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 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!

 

The global pandemic brought a new normal and slowly started pushing regulators and their inspection services to a new digital reality. The long term effects of this crisis change are yet to be defined, but it made one thing sure – technology is the future of regulatory inspection services.

The pandemic boosted the digital changes in the public sector, but it also revealed that these changes started way before the pandemic swamped the world. So that makes two things that public sector IT leaders must acknowledge:

  • that the debate whether regulators need digital transformation is over;
  • public sector institutions must work together to accelerate and optimise the use of technology to bring public services closer to the public.

To optimise the use of technology, regulators must not only merge technology with inspection services but also ensure that it’s done in a manner that will make them resilient in times of changes and challenges. 

Based on the changes that were brought by the ongoing global pandemic, it’s evident that technology transformed many public services. The regulators had to transform their inspection models so that they can deal with the growing backlog of inspection requests in terms of limited capabilities to perform inspections due to social distance requirements, etc. 

How Canalix transforms the world of regulatory inspections?

The digital transformation conversation before the pandemic

For the public sector regulators, the conversation about digital transformation was on a relatively early stage before the pandemic. But the crisis changed that and now everything happens faster than before. Regulators had to change their pace and start transforming overnight. The fast change directed their focus to the use of cloud-based saas inspection software – a convenient type of solution for the urgent necessity of the new reality.

Those who successfully transformed their regulatory inspection services before the pandemic, moved their operation workloads in the cloud and scaled their inspection models for the digital world with workflows for remote inspections or self-submission portals for self-inspections. Since many regulators saw growth of inspection requests during lockdowns and after lockdowns, these kind of changes enabled them to continue their oversight function effectively.  They were able to score the complexity of each inspection request and assign self-inspections to low complexity requests and on-site visits by an inspector on high complexity cases. In other words they had the tool to react to the crisis and respond with adapted inspection service model.

Whether regulators were ready or not for this kind of change, it happened and it is here to stay. So what’s going to happen in the next couple of months in terms of digital transformation in regulatory agencies? The answer is digital optimisation. 

The digital optimisation conversation after the pandemic

Saying that the conversation about whether regulators need digital transformation or not is over doesn’t mean that the regulators achieved digital maturity and mastered the power of digitalisation to perfection. It means that it’s not a question anymore, it’s an integral part of regulatory inspections. In other words, digitalisation and inspection services are going to be intertwined from now on and regulators need to find the way to optimisation in technology usage and deployment.

The pandemic as a stress test for the digital adoption go inspection software

Even though billions were spent on digital transformation in the public sector before the pandemic, most of the initiatives in the regulatory sector were in constant progress aiming to change the data infrastructure, moving operations to the cloud and leveraging on AI for different use cases – automatically assessing the complexity and risk level of cases and assigning the most optimal inspection routes. However, the challenges that accompany the transformation of an old legacy system made these initiatives take significantly longer. Therefore the progress often was slow. 

The lack of urgency made institutions reactionary towards changes. Their digital transformation efforts were seen only as a reaction to the changing habits of their customers – the public. The pandemic situation brought urgency into the digital transformation strategy of many institutions including regulatory agencies. The regulators themselves recommended institutions to examine their disaster recovery plans and prioritise coordination with their technology and cloud providers. The pandemic brought regulators not only to the realisation that digital transformation is urgent, but it also provided a path from transformation to optimisation and digital acceleration of regulatory inspections.

Lessons for the inspection services after the big pandemic stress test

The pandemic has shown that regulators can grow their efficiency in the reality of the new normal. So what are the key considerations for IT leaders and CIOS from regulatory agencies? For regulators technology optimisation is linked to the efficiency of their oversight function. The way to acceleration and optimisation for them goes through inspection data analytics tools, AI systems and resource management tools that enable them to scale and continue to provide their critical oversight functions. The harmony between technology and inspection services is yet to be found, but the acceleration for that to happen is turned on. Canalix is an inspection software platform that is built to address the urgency of the new post-pandemic reality and the challenges it created for regulators. Contact us to help you with your digital acceleration strategy now.

Travel time optimisation is one of the most crucial steps to keeping operational costs under control while expanding their scope with the same volume of resources. It usually starts with applying a route optimisation solution with the goal to find the perfect work optimisation formula. Route planning for complex schedules with hundred of resources assigned to different entities is a very tricky game. That’s why a serious thought is required in the process of optimising complex work models and keep costs and inefficiencies under control in the mean time.

So how can we save time, money and efforts by optimising the total travelling time between field jobs?

Route optimisation 

When we talk about optimising the travelling time between jobs, we mean applying a route optimisation solution for finding the most cost-efficient route – not only from point A to point B but also to point C, D, E, etc. And if needed, we change the order jobs to fit more completed tasks in a day.

Google maps can indeed do (and has done) route optimisation for almost every person with access to the internet. But when we mean complex jobs like field inspections and manage hundreds of teams, we should start looking to an end-to-end work optimisation systems. And that goes far beyond the functions of google maps.

Related: Where resource allocation optimisation and remote inspections intersect?

The hidden benefits of route optimisation

We already said why it is crucial for companies to use route optimisation – to reduce efforts, costs and time. But there are also hidden benefits that are nonetheless important. To name just a few of them:

  • Improving field service for the end customer: increasing the number of daily completed jobs is going to shorten the response time. Therefore it will bring more satisfied customers. 
  • Improving employee productivity: reducing the travelling time of inspectors, technicians or other entities to improve their focus and motivation.

We already said that it takes more than google maps to optimise complex operations with many variables. If we have to plan 10 different field inspection today to 10 locations, we will have to open a file and start filling in the details and then assign the tasks to relevant inspectors.

Manually designing a conflict-free schedule will be a very time-consuming endeavour. But throwing all of this data into an electronic inspection management system and then leave the AI engine automatically to make an optimal schedule will take just seconds.

route otpimisation software

What science is used for efficient inspection scheduling with optimised routes?

Certain factors define how long an inspection will take – the complexity of the case, the distance between a job and an inspector, the available technical devices (if needed), the location of the warehouse (if there’s such), the skill set of the inspector, etc. Based on these factors is created a route between the 10 inspection jobs and the assigned inspectors.

This example serves as a good case for regulators and organisations that are performing field inspections to understand how route optimisation can help them. Their specific objectives often require error-free inspection scheduling that will send qualified inspectors to relevant jobs with minimised travelling time. That’s why the skill set is a crucial variable in the route optimisation formula. Based on our expertise with regulators, we refined this formula and offer it as a successful model to our customers from the regulatory sector. Read the case study now.

But when we talk about resource optimisation in other industries, the business objectives will be different. It means that new variables will be put into the equation to find the most suitable route optimisation formula. Canalix dedicated a significant amount of time to develop a suitable proof-of-concept to mirror a real-world scenario. That’s the way we help our new customers find a working route optimisation formula that serves their business objectives. Request a product tour here.

How route optimisation is implemented into field operations?

Canalix offers a resource optimisation solution that can help field service providers with route planning and safety management. Our track record includes regulators that successfully use our solution as an inspection optimisation tool. If you want to learn more about our resource optimisation system, book your free demo with us today.

“The robots will replace humans and there will be no jobs for people”. In the distant past the unknown was a source for imagining evil powers that threaten everything that humans created. Today the new technologies serve as the new unknown and we create myths about them too. The myths have always been here to help us invent villains. But with more knowledge at our hands, we also got better at debunking them.

AI technologies are making its way in all levels of governments and enterprises today. That’s why it’s more and more important for CIOs to understand the value of AI without making wrong assumptions, based on myths. Are you ready to bust a few myths about AI with us?

Let’s start with myth #1:

AI can replace human thinking?

Artificial intelligence is called artificial for a reason. It can replace human intelligence up to a point. AI can learn how to execute tasks, but if the conditions of this task change, then AI will fail. To say that AI will replace human thinking sounds more like a Terminator movie plot and less like reality.

AI can learn things independently of human touch

AI technologies do not learn on their own. They need human control. The AI needs updates, constant integration of new knowledge, etc. That’s why when choosing an AI boosted software service, CIOs must pay close to attention to the technological state of the product they will use.

Related: Guide for finding the best inspection management software

AI makes decisions independently of humans

AI is data & rules-driven technology. Rules are defined by human experts. While the AI can independently solve simple tasks, based on pre-defined rules, sometimes there is complexity that is far beyond the capacity of AI. This is where human involvement is needed. We have a perfect example for the way AI can transfer the decision-making to a human party:

Let’s imagine that a citizen is filing an appeal for review to a government agency that is governing the field inspections. While the citizen files the data of his appeal on the front-end of the Agency’s website, on the back-end an AI is trying to categorise the complexity of the case based on the gathered data.

With a well defined set of rules, the AI would be able to set a relevant complexity score. If the case is too complex (above certain score) it will be send for review by human. If the case is simple enough for automatic processing through the AI, then it will be automatically allocated to an inspector and the inspection scheduling and execution will happen in the most optimal way.

Related: Learn more about inspection management and AI complexity score

We worked so far so good, so we don’t need AI

AI is not a magic that will instantly improve the business outcomes within an organization. Whether your company needs or does not need AI, it should be a decision based on data. In other worlds, every CIO must be able to answer why his organization does or does not need AI.

Having visibility on technologies and knowing how they can or can’t help on the strategy of the organization is important. The business needs are ever evolving and the decisions that are made today may not apply for tomorrow’s technological landscape. That’s why no matter where a government agency or an enterprise may stand in terms of adopting AI, they must have their research done.

Debunking myths is easy. Staying always alert to how technologies evolve is hard. Do you want to follow what’s new with AI and inspection software? Sign up for our newsletter.

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The traditional vs the modern is a conflict as old as the world. It has a very visible implication in the inspection driven enforcement activity of the public sector. In the regulatory environment this conflict is formulated like: digital inspection solutions vs old traditional inspection methods.

The regulatory bodies that use traditional methods for inspection are facing an expensive and clumsy process. On the other hand the nature of inspections is always to some degree risky for the success of the whole operation. This risk can increase the cost of inspection process. For example there could be a mistake in the allocation of cases, allowing wrongfully skilled inspectors send on site or some other mistake that could impact the cost.

We’ve already looked through variety of success stories of smart cities that embraced digital transformation. They are winners on the side of the modern and adopters of the optimization through disruptive tech solutions. These solution are doing their magic on different levels at the same time. We already talked about how data automation is an essential level of operation for the inspection software. In this article we will look through AI optimization as another feature that is a game changer for the inspection driven regulatory enforcement.

Related: Read why data is the ground base for digital transformation. An example with the top five smart cities in the world for 2019.

So, how is AI changing the game?

AI optimises the resource utilisation in inspections

Artificial Intelligence can design the most optimal ways for inspections. It can learn from the existing data and eliminate mistakes like sending wrongfully skilled inspectors on site or planning routes in nonoptimal ways. According to the user data of Canalix, the AI optimization can bring up to 40% better resource utilisation.

AI enables more efficient data flow

When the amount of data is managed intelligently, the business operations are improving. Even if there are potential issues, they can be evaded before affecting the whole outcome. The bottom line is that AI can literally shrink the costs of inspection.

AI eases the decision-making process

The reducing of process time is like the elephant in the room when we talk about digital transformation. So it is with the AI driven inspection platforms. The intelligence of the system can take into account different factors at the same time and eliminate the unnecessary work. This improves the efficiency and at the end of the day decision are made faster. The benefit goes not only to one individual, who is directly involved in the inspection process, but to the whole inspection ecosystem.

A good business optimisation tool will give you the digital infrastructure to do your job better. A great optimization platform will bring data automation and AI optimisation to table. Combine it with a killer UX and you will have a disruption technology in your hands.

Do you want to try how Canalix can optimise regulatory inspections? Contact us now.

Bonus definition of AI by Salesforce:

Artificial Intelligence is the concept of having machines “think like humans” — in other words, perform tasks like reasoning, planning, learning, and understanding language.