The Control Panel
The Control Panel, accessible from any computer with Internet access at the main office, is the module used to manage the company’s day-to-day operations.
From within the control panel, you manage the company’s customers, the equipment infrastructure and you schedule the customers’ periodicities, i.e. the preventive maintenance cycle (interannual, annual, semiannual, quarterly, monthly, weekly, daily periodicity, etc.).
Also from within the control panel, you create call outs (following a customer’s call) and corrective jobs (following the approval of a cost estimate for a corrective intervention to correct the irregularity).
All jobs (preventive, corrective, call outs, installation, etc.) are assigned by dates from within the control panel to the company’s technicians. The assignment can be done manually on the screen by dragging the jobs to each technician’s tray or automatically by applying filters based on account manager, technician’s profile, postcodes, equipment typology, etc.
The Central Control Panel allows for real-time planning, controlling and monitoring of scheduled jobs assigned to on-site technicians at customer sites as well as received notifications. It offers real-time status visualisation of all jobs assigned to technicians at different dates (pending for assignment, initiated, interrupted, completed, invoiced, impossible, etc.), carried out or pending job up to that moment, as well as materials and resources deployed.
Inside the company, cegid Gestiona3w enables the management of the remaining processes associated to the job finished by on-site technicians: cost estimate generation and the launch of related corrective jobs, warehouse and material management, real-time stock management, suppliers and orders management (processed, available, shipped, delivered, retained, etc.)
cegid Gestiona3w automatically generates all inspection certificates and reports required by law or your customers. When technicians complete their job at the customer’s site, and without the need to stop by at their main office, all the following related documents are automatically generated from within the control panel: "work sheet" signed by the customer and technician, "legal certificate of the intervention", "report with equipment details", "summary of irregularities" essential to generate corrective cost estimates. This entails significant time savings, since the office staff does not have to enter data or generate reports, thus avoiding transcription mistakes.
In addition, the work sheet is immediately sent to the customer upon job completion. After verification, the remaining documents are sent either automatically or are made available in the customer area.
cegid Gestiona3w streamlines invoicing because the control panel allows for automatic invoicing right upon completing the jobs, without the need to wait for the technician to come with the documents. cegid Gestiona3w completes the cycle with invoice, due date, remittance and collection management.
Furthermore, it is possible to close the circle with interface modules that connect to commercial ERPs and/or accounting applications.
The Control Panel allows for the management of the technicians (scheduling, commissions, productivity, clock-in, absences, etc.) and sales representatives (maintenance, allocation and payment of commissions, etc.). It can also issue different reports on productivity per technician, profitability per customer, risks, equipment, history on jobs carried out on equipment, cost estimates, areas, etc., as well as issuing custom reports.
The remote device, an Android smartphone or tablet, manages all aspects related and associated to the jobs that the technicians carry out at customer premises (preventive maintenance and corrective jobs, call outs, etc.).
As mentioned before, customers, their equipment and related periodicities are managed from within the Control Panel. Corrective job and call outs are established in the same place. All these jobs (preventive, corrective, call outs, etc.) are manually or automatically assigned to available technicians based on dates. Once assigned, each technician on their mobile device already has their schedule updated with the jobs that have been assigned to them according to dates as well as all the information necessary to carry them out (data on the customer, GPS location, data on all the customer’s equipment with the history of each of them of the actions carried out on them, etc.).
One big advantage is that technicians no longer have to stop by the office in the mornings to get their job assigned and deliver documentation; instead, they can begin their workday right at the customer's premises.
Before starting to work, technicians can query and reschedule on their mobile device all assigned jobs by filtering dates, areas, locations, postcodes, job types, etc. Likewise, they can visualise on a map the locations of queried jobs.
cegid Gestiona3w comes with a built-in GPS navigator that guides the technician to the customer site when no specific physical address is available. In addition, it shows the beginning of the commute, necessary for the subsequent analysis of profitability.
After agreeing to the company’s security standards by means of the mobile device, the technician begins to carry out the job. They start checking the fields corresponding to each equipment, using the status these were in the last time they were used by any other technician of their company.
While the technician carries out their job, using their mobile device, they may review documentation related to customer equipment (user guide, installation drawings, work sheets from previous preventive and corrective jobs, etc.). They may also query available stock at the company’s warehouses.
Technicians may interrupt their job at any time. From within the control panel you can see where and when a technician pauses and, most importantly, the job’s progress. And we can even re-assign that job to another technician.
At any time, technicians may generate an event on their mobile device and add messages, notes on cost estimates, photos, preliminary drawings, etc. The control panel records these events in real-time, so the manager responsible can act accordingly. Should a customer immediately approve the corrective cost estimate, the technician can create and perform the job from the mobile device.
After completing the check-up, by means of their mobile device, the technician can add notes and materials or resources used for the job. The customer’s signature can be captured by the mobile device’s screen, the same way they sign now on paper, and have the work sheet sent automatically.
And if authorised, they may collect the payment and issue the invoice directly, especially when working in cash.
When technicians complete their job, all work-related documents are automatically generated from within the control panel (customer-signed work sheets, certificates, detailed reports, reports on irregularities, etc.), and the corresponding invoice is automatically issued.
This entails significant time savings, since neither the technician needs to stop by the office for document delivery, neither the office staff has to enter data or generate reports, thus avoiding transcription mistakes.
Communication between the mobile device and the control panel is bidirectional: that is, not only the actions on the control panel are shown on the technicians’ mobile devices, but any actions taken by the technicians will always be reflected at the office.
In fact, the control panel shows in real time what the technicians are doing in the field, unlike traditional systems without any visibility. The office knows the time of arrival, where they are at any point in time, what the technicians are doing, finished, or pending job up to that moment, interruptions, pending job, job generated by the technicians on their mobile devices, incidents, deployed materials and resources, carried out operations on the equipment, etc. The following stages are shown in the control panel: completed, verified, invoiced and collected job.
In addition, they have access to messages, photos or preliminary drawings technicians can submit while carrying out their job.
This online bi-directional communication between the control panel and remote devices guarantees automatic real-time updates of the complete company information. This translates into a professional and efficient service towards customers, and greater efficiency and productivity of all the company processes, especially those related to generating documents and invoices (can be done immediately without the technician being at the office).
The mobile device offers many more features. For example, the technician may interact with the supplied safety PPEs (helmet, vest, boots, etc.) by signing their approval sheet or stating the status of each of them (loss, deterioration, etc.). The company’s person in charge is immediately informed about the situation and may request a technician to visit the company for problem solving.
Technicians clock in online from their own mobile devices registering daily arrivals and departures. They may also check all absences, sick and holiday leaves, etc. over the last 12 months, or upcoming ones as well as request a day of absence. The company is automatically informed.
The Customer Area
cegid Gestiona3w offers the option to authorise 24-7-365 customer connections to a restricted area, if so desired by your company. Inside this restricted area, customers can:
- check their technical documentation (work sheets, legal certificates, detailed certificates, report on irregularities, etc.)
- check administrative documentation (cost estimates, invoices, etc.)
- learn about the equipment infrastructure of all safety equipment (when several centres exist)
- check scheduled pending jobs, interact with the planning of scheduled jobs, establish incident or call outs
- notify and manage access rules adapting them to current regulations on business activity coordination
- access to quality of service statistics
- create restricted sub access for other collaborators
Thanks to all of these features, the customer area conveys a professional, technological and service-focused company image (oriented towards improving end customer service and satisfaction) which will gain their loyalty.
It’s more, the customer area reduces significantly the technical and administrative staff’s workload in their day to day customer operations, because access to essential technical and administrative documentation is outsourced to customers.