What makes inspection scheduling difficult, and how to solve it?

To digitise and optimise the inspection scheduling process in regulatory operations is complex. Each inspection requires a unique inspector with specific skills, qualifications and specialism. On the other hand, that requires particular instructions, data capture and associated workflow. Using just a digital inspection checklist is not enough for regulators to have real-time visibility of where things are. 

Inspection scheduling is an integral part of every inspection digitalisation project.

What makes an inspection schedule good?

A good inspection schedule is a mix of many components: each inspection has its program with unique instructions, data capture requirements, failure workflows and approval workflows. Last but not least, travel time between inspection jobs can be affected and disrupts the schedules. This mix of components is complex and challenging to manage. That’s why we designed Canalix as an inspection management software to help regulators make good inspection schedules with the help of AI and understand their complexity better with machine learning.

1. Simplifying the unnecessary complex processes

A crucial step to simplifying the inspection management process is transforming the inspection forms. By adding instructions to inspection forms, inspectors can better understand each inspection’s goal. 

At Canalix, we deliver inspection form opportunities that respond to the best practices in the sector. Regulators that use Canalix can rely on inspection forms with:

• Instructions.
• Automated workflows simplify the process for inspectors and other staff members and strengthen compliance by flagging relevant follow-up action where needed.
• Photo and video evidence submission can provide additional context for each inspection.
• Conditional logic of the forms. For example, the form can require additional photos if the risk score of the inspection is above a certain level.
  

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2. Don’t transform inspections all at once, do it modularly.

When we speak to our future clients about the opportunities to transform their operations with inspection software, we ensure they remember that digital transformation should be perceived as a process. Often that requires a modular approach to achieve sustainable digital transformation impact. The digitalisation of inspections changes not only the work of inspectors but also the work of other actors in the regulatory inspection processes. A digitalised inspection platform can create opportunities for cost-optimisation and productivity improvements if implemented correctly.

That sounds great, and it’s the dream goal of many regulators, but it is also a challenge. We help regulators achieve this goal with an excellent modular strategy and new technologies like AI-enhanced job scheduling, IoT technologies, machine learning, remote inspection technologies, and automated risk assessment.

Related: How a regulatory agency can cut costs in 2022?

A regulator starting a digital transformation journey may look like somebody standing in front of a wall with technologies and strategies. Canalix helps regulators bundle the right technologies and priorities into a digital inspection platform where they all tie together. The method may be designed to allow the integration of different modules one by one. That is made possible by the cloud-based inspection software model, a.k.a SaaS (software-as-a-service).

Because inspections in different regulatory areas are complex, lack of integration opportunities is a common issue in inspection software service providers. A digitalised inspection platform designed for regulators is what can deliver the right integration opportunity that would eliminate this issue and provide good data analytics opportunities for swift decision-making.

Case study: Reduce operational costs with inspection scheduling software

3. Strive for efficiency on more than one front

The use of inspection scheduling software doesn’t solve the scheduling problems on its own. It’s a digital transformation step, one of many, that should be carefully planned to bring success. We at Canalix help regulators to achieve efficient inspection scheduling by enabling them to manage the travel time between inspection jobs, the allocation of resources and the shifts of staff.

Managing resource allocation in inspections

Canalix is an inspection case management system that enables the regulator to embrace the self-inspection model. Our low-code and high configuration SaaS nature allow regulators to be flexible in times of uncertainties and manage resource allocation with an ever-evolving strive for optimisation.

Managing travel time between inspection jobs

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

The efficiency of the inspection schedule depends on the regular’s ability to send qualified inspectors to relevant jobs with minimised travelling time. The skillset is a crucial variable in the route optimisation formula. Based on our expertise with regulators, we refined this formula and offered it as a successful model to our customers from the regulatory sector. 

CASE STUDY: How a regulatory agency cut costs with resource scheduling software?

• • • • • 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.

4. Manage resources efficiently when a last-minute change occurs

What if an emergency disrupts the work schedules for days ahead? To reroute the inspection job assignments of expensive resources like inspectors and create new programs that keep operational costs under control is crucial for efficient inspection scheduling. And usually, good inspection software does that. We at Canalix do even more because schedule disruptions also present an opportunity to reduce travel time (compared to the previous work schedule). But to have an efficient rerouted schedule, one must have a fast and prompt reaction to the changes in real-time.

“Just match a job to the right person who can finish it”. It sounds simple but is it? What exactly are we matching – the skillset, the geolocation of the resource (whether it is the one nearest to the job site) or the availability status? Inspection job matching becomes a very complex task if we juggle through different constraints. Canalix can take all these constraints and automatically make a balanced schedule. The result is that only employees with the required skills and certifications will be eligible for the job, and it will be allocated to the one nearest to the job site.

The benefit of using inspection software like Canalix for handling inspection schedules is very evident in emergencies because there are no missed checks, and the service is delivered without compromise in its quality.

5. Make the life of inspectors easier.

Regulatory inspections usually have standard requirements for efficient inspection scheduling:

• Provide instructions
• Capture inspections data
• Evaluate results and initiate corrective or preventive actions
• Understand what’s due, what’s happened and what hasn’t
• Track inspection KPIs

Having one inspection platform that does all this for different actors in the inspection management process is excellent for inspectors because they can do everything in one place, and everyone can be on the same page in real-time.

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