Client: Hörmann Hungária Kft.
Project Objective: gate fault management and maintenance system with nationwide coverage ( Hungary)
Use model: as a Web-service operated by vintoCON, with monthly fee subscription
- archifm.net Maintenance module – 1 user
- archifm mobile for Android – 6 users
Project introduction period and phases (from date of signing contract):
- 3 months of content consultations, system amendments, tests, live operation start-up
- process fine tuning, parallel use of the system with paper-based administration for 9 months
- final, comprehensive change-over in the 12th month
Project start year: 2012
Hörmann Hungária Kft., Hörmann’s representative in Hungary, has in recent years significantly increased its turnover of doors and gates, and with this increase in sales the number of guarantee repairs and amount of planned maintenance has also drastically increased. Simultaneously with this, apart from dealing with guarantee issues, the company has extended its servicing activity to gates not distributed by them. The administration of the increased amount of work (recording fault report data, work planning, issuing worksheets, completion reports, cost accounting) became increasingly difficult, and, what’s more, the precise handling of the data stored in Excel tables becomes impossible above a certain number of clients. In order to solve the above tasks the company management chose to introduce a CMMS system. After listening to several tenderers Hörmann finally decided to introduce the ArchiFM Maintenance software developed by vintoCON Kft. in the scope of a pilot project. Then, following the successful introduction and operation of the ArchiFM Maintenance system Hörmann Hungária Kft. decided that they wanted to extend its functionality with onsite worksheet handling for the maintenance specialists and to update its system to the archifm.net web-based software system, which they wished to use in the framework of a lease construction.
Background to the ArchiFM Maintenance Client-Server installed system project:
The aim of the project was to create a database that appropriately stores the characteristic data of maintenance events, that forms a precise basis for reports and so effectively supports the work processes.
After negotiations in person, the project was implemented through the following steps:
- Setting up the maintenance work types and maintenance work templates
- Setting up maintenance structure hierarchy
- Setting up the cost types
- Filling up the database with customer data, personnel data and equipment records
- Preparing reports
- Drawing up documentation, training
- Handover, test operation
- Live operation
The ArchiFM Maintenance work processes had to be “customized” in accordance with Hörmann’s own work processes. So the maintenance structure and the work templates were set up in line with Hörmann’s work processes.
The work templates were created according to the equipment maintenance intervals, including the recording of the parameters characteristic of the work involved. Setting up the maintenance structure on several levels made it possible to allocate the appropriate maintenance task to the appropriate elements in the structure:
Level 1: Site with the appropriate parameters
Level 2: Product designation
Level 3: Product type with indication of maintenance interval
Level 4: Gate designation
When recording the maintenance point parameters, the main aspect was to be able to appropriately maintain the database whilst carrying out the daily tasks, only the most necessary characteristics were recorded in the database for the maintenance work.
The objective was the same when creating the work templates, although the ArchiFM MNT makes it possible to record all parameters, only the following information was recorded for the work templates: work type, cost center, work repetition interval.
When setting up the cost types the primary objective was to be able to display the various types of work in the reports according to cost type, so we created the cost types in accordance with the 3 types of work that occur in the course of the servicing work:
- Planned Maintenance,
- Repair work
After the database was set up, it then needed to be filled up with data. Due to the large number of clients and pieces of equipment, the data was transferred from Excel tables.
The final step then was to create the reports. During the consultations, a decision was made to create 6 types of report especially set up for Hörmann. The main aspect when designing the reports was to make it possible to be able to precisely measure the difference from the data of the previous year, both from the point of view of cost and income. The finished reports can be basically put into two groups:
1. The first provides income and cost statements for the gates and doors business branch comparing the given year’s data with those of the previous year, so the sales and servicing tasks related to a given product group can be given precisely:
- Number of gates per site
- Cost of completed worksheets
2. Reports relating to the amount of servicing activities performed:
- Number of completed worksheets per site
- Work performed per person
- Work performed per company
- List of tasks for the coming period
After the system was handed over, the key users took part in a training course, during which they were able to learn how to handle the basic processes (handling occasional faults, drawing up scheduled maintenance plans).
Further archifm.net system introduction development
Hörmann decided to take two further important steps:
- while onsite the maintenance staff receive the maintenance worksheets electronically without having to go back to headquarters, and
- the service provider should realise the infrastructural operation of the system as well as its web access using its own equipment, Hörmann wishes to use the system, not operate it.
The archifm.net system offers a solution for both demands, in an easy-to-use hosted environment which vintoCON provides from its own web servers.
During the project the first step was to transfer all maintenance data, templates and data structures to the archifm.net central server database. As electronic worksheet handling also provides the opportunity to load the detailed maintenance work descriptions as a form of checklist, after the data transfer took place the work templates relating to every planned maintenance had to be filed up with a check task list consisting of as many as 140 steps, which was carried out on the basis of the German company’s standard. This becomes really useful on mobile devices, as apart from the precise identification of the task, the maintenance specialist is obliged to mark what inspection and maintenance work he has done.
The archifm mobile for Android software also had to be amended in order to meet the projects demands, as checking off the detailed task list – and registering remarks if necessary – is compulsory for quality assurance purposes, also it is now obligatory to record the number of gate openings onsite. When setting up the software it was important for it to be easy to use even in a production environment, it must have large buttons, and, also in line with this, the normal tablet devices available on the market had to be given a case that protects it against faults in the case it is dropped or suffers other impacts. The archifm helpdesk for Mobile software does not require any special hardware device in order to use it
The mobile device received another important task: on completion of the work both the Hörmann employee performing the work and the client taking receipt of the work need to countersign the finished work. The parties sign their signatures on the mobile device’s display, on the electronic interface, which are then stored in the archifm.net system with a precise timestamp in such a way that they can be searched for at any time. At this time, of course, the client also has the opportunity to inspect the completed work and the result of the maintenance onsite, even before signing
The detailed maintenance information makes it possible to keep a precise track of costs, and this can be used to plan maintenance offers in a more precise way.
One of the foundation stones of the introduction of the mobile device was that as Hörmann is able to continuously track where its maintenance specialists are located on a map, with this information they are able to allocate work in the optimal way. As the maintenance employees do not have to go back to the headquarters for the worksheets, these automatically appear on their mobile devices when updated, meaning that the efficiency of the work performed has improved dramatically. At the same time when a data update is performed, the worksheets and signatures related to newly completed work are uploaded to the server, so there is minimal chance of losing data, even if a mobile device fails.
Results of the project, the client’s opinion:
The archifm.net software system introduced provides effective support for the day-to-day tasks of the gate and door business branch employees at Hörmann Hungária Kft. The service managers handle the incoming fault reports using the software, and the planned maintenance events can be scheduled so as to optimise financial and human resources. The cost estimates of faults can be made more precise after taking the maintenance history into consideration, which also led to more successful sales figures. Electronic worksheet handling has greatly increased work administration efficiency for the maintenance staff, and has also made it possible to track the current content and results of the work performed. Clear and fast reports can be made for the management about the annual costs of the business branch.
The entire archifm.net software system is operated on vintoCON’s own server and is continuously monitored by the technical staff, so it is not necessary for the client to employ their own IT specialist.
Results, some key figures regarding the use of the system:
After a few months of use several thousand completed planned and fault-repair maintenance events are now contained in the archifm.net system. By the autumn of 2013 this number rose to more than a thousand maintenance events per month, which is a result of Hörmann completely moving over to the use of the archifm.net system for the planning and monitoring of maintenance work.