Problem

"Maintenance Manager has to dive through a stack of folders to find archived forms and staff has to keep track of multiple paper forms for individual machines manually"

Currently, the maintenance department use paper forms and the supervisor has to print out and distribute to other employees manually to get the work update. This becomes extra steps for every maintenace process as staff has to fill in multiple paper forms manually and submit them to the manager. It becomes a risk to the business as the paper forms and data could be lost, confidential data can be outside of business and no real-time tracking for management to see which machine is behind in the maintenance process.

Solution

• Firstly, we need to digitalize all paper forms to tackle the issue with storing physical papers in multiple folders for each machine.

To do that, We created a form with Microsoft solution called Microsoft forms. As the business is already in the process of rolling out individual tablet for each maintenance staff, the project was rolled out at the right time.


• Secondly, We need a place to store all those forms and manager to track of which machine has completed the process or which staff has not finished their tasks. Moreover, the manager also need to keep track of parts that are consumed as part of the maintenance process.

To do that, We created a user-friendly web portal with WordPress and linked directly with Microsoft Forms. As soon as the staff submit their forms, the manager is notified and can review those forms. The forms can be searched, sorted alphabetically and stored by the machine name. We also created a dedicated function for the business to upload the archived forms to the portal for the easier search but this was not included in the project due to the tight deadline.


• In addition, the supervisor can easily view the details of spare parts and equipments stock level in the system. Data to these details are fed through customized APIs.