For inspection team leaders in regulatory agencies is essential to track the KPIs of inspection performance. Those are the metrics that allow managers to track the performance of inspection teams and check whether the pre-defined objectives are met. Inspection KPIs are the indicators that define the success of operations in the inspection process. By tracking their values, team leaders can assess whether the inspection program is working well or something needs to be changed to meet the regulator’s goals in terms of costs and performance.

Is there a universal list of essential KPIs in inspection management?

There is no universal list of KPIs. The inspection performance indicators vary based on the inspection process in different regulators and what kind of resources it involves – field inspection technicians, inspectors for on-site checks, inspectors for remote checks, technical equipment for special inspections, etc. Depending on the regulatory sector, inspection team leaders have different responsibilities and KPIs vary. So let’s have a look at the most common roles in the inspection process and the KPIs that are essential to be tracked with inspection software system.

KPIs for Inspection Scheduling

The time needed to appoint an inspection schedule

Inspection scheduling may be a very time-consuming endeavour. The point of using a scheduling software for inspections is for the sake of improving productivuty. In that sense the more inspection jobs being assigned to an inspector for an amount of time, the better. When regulators are switching to a digital inspection software system from a paper-based process, one of the most essential metrics they should track is scheduling an inspection and whether it is done faster compared to the old ways of work.

Related: Digital optimisation in inspection services

Time to first contact on high-risk inspection requests

What if many low-risk jobs are blocking the timely processing of high-risk inspections? The time needed to make the first contact from the regulatory agency’s end to the inspected entity’s is crucial when it comes to high-risk cases. If the inspection system has the needed data and a reliable engine that can assess correctly the risk category of each job in the backlog, then the time to first contact on high-risk inspections can be made faster. To track and improve this KPI, two things are needed:

  • self-service portal when inspection data is captured
  • AI engine that automatically assesses the risk category of each inspection request and automatically assigns an on-site check by inspector to the high-risk ones

Related: Best practices in risk-based inspection management

Travel time between inspections jobs

When regulators are sending inspectors to do jobs that are too far away from each other, it means that:

1) their time is not utilised well

2)the agency is losing money due to ineffective scheduling, 3) the inspector’s productivity is lowering.

Making the most optimal route for inspectors and automatically reshuffling resources when a last-minute schedule change is made is a strong tool to minimise the travel time between inspections. This is a KPI that must be tracked carefully when it comes to inspection scheduling optimisation. 

 

route otpimisation software

Essential KPIs for Inspection Managers (desk workers)

Inspection utilisation time

What if inspectors are spending time on manual tasks – like filling paper checklists – that eats their time and prevents them from completing enough inspections for a day? The time needed for task completion should be tracked so that utilisation can be improved in case some tasks are taking unexpectedly longer than needed. Giving inspectors mobile devices where they can capture details like photos and video and directly upload them to the cloud can improve their time utilisation and reduce unnecessary manual tasks.

Related: Implementing resource scheduling in the inspection workflow

KPIs for on-site inspectors, remote inspectors & field technicians

Customer surveys

The citizens are the end customer of public sector operators such as regulatory agencies. Brief customer surveys are a great way to evaluate whether any transformation inspection-wise is improving the quality of inspection service for the citizens. If the surveys show that citizens are satisfied with the inspection service, then it’s a good indicator that things are working. If not – then it might have something to do with other KPIs – such as response time, timely kept schedules, etc. 

Related: How our inspection software customers achieve large ROI?

How Canalix transforms the world of regulatory inspections?

Inspection completion rate

If the number of inspections being completed for a month is growing over time, it means that performance is good. If not – then time utilisation should be paid attention to. 

Failed inspection attempts and repeat visits

If an inspector has too many failed inspections in his schedule, probably he should be assigned to lower complexity inspections or his profile should be checked if he has rightfully assigned qualifications. When the trends show that the performance is below average – a double check should be made on the inspector’s profile and on the inspection data that is being captured. If the quality of data can be improved, then perhaps the inspector won’t have to do repeat visits.

Related: 6 reasons why regulators need resource scheduling software for on-site inspections

How does inspection management software make KPI tracking easy?

Cloud, AI and high-configuration technology can make it a lot easier for regulators to track their inspection KPIs. The right mix of technology can serve as a wide solution to:

  • Connect different data sources without having to shuffle piles of paper.
  • Track, analyse and understand inspection data in a way that will enable us to form a strategy and make decisions faster.
  • Automate inspection reporting that is understandable for its intended audience. 
  • Achieve a new level of resource optimisation

Related: Why real-time data is important for inspection tracking?

Inspection management software for better inspection scheduling and resource utilisation

It’s easy to write and talk about tracking inspection KPIs and their importance. But when it comes to transforming old legacy systems into digital inspection systems, things look scary. That’s why Canalix is offering end-to-end inspection management solutions that enable them to track essential KPIs, identify weak spots and potential for optimisation. Together with tools to reshape resource management, travel routes, schedule optimisations etc, regulators can start walking their rode on the way to better inspection service with the necessary cost optimisation. 

Book a demo with us today! Or ask us for a free 15-min product tour.

The rise of health and safety inspection platforms transformed regulators not only in terms of digitalisation but also in terms of changing the role of inspection software from a tool to a service that allows the integration of other tools as well. IoT technologies are a great example of a tool that can optimise the inspection model by being integrated into an existing inspection platform. Before going deeper into this topic, let’s have a quick look at the definition of IoT:

What is IoT?

IoT (Internet of Things) is the connection between devices and the internet that serves to register changes in the environment. This information is often used to inform decisions and transform many sectors into smarter versions of themselves.

IoT has a big optimisation impact on safety inspections by helping regulators enforce inspection activity when they receive IoT notifications for dangerous activity registered by IoT sensors. The faster notification for high-risk events is a prerequisite for more effective risk mitigation that may save lives.

How the IoT can be integrated into the inspection management system?

There are as many IoT examples, as there are many regulatory sectors in the inspection software segment. For example, if we’re managing food safety inspections in restaurants, we must regularly run inspect checks on how food is being stored. By installing temperature sensors in the fridges that collect data and sends it to the inspection platform, the inspection prioritisation becomes more efficient, because the IoT devices improve safety, reduce costs for unnecessary inspection checks and enables safety inspectors to spend their time on jobs with a relevant risk score.

Related: Food safety inspection and digital transformation

IoT devices may collect complex information that enables inspectors to predict accidents and therefore mitigate high risks on time. The inspection platform enables inspectors to do their job smarter, while IoT helps inspection platforms to become more helpful and provide more actionable information for the tasks that matter the most.

IoT making inspection services smarter – who benefits the most?

The use of inspection software for document management, inspection tracking, scheduling and planning, reports generation etc. gives regulators better visibility on where safety inspectors should focus their time. IoT gives them better visibility on what’s happening in the environment. If the inspection software categories a field of wind turbines as a low-risk entity for the next 6 months due to a recent inspection outcome report, then a thunderstorm may occur and require a new inspection due to a change in the environment. IoT provides inspection platforms with this data and therefore the actionable insight from the platform becomes more valuable.

Integrating IoT on inspection platforms is more than an alarm notification feature. It’s a new way to approach risk management in safety inspections. For more information on how your inspection process can benefit from inspection software and IoT integration, contact us here.

How Canalix transforms the world of regulatory inspections?

The adoption of cost-effective inspection models is more relevant than ever for regulators  and will keep it’s rising trend in 2022 as well. We’re often being asked about different cost-reduction strategies by public sector regulators. That’s why we decided to publish our most given recommendations on what should be expected by inspection management software in terms of cost optimisation expectations.

What is inspection management software?

Many valid inspection software definitions may be found online. But what Canalix is defined as for our customers is: 

Inspection platform that serves as both: inspection automation and inspection optimisation tool that improves the inspection process. From making the completion of tasks faster to making more efficient inspection schedules that ensure smarter management and less expensive operations.

This definition of Canalix as an inspection platform works good for regulators with on-site and remote inspection programs. Also, it helps them to evolve and embrace new remote models like self-inspections for low complexity inspection requests. The user-friendly interface and cloud-based nature are facilitating the adoption of Canalix as a cost-reduction solution to regulators.

 


Resource optimization and business scheduling software

CASE STUDY: OPTIMISING THE RESOURCE ALLOCATION IN REGULATORY AGENCY
          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

Which areas in the inspection process endure the most major optimisation with Canalix?

  • Connectivity
    All of the participants in an inspection have access to the inspection platform where they can communicate and find the latest and greatest attached to each task.
  • Inspection scheduling
    Inspection schedules are made for seconds with the most optimal resource allocation. In case the schedule endures a last-minute change, all of the resources are being reshuffled automatically to fit the most optimal planning.
  • Decision-making
    Having all of the inspection data in one place gives valuable insights for decision-making. Important decisions can be taken faster.
  • Costs
    The employing of various inspection optimisation solutions in one platform ensures many opportunities for cost reductions. It pretty much delivers optimisation of everything connected with the finances in a regulatory organisation.


There are various areas in which an inspection software can change things for the better. But of course, there are also a variety of inspection models across different regulatory sectors that have their own specifics. That’s why it depends on the context how much of the potential of an inspection platform like Canalix can be employed to achieve maximum positive outcome.

A ready to use inspection platform is great news for regulators making their first digital transformation step. But it must go together with a degree of customisation to achieve the desired level of efficiency. That’s why Canalix provides inspection software with expert help in configuring the solution specifically for the customer. Looking for such kind of expert help should be affirmed as a general recommendation when we talk about adopting new inspection management technology.

How Canalix transforms the world of regulatory inspections?

The inspection software features that make the difference

Inspection Tracking 

With the inspection tracking software feature is easier to monitor and track the high-risk cases and their potential risks. First, because the digital format allows inspection teams to monitor inspections over time with just a few clicks. They don’t have to dig in a pile of paper. Monitoring risks with a historical perspective in mind provides inspection teams with more information they can use for decision-making.

Real-Time Data

When inspections are done faster, safety can be ensured more efficiently. It’s all due to a variety of factors. But the collecting of real-time data is one the most important ones. With real-time data on one platform accessible by decision-makers and other regulatory enforcement actors, inspection models can be easily transformed to fit better the cost reduction goals for regulators.

AI-enhanced inspection scheduling

Digital inspection platform like Canalix is like case management software, inspection scheduling software and resource allocation software working together on the same platform. Regulators don’t have to use three different solutions that don’t work well together. They can have a working platform that eliminates the waste of time – such as entering data twice to two different digital platforms. That’s great news for achieving effective inspection scheduling and disruption-free inspection planning.

Mobile / remote inspection capability

The mobile capabilities of Canalix enable inspectors to use their mobile devices while performing digital inspections to capture photos, videos and attach them to the inspection file in the cloud. With inspection software in the cloud, inspectors can upload additional files while being on-site. If they have to go back to the office to update their inspection file later, the efficiency may suffer. Enabling inspectors to provide additional context while making inspections gives inspection teams the power to react to critical inspection-related data on time. 

Inspection otpimisation with improved inspection route planning

Making an inspection schedule where inspectors spend minimum time travelling between inspection jobs is hard. But with the the AI engine Canalix helps inspection teams to reduce their time spend on travelling. That enables the inspector to focus better on inspecting and spend less time travelling. This is a way for regulators to achieve a new level of cost reduction and reduce their carbon footprint. 

resource management tool

How Canalix can help you if you’re a regulator?

The inspection digitalisation experts of Canalix have vast experience in serving regulators by delivering custom inspection software solutions. We can optimise the inspection workflow of regulatory inspections with attention to details. Request a free 15-min product tour here and start your cost optimisation now

Are you interested in trying the functionality of construction management software for your business? We’re here to help!

 

When we speak of ROI (return-of-investment) in digital transformation of inspection process, the KPIs  are mainly in terms of efficiency and improved connectivity in inspection teams. That’s so because a digital inspection platform can automate many manual inspection tasks and regulators can benefit from improving their operational efficiency and their safety compliance standards. 

Even though many of the customers of our digital inspection platform Canalix start using it driven by the urge to switch to a paperless inspection management system, they end up with more benefits than simply removing paper. As a result they report improvement of more performance indicators than initially expected:

  • Increased operational efficiency
  • Inspection tracking and performance overview by location and inspector as a tool to apply targeted improvement of safety standards
  • Reduced travel time between inspection jobs
  • Saving time and money on inspection jobs.

But some agencies achieve a larger ROI than others. So let’s get to the obvious question.

How can regulators achieve a larger ROI from using a digital inspection platform?

Canalix is an inspection platform and as such, we ran a customer survey with our customers on the effects they observed since they transformed their inspection services with us. The most popular insights from our customer survey indicate: inspection scheduling is done faster than before with up to 75% improvements, efficiency is improved by up to 40% and inspection allocation errors are entirely removed due to the AI-enhanced inspection allocation software.

 


Resource optimization and business scheduling software

CASE STUDY: OPTIMISING THE RESOURCE ALLOCATION IN REGULATORY AGENCY
          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

How digital inspection platforms are transforming regulatory inspection? 

These inspection optimisation highlights are important for every regulatory agency with inspection driven processes. But what exactly stands behind them? Our customer survey indicates that the use of a cloud-based document management system, digital inspection checklists, uploading photos directly into inspection reports eases communication within inspection teams. The data that Canalix compiles for team leaders, allows them see the big picture view with an easy-to-use interface. This on the other hand gives them the power to make informed decisions on time and predict potential problems that may require more regulatory attention in the future. The ultimate goal: improving the safety standards of the agency and target the time of inspectors to the tasks that matter the most.

These findings from our customer surveys are highlighting the large ROI result examples that digital inspection platforms bring to regulatory inspections.

Why some regulators are struggling with achieving large ROI results in terms of inspection optimisation?

“The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” – Bill Gates

Some customers are digitising their inspection case management with the sole purpose of ditching the paper and be in line with the modern age. But having a digitised inspection case management system is like a stepping stone towards more changes in the inspection process.

For example: the digitised case management data can be seeded into an AI engine and be automatically scored by complexity and risk level. This automated processing enables regulators to allocate their inspector’s time on the cases that matter the most. Depending on the inspection procedures within the regulator,  low complexity cases may be automatically assigned to self-inspection procedures or just get a low priority tag.

Related: Where do remote inspections and inspection allocation optimisation meet?

This example is just an illustration to the axiom that a small step in digitising inspections has the potential to evolve into innovative inspection allocation practice that turns the whole process into more optimal version of itself. This is just an example of why some customers are achieving larger ROIs than others. The adoption of a digital inspection platform should be thought of as an opportunity to reimagine the existing processes, not only as a tool to remove the paper or to digitise checklists.

If we come back to Bill Gates’s words that we quoted above, we’ll conclude that the more we rethink and reimagine the existing inspection processes through the prism of  inspection platform, the larger will be the impact of the transformation. So if we have to define one major difference between the customers with large ROI outcomes and customers with small ROI outcomes, it would be the lack of vision for the latter. Defining a clear digital transformation vision requires time and energy. That’s why Canalix as an inspection management platform always consults future customers about the vision for their future. Do you want to join our list of customers with large ROI results from the use of inspection software? Contact us for a free demo here.