3 Ways Professional Services Firms Can Reap Dividends as we Move Beyond Digital Transformation

by | Jul 30, 2020 | Digital transformation, Document Management, intelligent information management, M-Files, Uncategorized

At its core, digital transformation is exactly what it sounds like:

“The process of integrating newer and more sophisticated examples of digital technology across all areas of your business, thus fundamentally changing how things operate for the better along the way.”

But at the same time, it’s also so much more than that. It’s a unique opportunity to not only streamline engagements but eliminate manual processes in favor of automated alternatives as well. It also helps to create the most important benefit of all: empowering you to create a better customer experience with a free flow of information on demand to customers, typically for the first time in your history.

Of course, getting to that point requires you to move beyond digital transformation itself. Once your technological evolution is complete, the next step involves sharpening the tools you’ve acquired to fully unlock all of those benefits outlined above. Getting to that point isn’t necessarily difficult — but it does require you to keep a few important things in mind.

Empowering Engagements, One Step at a Time

As you move beyond your digital transformation, maybe the most important area for you to focus on has to do with how you and your people are actually engaging with your customers. The tools are officially available for you to do this in a better way than ever before. Now, it’s up to you to actually put them to good use.

Your business will have a new level of mobile capability coming out of digital transformation, for example, which absolutely should be utilized to your advantage. Not only will it be easier to share information and insight between departments, but all of that data can also be accessed from any location on Earth with an active Internet connection. This includes via not only desktops and laptops but smartphones, tablets, and other devices.

This means that your employees now have the tools needed to better engage with customers on-the-go or at THEIR location, not yours. This type of purpose-driven technological shift doesn’t just create better engagements with your clients on a day-to-day basis. It also makes your professional services firm far more valuable to your client base as well.

The Power of Automation in the Modern Business Enterprise

One of the major reasons why enterprises go through a digital transformation in the first place often comes down to the idea of automation. Rather than paying high-value employees to focus on routine tasks like data entry or document management, you can turn those jobs over to artificial intelligence (AI) and machine learning (ML) powered solutions to handle everything on their behalf.

Think about it like this: every minute that one of your employees is focused on these everyday jobs is a minute they’re not supporting and empowering your business’ relationship with your customers. AI, on the other hand, is perfect for examining large sets of data and extracting the most meaningful insights in a way that humans could never match in the first place.

From that perspective, automation doesn’t just once again create an opportunity for you to provide a better and more personal level of care to your customers. It’s also an incredible chance to eliminate manual, repetitive and error-prone processes in a way that allows you to become more efficient as a business with far less overhead at the same time.

A Bold New Customer Experience Begins Now

Finally, we arrive at what is perhaps the most important driver behind digital transformation for many professional services firms: enhancing the quality of the customer experience they’re able to offer.

A rock-solid information management system can absolutely act as the foundation between your professional services firm and your customers — but that doesn’t mean that it won’t require a little additional work on your part after the transformation is complete.

Here, you’ll need to focus on two core areas, including:

  • Removing any and all obstacles that prevent personnel from serving the customers in the best way possible. This means making sure that information about customers is available to anyone who needs it, whenever and wherever they need it, no exceptions. This enables them to not only make better decisions in the heat of the moment, but to avoid the duplication of documents and requests as well.
  • Reducing friction (and costs) to focus on delivering your critical services. As outlined above, you should absolutely be using your digital transformation as an opportunity to digitize and automate as many of those menial administrative processes as possible, all so that your actual human employees can devote the majority of their attention to those tasks that truly need them.

If you’d like to find out more information about the many ways in which professional services firms can reap digital dividends as we collectively move beyond the concept of digital business transformation, or if you’d just like to discuss your own needs with someone in a bit more detail, set some time aside with us.

Source: https://www.m-files.com/blog/3-ways-professional-services-firms-can-reap-dividends-as-we-move-beyond-digital-transformation/

Helping Your Team Get Started with a Mobile CMMS App

by | Jul 28, 2020 | Asset Management, CMMS, Digital transformation, Fiix, maintenance strategy, Uncategorized

So you bought a CMMS. Maybe you’ve been using the system for a while now, or maybe you only just stood it up — either way, you’re not taking full advantage of the system if your team isn’t using the mobile maintenance app that comes with most modern cloud solutions.

The majority of maintenance teams we work with at Fiix don’t spend their days in the office. Technicians, contractors, and tradespeople are generally out in the field or in far corners of the facility getting the job done. This is where mobile maintenance apps can really step up, but getting your team to download and use a new app isn’t always a walk in the park.

That’s why we specifically designed our mobile CMMS app for folks who are in the field, doing the work. This means 4 things:

  1. The app works offline: We know that WiFi doesn’t necessarily work everywhere you do, so our CMMS app seamlessly transitions from online to offline mode, automatically syncing your data once you’re back online. You can pull up asset information and log work without having to waste time waiting for data to load.
  2. It works intuitively and securely: The app takes advantage of built-in device features like QR code scanning, speech-to-text dictation, and capturing and uploading images. Not to mention, it also ensures your data is secure.
  3. It lets users personalize their data: The app lets users filter and view their own work order list to prioritize work better. Admins can also configure feature access for users, such as who gets to edit assets, who can view work requests, and more.
  4. It’s built with your feedback in mind: From new features such as the work request portal and inspection tasks, to custom fields and even e-signatures (coming soon!), we are always listening to the feedback and introducing new functionality to simplify and improve your experience.

Tips for getting your team to download and use a CMMS app

As you go through the process of getting your team up and running on the app, there are three major steps you should think about:

  1. Devices
  2. Training
  3. Continued adoption

1. Make sure you have the right devices

There are generally two scenarios here: either your company is providing devices for the team to use, or team members are using the app on their personal devices.

If your company is providing devices:

  • Make sure there are enough devices for the whole team. Does every team member require their own device, or do you just need enough devices for each shift?
  • Check with IT for any requirements from their side.
    • Will they set up the app for you? Make sure you set a date for the IT team to download the new app so that your team will know when to expect to start using it.
    • Do they use a mobile device management tool (MDM) on corporate devices? If they do, make sure that it is configured to work with the Fiix app.

If the team are using their own devices:

  • Our app is built for Android and iOS devices, so make sure your team is using those devices and they have the latest updates and operating system installed.
  • See if you can get one or two spare devices in case something happens to someone’s device and you need a spare.

2. Invest in training

When you introduce new technology to your team, it’s important to invest in training to make sure everyone uses the technology the same way. Even something as small as a mobile app requires training to ensure your team is aligned on which processes to follow.

There are two types of training you can run — group training or ‘train the trainer’. Both are equally effective, so choosing the right method is dependent on your team’s working style.

Remember: before you start training your team, make sure everyone has a device in hand to follow along.

Group training

We recommend training your team in a group if you can get everyone in the room at the same time. Group training is particularly helpful to use as a goalpost for everyone to start using the new app at the same time.

  • Get everyone together in a meeting room (pro tip: bring pizza and/or donuts to increase participation) and make sure everyone downloads the new app at the same time (if it’s not downloaded already).
  • Walk everyone through the app (you can sign up for a training session here or get some inspiration for topics from our Help Center).
    • Bonus: Assign a mock work order to each person attending the training and get them to all follow through the steps of updating the work order.
  • Make sure to provide hand-outs at the training session. One training session is generally not enough for anyone to fully learn a new system, so handouts will give your team something to refer to as they get used to working with the app. Feel free to use some of these handouts we’ve created:
    • How to download PDF
    • Quick start guide to mobile PDF

Train the trainer

This type of training is typically used when your maintenance team is running in shifts and you can’t get everyone in the same classroom for a training session.

  • Select one person from each shift or group to be the lead trainer (most often this will be the shift lead). This person is responsible for making sure everyone has downloaded and is trained on the new mobile app.
  • Train this trainer. You can sign them up for one of the Fiix training sessions, or get them familiarized with the mobile app through our Help Center topics. Make sure this trainer is familiar with the processes you want to follow as they use the app.
  • They will then do the training session with their group. Remind them to walk everyone through downloading the app and print those hand-outs for future reference. They can also create a mock work order and get them to follow steps of updating the work order.

3. Focus on continued adoption

The Fiix app is dynamic and we are constantly improving and adding new functionality based on feedback from our customers. On top of that, your team also changes, so we recommend doing a refresher every once in a while. This will help get new team members up and running and provide a helpful refresher for anyone else, which will ensure everyone is using the app in the same way, and taking advantage of updates as they come out.

  • We recommended doing a refresher at least every year, and maybe even every six months depending on your team.
  • Keep your eyes peeled for in-app messages and Fiix release notes for new functionality being added every month!

To sum it up

Start with a mobile app that actually works for your team, then focus on devices, setup and ongoing training for successful app adoption. And for more information on Fiix’s mobile app and how you can take advantage of it, join our mobile training webinar today.

Source:- https://www.fiixsoftware.com/blog/using-mobile-cmms-app/

The Importance of Framework to Manage HSE Aspects

by | Jul 23, 2020 | hse management system, hse ms, Risk, Safety, Environmental, RSE, Uncategorized

A HSE Management System is an integrated approach where all the 3 HSE factors are effectively managed to reduce risks in the workplace and environment. The objective of a HSE Management System is to provide a structured management approach to control health, safety and environmental risks.

International standard ISO 45001:2018 Occupational Health and Safety Management Systems lists down requirements with guidance for use. ISO 14001;2015 Environment Management Systems sets out the criteria for an environmental management system.

Regardless of the industry you are in, all organisations need a comprehensive, well-documented HSE management system to ensure that all personnel are safe and environment are protected. A HSE management system must be written down, communicated and practised.

The key elements of a successful HSE management system include:

  • HSE plan and inspection checklists
  • Risk assessments and monitoring
  • Reporting
  • Training and induction

A HSE plan is a strategic action plan which sets out all current and prospective risks for the company. It provides an analysis of all risks present, with an outline of how to remove said risks. This HSE plan helps to set up a framework for all workers to follow and be held accountable to maintain the HSE record of the workplace. A HSE plan also comprises of HSE inspection checklists and emergency response plans.

Risk assessments document all risks in the workplace. This helps in protecting all workers and surrounding people from potential hazards. All areas of HSE non-compliance are outlined in the assessment and aid in ensuring proper solutions are in place. After risk assessment, risk monitoring is to be conducted depending on the risk level to maintain HSE in place.

Reporting of HSE elements is needed to monitor the performance of HSE elements. HSE key performance indicators (KPI) are needed to measure the performance of the HSE aspects. These KPI help to identify areas that need improvement. KPI for HSE include Lost Time Injury (LTI), number of accidents and incidents, productive days, near misses, etc.

All workers need to receive adequate training on the various HSE rules and procedures at the worksite. A thorough training program includes all HSE aspects e.g. PPE training, fire drills, scheduled waste management, management of pollution control equipment, etc. These trainings must be recorded to keep track of the training to ensure a successful HSE management system. In conclusion, the management plays a critical role in making HSE management system a success.

The Importance of LOPA in Risk Management

by | Jul 21, 2020 | lopa, Risk, Safety, Environmental, RSE, Uncategorized

Layer of Protection Analysis also known as LOPA is a risk management technique commonly used in the chemical process industry that can provide a more detailed, semi-quantitative assessment of the risks and layers of protection associated with hazard scenarios. LOPA is a means to identify the scenarios that present the most significant risk and determine if the consequences could be reduced by the application of inherently safer design principles. LOPA can also be used to identify the need for safety instrumented systems (SIS) or other protection layers to improve process safety.

LOPA is a risk assessment methodology which uses simplified, conservative rules to define risk as a function of both frequency and potential consequence severity. LOPA is defined as a simplified risk assessment of a one cause – one consequence pair.

Conceptually, LOPA is used to understand how a process deviation can lead to a hazardous consequence if not interrupted by the successful operation of a safeguard called an independent protection layer (IPL). An IPL is a safeguard that can prevent a scenario from propagating to a consequence of concern without being adversely affected by either the initiating event or by the action (or inaction) of any other protection layer in the same scenario.

Examples of IPLs are as follows:

  • Standard operating procedures,
  • Basic process control systems,
  • Alarms with defined operator response,
  • Safety instrumented systems (SIS),
  • Pressure relief devices,
  • Blast walls and dikes,
  • Fire and gas systems, and
  • Deluge systems.

LOPA can be used at any point in the lifecycle of a project or process, but it is most cost effective when implemented during front-end loading when process flow diagrams are complete and the P&IDs are under development. For existing processes, LOPA should be used during or after the HAZOP review or revalidation. LOPA is typically applied after a qualitative hazards analysis has been completed, which provides the LOPA team with a listing of hazard scenarios with associated consequence description and potential safeguards for consideration.

The six major steps to the LOPA process are as follows:

  1. Record all reference documentation
  2. Document the process deviation and hazard scenario under consideration by the team
  3. Identify all of the initiating causes for the process deviation and determine the frequency of each initiating cause
  4. Determine the consequence of the hazard scenario
  5. List the IPLs that can completely mitigate all listed initiating causes
  6. Provide specific implementable recommendations

There are four primary benefits to implementing LOPA over other SIL assignment methodologies procedures.

  1. Due to its scenario-related focus on the process risk, LOPA often reveals process safety issues that were not identified in previous qualitative hazards analysis.
  2. Process hazards are directly connected to the safety actions that must take place, providing clear identification of the safety instrumented systems and associated SIL.
  3. It has been proven effective in resolving disagreements related to qualitative hazards analysis findings.
  4. LOPA often identifies acceptable alternatives to the SIS, such as adding other layers of protection, modifying the process, or changing procedures. This provides options for the project team to evaluate using cost/benefit analysis, allowing the most cost effective means of risk reduction to be selected.

In conclusion, LOPA allows the safety review team an opportunity to discover weaknesses and strengths in the safety systems used to protect employees, the plant, and the public.

Safety of the Plant, Surrounding People, and the Environment – QRA

by | Jul 16, 2020 | Quantitative risk assessment, RSE, Uncategorized

Quantitative Risk Assessment (QRA) is to evaluate risks in ensuring that major risks of facilities are understood and managed within ALARP.

QRA makes sure that:

  1. The hazards and the associated risks inherent in the design and operations are systematically identified and assessed.
  2. Basis to demonstrate safety has been identified and incorporated in the design.
  3. Arrangements are in place to manage these risks to ALARP.

QRA is a quantitative risk assessment approach which shall provide information on the following:

  1. Identification of hazards and potential hazardous events
  2. Estimation of likelihood, causes, possible escalation and consequences of hazardous events and the adequacy of the mitigation measures
  3. Identification of the dominating risk contributors and appropriate risk reduction, if applicable, which can potentially reduce the risk“>risk
  4. Demonstration of risk to as low as reasonably practicable (ALARP) in accordance to risk acceptance criteria.

QRA also supports statutory compliance under the Control of Industrial Major Accident Hazards (CIMAH) 1996 Regulations by Malaysian Government Department of Occupational, Safety and Health (DOSH), and HSE Case for upstream facilities.

QRA study/review shall be carried out throughout the full lifecycle of project, facilities and operation:

  1. Design Stage
  2. Operations Stage

The QRA shall be reviewed as follows:

  1. Onshore facilities – every three (3) years as part of CIMAH report review for Major Hazard Installation.
  2. Offshore facilities – every five (5) years as part of HSE Case review.
  3. Significant changes or modification to the project, facilities and operations that has the potential to introduce new hazards.

Among the common software used for the risk modelling and analysis:

  • Safeti
  • TNO Effects and Riskcurves

QRA is important to determine the risk of a facility whether it is acceptable or not hence it is important for the facility owner to conduct QRA to ensure the safety of the facility workers, surrounding people, and the environment.