit management addresses the need for performance diagnostics of your equipment fleet, production site, or construction site.

The audit also addresses the need for operator safety concerning the machines in your equipment fleet or in the field.

Audit management has a crucial issue: traceability of information, ensuring reliability and safety. Data historization is therefore very important at every stage of the process.

Traceability is necessary to prove compliance with current safety standards. It is also needed to show that certain mandatory actions have been performed.

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2. How to implement audit management on Ermeo?

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

Our example: Let's imagine a company that uses the following process for planning its audits:

  1. The administrator will schedule an audit (an intervention) for a field operator. The form and the site (Ermeo resource) on which the audit will be conducted will be specified during this planning stage.
  2. The operator then receives a notification on their mobile app. They can directly fill in the information on their form.
  3. At the end of the intervention, a report is automatically generated and sent to the administrator and/or the client. The data is also updated on the platform within the databases.

Here are the steps to follow on Ermeo to implement audit management and create the specified process:

  1. Create a Construction Sites database to record all the sites where operators can conduct their audits.
  2. Create the Audit Management form. This form will load site information, perform control actions, allow participants to sign, and automatically send the pre-filled report at the end of the intervention.
  3. Once these preliminary steps are completed, the supervisor can schedule audit management for operators on specific sites.

Step 1: Create a Construction Sites database to record the sites where operators can intervene.

In this step, you need to create a database to record all the sites. Each site will be described by the following attributes:

  • Client Contact (Text)
  • GPS Coordinates (GPS Coordinates)
  • Client Email (Email)
  • Client Name (Text)
  • Photo (Image)
  • Site Address (Text)
  • Site Agency (Text)
  • Site Access Instructions (Text)
  • Site Contact (Action)
  • Client Phone Number (Phone Number)
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Ermeo allows you 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 consist of different sites. Here is the final result in our case:

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Step 2: Create the Audit Management form.

To recap, the created form will allow the operator to perform the following steps:

  1. The operator will get information about the site where they need to conduct the audit.
  2. The operator will carry out various control actions (PPE and electrical risk).
  3. The operator and the client can sign the audit directly on the Ermeo form. An audit report will be automatically sent to the client.

Step 2.1 Creating the form and loading site information.

  1. Create a new form and name it "Audit Management"
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  1. In the editing studio, drag and drop a Section block and name it "General Information"
  2. Inside this block, drag and drop a Text Block. Name it "Address" and link it to the "Site Address" attribute of the Sites database.
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  1. Inside the "General Information" section, drag and drop a Text Block and name it "Client Email". Link this block to the "Client Contact" attribute of the Sites database.
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Step 2.2 PPE and Electrical Risk Controls

  1. Drag and drop a second Section block. Name this block "PPE".
  2. Inside the "PPE" section, drag and drop a Multiple Choice block. Name this block "Equipment worn by technicians". Fill in the necessary choice values such as "Helmet", "Protective vest", or "Safety cone".
  3. Still within the "PPE" section, drag and drop a Text Block. Name it "Comments on PPE wearing"
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  1. Drag and drop a new Section block. Name it "Electrical Risk".
  2. Inside the "Electrical Risk" section, drag and drop a Text Block. Name it "Nature of electrical work"
  3. Still within the "Electrical Risk" section, drag and drop a Yes/No Block. Name it "Are the tools and equipment suitable?"
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Step 2.3 Signature and Finish and Send Block

  1. Drag and drop a Section block. Name it "Signature".
  2. Inside the "Signature" section, drag and drop a Text Block. Name it "Operator's name". In the default value, enter the tags "User's last name" and "User's first name".
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  1. Then, drag and drop a Signature Block. Name it "Operator's signature".
  2. Below, drag and drop a Text Block. Name it "Client name" and link this block to the "Client Name" attribute.
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  1. Drag and drop a Signature Block. Name it "Client signature".
  2. At the root of the form, drag and drop a Finish and Send Block.

6.1 In the block's settings, in the "To" field, enter the client's email address. The client's email address can be retrieved using tags.

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

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

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6.4 If you have created a custom report template, you can include it in the settings of this block.

  1. Publish the form.

Step 3: Schedule an audit for an operator.

  1. On the platform, click on the Interventions tab, then click on Schedule intervention.
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  1. Enter the various parameters concerning the intervention:
  • Document: Audit Management
  • Name: Choose a name for your intervention. You can use the name of the selected document.
  • Resource: Choose the site for which the field operator will conduct an audit.
  • User: Choose the operator who will perform this audit.

Click on Schedule.

Here are the remaining steps from the document you provided:

  1. Choose start and end dates for scheduling.
    • Select the start and end dates for scheduling the intervention.
    • Maintain the "Europe/Paris" value for the Timezone parameter. You can change this timezone if your audit will be conducted abroad. Click on Enter attributes.
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  1. Enter values for intervention attributes if desired.
    • Fill in values for intervention attributes if needed.
    • Click on Schedule.
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The audit is now scheduled! Your field operator will be notified through their Ermeo application.

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Conclusion: You can track the progress of various audits over time using PowerBI dashboards. With the Ermeo - PowerBI integration, these dashboards will be automatically updated.
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This concludes the steps provided in the document for scheduling audits using Ermeo and managing them effectively through integration with PowerBI.