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