Digital transformation can hardly bring a quick fix for teams’ productivity and operational costs if an inefficient process is just covered with a layer of technology. Тhe nature of these initiatives is strategic and affects many parts of an organisation – people, systems, processes. Sometimes, to get the desired quick fix, organisations need to update the technology and the process itself. So ultimately, the quick fix turns out to be in not such fast motion. But it doesn’t mean it can’t be successful if approached right.

That is the tactical move one of our clients – a national regulator, learned when they deployed our automated job scheduling solution Jobtimizer. It helped them automate repetitive tasks like job scheduling with RPA technology. The result was that they managed to secure efficiency improvement without replacing entire systems. But at the same time, they laid the ground for further optimisation initiatives. This tactical modular digital transformation approach targeted an area from the operations cycle with a huge impact that would subsequently facilitate further process optimisation. Our practice with regulatory agencies enabled us to make the right suggestion at the right time so our client can start their digital transformation journey from a well-thought starting point. At the same time, we helped them plan the following points from this journey ahead of time.

inspection platform modules

Assessing the existing work model

As a national regulator, our client’s core processes are within the inspection management field. They are performing their services with a network of inspectors with different skillsets, certifications and locations. When inspectors are allocated to various jobs, they have to inspect the job site to determine whether it complies with the public safety standard and assess the risk of future hazards. Depending on the outcome of the check, the inspection site is marked low-risk or high-risk for potential accidents.

The regulator conducts approximately 800 000 inspections each year. Their back-end officers are responsible for the inspection schedules. When the caseload is too big, the regulatory agency employs third-party inspectors (external workforce), which results in higher operational costs. Inspectors are using tablets with inspection checklists for the type of inspection they have an appointment for. When they complete the check, they upload the inspection data to the cloud server and generate an automated outcome report sent to the inspectee.

Optimising the inefficient inspection job scheduling

Even though the inspection process functioned with automated rules that guaranteed the inspection execution according to the regulatory requirements, there were a lot of manual processes involved in it. Our client receives thousands of inspection requests every day, and then an employee manually assigns inspectors to inspection jobs based on their availability. Inspectors often had to travel in and out of the same town within the hours of a single day. That was harmful to their productivity, motivation, and impacted operational costs because of the growing spending on fuel for travelling.


job scheduling software

Our client was aware of the inefficiency of this manual type of job scheduling. They knew that the possible solution was within the field of digital transformation and inspection scheduling. That’s why they decided to transform their processor with a job scheduling software that takes constraints likes availability and location to map more efficient schedules where inspectors take the smarter route. Before taking this step, an inspector had to go to and leave the same town twice for a single day because of inconvenient scheduling; with Jobtimizer, they didn’t have inefficient schedules anymore. This transformation itself removed a significant burden off the inspectors’ shoulders.


The further need for process optimisation

job scheduling tool

Our team regularly reviewed the optimisation data our client shared. They managed to optimise the weak points with job scheduling, but another problem in their inspection process was still brewing. The backlog of inspection cases gradually grew, and they had to hire external inspectors to meet the rising number of inspection requests after the pandemic’s outbreak in 2020. Even with our intelligent job scheduling assistant at hand, our client faced increasing difficulty managing the caseload and its balanced distribution.


Step 2: from job scheduling optimisation to changing the entire inspection model

The growing workload and the limited resource meant that our client had to update their inspection management system, not just the job scheduling part. The road ahead for them was to enable inspectors to focus on high-risk inspections and allow the low-risk inspection requests to be self-served.

Since we already had experience with other regulators that transformed their inspection management system with self-service modules, we knew that the risk-based inspection methodology would work with them too. Our client purchased Canalix to change their inspection management system entirely by adopting a self-service module and remote inspection program for low-risk and middle-risk cases. The advanced AI engine automatically scores the risk and complexity of each inspection request, and the high-risk risk cases are allocated to inspectors for the on-site check. In contrast, the low-risk jobs are redirected for completion via a self-submission portal. Since Jobtimizer as a job scheduling tool is built to work flawlessly with Canalix, our client had an easy time adopting Canalix.

inspection scheduling transformation

Why start with a tactical modular digital transformation and not replace the entire system from the very beginning?

Replacing an entire system requires rethinking technology, replacing systems integrated to other core systems, and holding years of data to be migrated. In other words, it’s a costly and time-consuming endeavour. Automation can deliver efficiency improvements and work with existing components, so it was the smart and right starting point for our client’s digital inspection transformation journey. The case with Jobtimizer as an RPA technology enabled them to automate repetitive operations like job scheduling while meeting pre-set goals, criteria, and priorities.

Do you want to get deeper insights into how Canalix helps regulatory agencies to cut operational costs and improve productivity? Download the free case study now!


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.

 

Remote video inspections are part of the new normal. Regulatory bodies and inspection entities can both benefit from this regulatory enforcement innovation in the process of reopening the EU economy after lockdown ends. But is it really going to work that way? Not if government agencies ignore the constraints and risks of performing inspections remotely. The key to success of remote inspection programs is to ensure the process flow has good communication between regulatory bodies and inspection entities.

Benefits from remote video inspection programs

Technology proved to be a great ally to regulators during the global pandemic. The digital adoption of inspection management solutions helped regulators to stay efficient even during the lockdowns. The digitally advanced government agencies achieved this by introducing remote inspections in their regulatory policies, and more specifically – video inspections.

The remote video inspection programs can be applied to various sectors – construction inspections, work safety inspections, social care facilities inspections, food safety inspections, fire prevention inspections etc. These sectors benefit from this innovation by saving time in travelled distance and optimizing costs of inspections. On the other hand, the inspection entities are benefiting from a speedy processing of inspections and resolving issues that need fast resolution. For instance, food facilities like restaurants can benefit from fast reopening after lockdown ends; construction project can benefit from more flexibility in the construction schedule; social care institutions can comply with the social distance rules easier when inspections are performed remotely, etc. Long story short, it’s a win-win game when we talk about remote video inspections.

How to prepare for implementing remote video inspections process?

Remote video inspections can be conducted by the rules of regular inspections. It means that actions such as inspection scheduling, filling inspection checklists and managing documentation can mirror the regular inspection process. Conducting remote inspections may sound too liberal for conservative organisations like government agencies. That’s why sticking to the regular inspection model as tightly as possible is recommended for the purpose of acceptance. But it doesn’t mean that the process doesn’t need its own guidelines. A big pie of the changes that covid-19 brought are here to stay and the same is expected for remote inspections. That’s why they should not be looked as something temporary that doesn’t need policies and new rules. Remote video inspections policies and rules should be a talking point before their introduction.

Rules and policies for remote video inspections

1. Basic rules for remote inspections

Regulatory agencies that are planning to introduce remote video inspections should prepare guidelines to help inspection entities and their staff to carry on remote inspections. The very basic rules for remote inspections should outline the types of inspections that allow this method. Usually those are low complexity and low risk inspections.

2. Inspection scheduling rules

The prioritization of inspections should be scheduled according to a certain framework. The inspection management software of the agency can provide data about the complexity score of each inspection and serve as a priority marker.

3. Inspection execution tools

Tools like Skype or Facetime can be used as a medium for the inspection process. The policy of the remote inspection program can require the process to be always with live video so that inspector can direct the process. If the inspection does not happen live, the inspector may not be able to take picture of something or ask some questions.

How inspection entities should proceed to request a remote inspection?

The easiest and safest way to request a remote inspection is via self-submission portal. Once the request is submitted, the regulator can decide whether to accept or decline. This process can be automated with rules that will allow remote inspection for cases that are below certain complexity score and vice versa. For example, Canalix is an inspection management software with self-submission portals that can automatically allow remote inspections to relevant requests or decline if the request doesn’t qualify for remote processing according to the agency’s guidelines.

remote video inspections

Technology is indeed a great ally to governments and citizens in times of crisis. 2020 proved that to be very true in the field of regulatory inspections. But to realise the benefits of technology-enabled remote inspections, government agencies must consider the constraints and risks. With error free communication, enabled by self-submission portals and rules-driven automation, both regulators and inspection entities can successfully finish inspections. With relevant and comprehensive guidelines, this new inspection process can bring positive change in the regulatory inspection programs of many sectors.

Are you a public sector professional that wants to implement remote inspection procedures in the work of regulatory agencies? Contact us, we can help.

EU countries are re-opening the economy of their communities at different rates for a second time this year. Perhaps it won’t be the last. The COVID-19 rules are changing each one of the public sectors. But one of the most overlooked on is the inspection management area of regulatory agencies.

Keeping communities safe is a top priority for every EU member sate. Safety inspectors are the people who ensure compliance with safety standards. Regulatory bodies are managing the governance on state and local level in order to guarantee the public health. The lower accidence rate in the safety regulated areas usually means that the regulatory bodies are doing their job fine. But when violations of the regulatory rules go undetected with growing rate, it’s a sign for couple of problems – the inspection management mechanism needs to be updated or the inspection capacity of regulatory agencies is over the top.

How digital inspections are facilitating the re-opening?

The answer to these problems usually is solved with reorganization and optimisation of resource utilisation. While in normal times government agencies had roadmaps ahead of time for optimizing their work, COVID-19 now complicates things. For instance, enforcing regulatory compliance via inspections in nursing homes, schools, restaurants, office buildings has become more challenging and at the same time more important. Many entities from these sectors have been closed and in order to re-open will need inspection.

Together with the increased inspection workload, there are new regulations lurking behind the corner (new hygiene standards because of COVID-19, social distance rules, etc.) that are going to complicate things additionally. Regulatory agencies are facing challenges and if they don’t find good ways to address them, the reopening of the economy might be slowed down. This will affect not only the public health, but also the wellbeing of everyone within the community.

Changing the inspection management process is crucial for the relaunch of the economy

inspection tablets canalix

Even though a lot of changes happened in 2020, most of the inspections in the public sector are performed the same way as 20 years ago. It’s enough to deduce that there are problems that need to be solved not just because of covid-19, but because they’ve be overlooked for a very long time. For instance, a lot of processes in the regulatory inspections are still paper-based and require full time working hours in office. On the top of that, administration staff needs to spend extra time on manual processing and clearing of data errors.

Digitalization of inspections

There are countries that transformed their regulatory agencies – the UK, Iceland, Canada, some US states, etc. But other countries are still not there. When we talk about removing paper-based processes and replacing them with digital ones, we don’t talk only about implementing digital inspection checklist instead of a paper one. We talk about taking a data-driven approach in the digital transformation of inspections.

How the data-driven approach transforms regulatory agencies?

The data-driven approach in inspection planning brings previously collected field data to use when setting up the priority of inspections. This enables inspectors to focus on risk and therefore improve the efficiency of inspections. What makes the difference in this approach is that inspectors are able to focus on the areas that are at higher risk and the event of violation in regulations is more likely. The risk-focused inspection method requires from inspectors to have special tools at their hands in order to work efficiently.

The new tools inspectors use for on-site inspections

Performing field inspections the old fashioned way – with many sheets of paper and a lot of manual work – can be optimised. Inspectors can use tablets and digital checklists for data gathering on the field, their inspection scheduling can be automatically updated on their devices in real time with different constraints taken into account. The inspection routes can be optimised so that inspectors can cover more inspection ground and travel less.

The early adopters of inspection management solutions in countries like the UK, Canada, Iceland are known to be benefiting these digital transformation perks. But for them and for the late inspection management software adopters there is a new challenge that came with Covid-19 – the remote inspections.

remote inspections

Remote inspections in the workflow of regulatory bodies

One year ago nobody would have imagined that it is possible to perform remote inspections on nursing homes or schools. But 2020 changed a lot of things, including our perception of what’s normal. The new normal requires new methods of performing inspections. So how do we transform inspections into remotely done work?

First there needs to be done a broad distinction for which inspections can be done remotely and which not. For regulators with paper based process it will be hard to attain visibility on all inspection data. But agencies that have already transformed their inspection process can easily gather and analyze data in order to determine the most prevalent risk factor, complexity score and the impact on community for each inspection entity. With this factors being addressed, regulators can take on the following strategies:

1. Assign self-inspection for low risk inspection sites.

Let’s take for an example a nursing home. In this scenarios the administration of the nursing home will be provided with an access to a self-service portal and inspection checklist that needs to be filled. The staff of the nursing home can perform the inspection on their own while filling the necessary details on the digital checklist and then submit the information for inspector review.

The self-inspection is a simple process that can be easily implemented on an already existing digital infrastructure. Nonetheless, experimenting with self-inspections can be a great first endevour for the late government agencies adopters of digital inspection solutions.

Related: Why Self Service in Inspections is Important?

2. Perform traditional inspections with inspectors on site for complex and high-risk cases

The high complexity requires more attention. Therefore the cases that impose higher risk because of their complexity need special attention from inspectors on site. The inspection planning of such cases can go as usual. But still – a fully digital inspection process can reduce the covid-19 risks and facilitate the compliance with social distance rules because of the paper-free workflow and fully digital document management.

3. Delegate the compliance with new COVID-19 rules to self-inspection

Some government agencies are keeping their approach conservative, even if they use all of the advantages of the digital transformation. Meaning that they stick to the traditional on-site inspections for both – low complexity and high complexity entities. Still, they can optimise their work by delegating the compliance with new COVID-19 rules to a self-inspection process. This is a smart way to remove the additional weight of new regulations off the tasks list of inspectors on site.

Is this the future of inspections?

Data-driven, risk-focused, remote process. These three pillars have already started shaping the modern era of inspection management before COVID-19. The global pandemic only accelerated this transformation. It’s a hard thing to plan and implement, but this is where third party inspection management solutions are making the difference by helping the public sector to embrace this much needed change.

Transforming government agencies and regulatory bodies is not just a matter of fashion anymore. It’s an essential transformaton with key role for the safety of our communities. Inspection organisations need to act now. Contact Canalix if you’re in need of a fast and easy digital transformation plan.