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Improving resource efficiency in regulatory inspections: Ultimate Guide for 2023

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Resource optimisation in inspections is essential because it helps ensure that limited resources, such as funding and personnel, are used effectively and efficiently.

There are several reasons why regulators should have a resource optimisation strategy in 2023:

  • Budget constraints: Many regulators face budget constraints and are under pressure to do more with less. A resource optimisation strategy can help regulators prioritise their workload and efficiently use their resources.
  • Increasing workload: The workload of regulators will likely continue to grow in the coming years due to various factors, including population growth, economic development, and new regulations. A resource optimisation strategy can help regulators manage this increasing workload and ensure they have the resources they need to carry out their duties effectively.
  • Improved outcomes: By optimising their resources, regulators can ensure that inspections are conducted thoroughly and consistently, which can lead to improved outcomes, such as increased compliance with regulations and a reduction in risks to public health, safety, or the environment.
  • Industry and public trust: A resource optimisation strategy can help regulators be more transparent about their inspection processes and priorities, improving accountability and building trust with the industry and the public.

Overall, a resource optimisation strategy can provide both: short-term and long-term benefits for regulators, including cost-effectiveness, improved efficiency, quicker results, sustainability, improved outcomes, and increased trust. In this piece, we’ll focus on the quick wins that resource optimisation strategy can bring to public sector regulators.

3 resource optimisation strategies for regulatory inspections

We’ll focus on three strategies that regulators can use in 2023 to optimise the resource allocation for inspection management and achieve quickly their first positive results. These strategies have been outlined by  our team and their experience with providing resource scheduling solutions to public sector regulators.

  1. Prioritise inspections based on risk: Regulators can prioritise inspections based on the level of risk that an industry or facility poses to public health, safety, or the environment. That can help ensure that limited resources are focused on the areas that pose the most significant risks and require the most attention.
  2. Use data analytics to identify patterns and trends: Regulators can use data analytics to identify patterns and trends in inspection data. That can help them target their inspections more effectively and identify areas needing additional attention.
  3. Collaborate with other agencies and the industry: Regulators can work with other agencies and the industry to develop and implement self-inspection services or joint inspection programs, or third-party certification programs, which can help reduce the need for regulatory inspections.

Implementing these strategies can help regulators optimise the use of their resources and achieve quick results in regulatory inspection management. Let’s explore in-depth how each of the three resource optimisation strategies help regulators improve their efficiency.

How the risk-based inspection process is helping regulators?

  • Risk-based inspections allow regulators to focus their limited resources on the areas that pose the most significant risks to public health, safety, or the environment. By prioritising inspections based on risk, regulators can ensure that they can address the most significant risks first.
  • Risk-based inspections can help regulators identify and address emerging risks more quickly, as they are more likely to target industries or facilities at higher risk of noncompliance.
  • Risk-based inspections can improve the efficiency of the inspection process, as they allow regulators to allocate their resources more effectively and avoid spending time and resources on inspections that are not likely to yield significant results.
  • Risk-based inspections can ensure that regulatory resources are used in the most cost-effective manner possible, allowing regulators to focus on the areas that pose the most significant risks rather than spreading their resources too thin.

How do data analytics enable regulators to perform inspections smarter?

There are several ways in which regulators can use data analytics to improve the efficiency and effectiveness of inspections:

  • Identify patterns and trends: Regulators can use data analytics to identify patterns and trends in inspection data. This can help them target their inspections more effectively and identify areas needing additional attention.
  • Improve resource allocation: Data analytics can help regulators optimise the allocation of their inspection resources by identifying high-risk areas or facilities that may require additional inspections.
  • Monitor compliance: Data analytics can be used to monitor compliance with regulations over time and identify trends or patterns of noncompliance that may require additional attention.
  • Identify best practices: Data analytics can help regulators identify best practices or effective strategies used by the industry to comply with regulations, which can inform future inspections and regulatory approaches.
  • Improve communication and transparency: Data analytics can be used to create reports or dashboards that can help regulators communicate their inspection activities and priorities to the industry and the public, improving transparency and accountability.

Why collaborating with other agencies and the industry can optimise the resource utilisation?

  1. Joint inspections: Regulators can work with other agencies to conduct collaborative inspections of facilities or industries that multiple agencies regulate. That can help optimise the use of resources and ensure that facilities are being inspected in a consistent and comprehensive manner.
  2. Information sharing: Regulators can share inspection data, reports, and other information with other agencies to improve coordination and reduce duplication of efforts.
  3. Collaborating with the industry: Regulators can provide self-inspection services to the industry. Self-inspection programs can help regulators to focus on high-risk cases while the industry is self-servicing the low-risk cases.

Overall, having a resource optimisation strategy can help regulators better manage their workload, optimise the use of their resources, and achieve improved outcomes in the coming years. Should you adopt a government case management system with resource scheduling module? Should you adopt a stand-alone workflow automation within existing inspection management system? Find the answer by asking our Canalix experts about resource optimization for public sector right now from the form below:

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7 Resource management software tools to look for in 2022

Making efficient resource planning, scheduling, and constant resource management optimisation is crucial for transforming business processes into a more sustainable and cost-efficient version of themselves. And of course, the metrics that are going up are employees’ productivity and overall performance.

The resource management software is a powerful tool organisations use to improve their project planning and automate different processes. While we can point out a couple of highlights that define what makes a good resource management tool, we’ll still have to choose between a wide variety of choices. So it’s hard to narrow down our search to just a couple of resource management solutions. That’s why we made this selection for you.

How do we choose a good resource optimisation software? 

You can always start with our list of seven tools for resource management to look at in 2022. Before delving into the selection, let’s remind ourselves what makes resource management software a powerful optimisation tool.

What is a resource management software?

There are hundreds of definitions for resource management, so the world doesn’t need another one. The best description of such a tool may be given by simply listing what it can do:

  • assign resources such as inspectors or field technicians to a project
  • allocate technical equipment, operational time, travel distance to a project
  • control workload balance
  • monitor data about the performance

Thanks to these features, a good resource management software will help you cut operational costs, improve processes, and increase productivity. Since it’s hard enough to go through each resource management software’s website to check pricing, features and other functionalities, we made this list for you. Let’s start comparing!

1. Jobtimizer – resource management, job scheduling and workflow optimisation software.

scheduling resource optimisation 

Jobtimizer is a resource management software that optimises schedules and delivers immediate results. Because of the software’s modular nature, it can be easily integrated within an existing system.  The benefits it offers: time-saving schedules, efficient resource management and swift decision making, enable Jobtimizer’s user to face quick and efficient results from digital transformation faster than ever before. Basically, Jobtimizer can play the role of the perfect resource planner, with the help of an AI of course.

Jobtimizer is designed to respond to 4 crucial goals:

  • Improving efficiency and productivity by removing the need for overtime and overtime payments and helping organisations save costs by optimising their resource utilisation.
  • Optimise wasteful activities by reducing driving time, fuel costs and the carbon footprint, always assigning the right person and equipment to the right job and eliminating re-work.
  • Increase customer satisfaction by reducing customer waiting time and eliminating service backlog.
  • Laying the ground for further improvements by allowing organisations to leverage on better operational insights.

 

inspection scheduling software

 

Best For

Jobtimizer as a resource management software is perfect for mid-sized companies, enterprises and public sector organisations that work with costly resources with everyday schedules on the field.

Price

Pay per use system

Key features:

  • Resource optimisation
  • Resource scheduling and allocation
  • System integration via API and modular approach
  • Case management
  • Workflow automation
  • Risk assessment
  • Automated scheduling and route planning
  • Document management
  • AI engine

 

2. Microsoft Project — A Universal Resource Management Software

microsoft project project planning

Microsoft Project is a project management tool developed and sold by Microsoft. It is designed to assist a project manager in developing a schedule, assigning resources to tasks, tracking progress, managing budgets, and analysing workloads.

Best For

Microsoft Project is good for small and mid-size organisations.

Price

Pay per user system.

Key resource management features: 

  • Resource Analytics
  • Visual Heat Maps
  • Project Management
  • Interactive Dashboards
  • Automated Workflows

3. monday.com – Bringing teams to work together in a centralised workload space

resource management monday.com

Monday helps teams work together in one organised place. The software can delegate work projects to one or more team members. This tool makes it easy to track work-related things with great visual style. There are chart views, calendar views, etc., which any team can use. This resource management app allows everyone to create their workflows using simple building blocks.

Best For

Microsoft Project is good for small and mid-size organisations.

Price

Pay per user system.

Key Features

  • Modern UI
  • Customisable
  • Pre-Built Templates
  • Automation
  • Integration with Other Apps

4. Resource Guru – cloud-based resource scheduling app

resource scheduling guru

Resource Guru is a cloud-based resource scheduling application suitable for organisations of all sizes. This application enables booking and rescheduling through a calendar feature and a drag-and-drop scheduling tool.

This tool is exemplary for remote teams within different time zones. However, Resource Guru also has some limitations, such as the lack of task dependencies and time-tracking. So that means that not all types of work are suitable for it.

Best For

Resource Guru is good for freelancers, small and mid-size organisations within different time zone.

Price

Pay per user system.

Key Features

  • Personal Dashboards for All Employees
  • Resource Utilisation Reports
  • Great for Project Managers
  • Drag and Drop Interface
  • Resource Allocation

5. Toggl Plan

toggl resource planning

Toggl Plan users come from all kinds of different industries and team sizes – creative, marketing, development & other tech teams and agencies, construction companies, and similar businesses requiring a simple planning solution.

Best For

Toggl Plan is good for small and mid-size organisations.

Price

Pay per user system.

Key features

  • Managing workloads
  • Project scheduling
  • Task management
  • Team collaboration

6. Infinity — An All-in-One Resource Management Software

infinity resource scheduling

Infinity is an universal resource management platform. This tool enables employees to organise their projects better. It keeps the workspace clean and clear and keeps the critical data close to the users who work with it.

Best For

Perfect fit for small and mid-sized companies that embrace teamwork, run multiple projects and clients.

Price

Flat Rate pricing

Key Features

  • Activity log to track employees in real-time.
  • Data export and import
  • Document Management
  • Team collaboration
  • Mobile integration

7. Paymo – project management software for resource scheduling

paymo resource tracking software

 Paymo is a project management software that teams use for resource scheduling, planning, time tracking and invoicing. They can plan task execution, their duration and the dependencies between them. Paymo visualises in one place everything you need to know about your work – workload, capacity, availability.

Best For

Perfect fit for small and mid-sized companies that embrace teamwork, run multiple projects and clients.

Pricing

Pay per user system

Key features

  • Drag and drop resource scheduling
  • Auto scheduling based on previous task details
  • Auto-sync between tasks and bookings
  • Resource capacity indicator at a user/task/project level
  • Vacation and leave management

Conclusion

Seven is a lucky number; that’s why we end our list here. Some of these resource planning tools have a free trial, but if you’re looking for highly configurable low-code solutions, Jobtimizer is the one to start with. If you like to know more about Jobtimizer and watch the video below or contact us here.

Frequently asked questions

  1. How improving resource scheduling impacts resource optimisation?
  2. Which resource scheduling features help organisations optimise their costs?
  3. Resource management tool for regulatory inspections – where to find it?
  4. How does resource scheduling optimisation works?
  5. How to achieve measurable ROI from resource management software?
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Case study: Cutting costs with automated job scheduling software and further optimisation

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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.

 

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How real-time resource scheduling takes optimisation to the next level?

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Getting costly resources like certified inspectors and technicians to start and complete on-site jobs on time defines the efficiency of their service. Resource management software helps such teams to maintain the quality of their service by optimising their schedules, balancing the workload, improving the precision of job completion and getting on a long-term cost optimisation plan. With that in mind, resource optimisation software developers are constantly trying to keep up with the demands of the market by giving more power to the organisations when it comes to optimising resources. And by more power, we mean more visibility over real-time data so that the real-time scheduling decisions respond adequately to all kinds of situations.

An example of software that addresses various uses and aspects of resource optimisation issues is Jobtimizer. It’s a tool that understands the need to get costly resources to their scheduled jobs on time, with the required tools, skillset and information.

Allocate the right resource with the right skill to the right job. And even more!

When we talk about resource optimisation software, we’re talking about a tool that matches the right resource with the right job. Automatically. But what if the resource management software optimises other aspects as well? What if there’s an emergency that disrupts the work schedules for days ahead? To reroute expensive resources and create new schedules that keep operational costs under control is crucial for efficiency. And usually, a good resource scheduling software does that. But a great resource scheduling does 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. And this is where the interesting questions and even more interesting answers come.

Jobtimizer - Your AI-Enhanced Resource Scheduler

Talking about benefits is good, but how exactly are they playing our with resource optimisation software?

Match the right job with the right human resource

“Just match a job to the right person who can finish 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? If we juggle through different constraints, job matching becomes a very complex task. Jobtimizer 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.

Each schedule is optimal in its own

It’s great that the resource management software enables back-office employees to sneak as many jobs as possible in work schedules, but what about the travelling time? What if the route between jobs is too long. The point of designing an optimal work schedule is to fit as many jobs as possible in it. But also – to reduce travel time, so that on-site workers can finish their jobs without overtime.

Jobtimizer is created with a focus on optimised route planning so that costly resources like inspectors, technicians, etc. won’t have to drive to the same town multiple times a day. Jobtimizer visualises schedules on a map and designs the most optimal route with minimum travelling distance between jobs.
And of course, aside from the benefits for the on-site workers, smart route planning delivers even more:

  • Reducing the carbon footprint
  • Reduce the vehicle maintenance costs by decreasing the millage
  • Last but not least – improves the response time to service calls

High-risk prioritisation

Sometimes high-risk checks should be priorities over low-risk ones. If there’s an emergency that requires a fast response, Jobtimizer allows you to schedule a resource that’s near the location of the emergency check. The best part is that Jobtimizer will automatically make a new schedule for the resource who’s sent as an emergency responder (if the high-risk appointment replaces a low risk one). The power of using resource rerouting tools is most evident in emergencies because at the end of the day there are no missed checks and the service is delivered without compromise in its quality.

Resource scheduling optimisation is about being in the present

Putting a real time-data in the hands of the people who make real-time decisions about scheduling is what makes Jobtimizer efficient resource management tool. Trying Jobtimizer is free, so you can book a demo here or just request a 15-min product tour.

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How to find resource scheduling tool for regulatory inspections?

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Intelligent use of resources is crucial for effective regulatory inspection management. If human resources such as inspectors are scarce and the number of inspection requests progressively grows, the regulatory function of any agency would suffer.

How do we solve the human resource scarcity in regulatory inspections?

The most obvious answer would be to raise the number of available resources. However, that would also cost more. The use of public expenses requires regulators to spend them wisely. The efforts to improve efficiency should be directed not to acquire new resources but rather to manage existing resources more optimally. It requires good inspection planning and scheduling because mismanagement of resources can easily lead to waste and less efficiency. 

Related: Resource optimisation and regulators – the good practices from the private sector

modular digital transformationWhy is modularity crucial for your digital transformation strategy in 2022?

Download this whitepaper to understand:

        • The advantages of modular digital transformation
        • The vital architectural practices and technologies that enable modular transformation
        • Migration strategies to minimize disruption for the business and customers
        • How Jobtimizer can help public sector organisations make the transition
        • How a regulatory agency in the UK is benefitting from a modular approach

 

Read it now.

Good news for regulators looking forward to resource optimisation

Regulators that want to optimise their resource management can choose among different resource optimisation software tools. The variety of solutions may be overwhelming, so the research process is a bit of a challenge. If you type “What’s the ideal resource management tool for regulatory inspections” on google, you’ll hardly find a good answer. 

Related: Implementing resource scheduling software in the inspection workflow

Let’s try to answer these questions ourselves in this improvised guide. What can we consider as a good option for resource optimisation software? Which are the resource management features that an inspection planning software should offer? But before starting with these questions, let’s start with the WHY.

Why do regulators need resource management tools?

With resource management software, regulators can reach a higher efficiency level by utilising the existing resources better. A good resource management tool enables team leaders in regulatory agencies to keep track of who’s doing what and make better resource allocation decisions.

A resource management software like Canalix’s Jobtimizer is helping regulators to schedule and assign inspections to available resources – inspectors. As part of the platform CANALIX, Jotbtimizer can take resource scheduling to the next level by using an automated inspection risk scoring system and assigning high-risk cases with priority over low-risk cases. That helps in deploying the workforce at the right time to the right place – whether it be an on-site inspection, virtual remote inspection or self-inspection.

Related: The intersection point between remote inspections and resource allocation optimisation.

The use of an inspection management platform that combines resource scheduling, regulatory case management software, project management, etc., is essential for regulators because using a separate tool for each of these objectives is too time-consuming and can harm the productivity of inspection teams.

So, in a nutshell, regulators need resource management tools to ensure optimal resource utilisation, transparency, control and foreseeing problems.

Resource optimization and business scheduling software

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.

How to identify a regulator-friendly resource management software?

How can you identify a resource scheduling software that works well for regulatory inspections? Here’s a checklist with the most critical resource scheduling features:

  • Complete visibility on inspections – performance, tracking and analytics. Having full visibility on inspection teams helps leaders pipeline their pending checks and help inspectors complete crucial tasks in time. Also, having good visibility on inspection performance via dashboard helps to reduce errors and always allocate the right resource to the right job.

inspection management analytics software

  • Paperless planning. Managing a physical calendar and filling it with inspectors’ schedules is unnecessarily complicated. The digital era changed this for good. But is it enough? No, it isn’t. Resource management tools like Jobtimizer go the extra mile and transfer all of the scheduling and paper-based operations in the cloud. It means that inspectors always have access and back up to their schedules and get real-time updates.

  • High configuration – one of the definitions that describe Jobtimizer best is its’ high configuration. What does a high configuration resource management software mean? It means that regulators can speed up their inspection processes by easily integrating the software with other platforms so that efficiency can remain high.

inspection case management

Resource planning on SaaS inspection platform

There are two types of software solutions when speaking of resource management – SaaS and installed on-premise software. The cloud-based SaaS inspection software can be used on any device, no matter where. In comparison, the on-premise installed software has limitations in that regard. 

Related: How resource optimisation improves task management in regulatory inspection

Since regulatory inspections require lots of fieldwork and mobility, SaaS resource management software is the more recommended option. It delivers flexibility and freedom to ensure convenience for inspectors and inspection teams.

How to find a resource planning tool? Where do we search? How do we compare prices?

Almost every research starts by typing a question in the google search bar. Many software marketplaces provide brief descriptions of different products. Comparing features and reviews is easy, but also -trying the free trial / live-demo version is essential before jumping to any conclusion based on automated comparison via a marketplace.

Related: Is inspection optimisation a risky digital transformation project?

Conclusion

It doesn’t matter if a regulator performs 5 000 or 50 000 thousands inspection a year. In both cases, resources must be managed intelligently. By following this guide, regulatory agencies can easily find a decent inspection management system for their resource optimisation objectives and deploy it successfully for better inspection management.

If you want Canalix to do the first steps for you, contact us now.

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Where do remote inspections and resource allocation optimisation intersect?

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One of the major shifts in inspection management that happened in the past 15 months was the mass adoption of the remote inspections model. The remote inspection management allowed regulators to efficiently comply with travel restrictions and pandemic safety regulations. It also enabled them to apply successful resource allocation optimisation.

What did regulators found in the remote inspection model?

Regulators saw an opportunity to improve the quality of their inspection services and to develop a new customer-friendly way for performing low and medium risk inspection.

Related: Why remote inspections are important for the reopening of the EU economy?

Of course, the pandemic didn’t invent remote inspections. The digital transformation of the inspection management model has been around for some time. So there comes the question: why this revolution happened now? Why not in 2010? The reason for that is mostly psychological – redefining the operational processes is a big step for conservative organisations such as public sector regulators. The pandemic was the trigger that provoked this major shift and made the change necessary.

How remote inspections are boosting resource allocation optimisation?

Adopting a remote inspection model can happen fast. But obtaining value and connecting the new inspection model to optimised resource allocation techniques, requires thought and time. How do we make sure that remote inspections will deliver resource optimisation value?

Set KPIs

When we talk about resource allocation optimisation, we should know what resources we’re aiming to optimise. If we look for an intersection point between remote inspections and resources, then it would be cutting the cost of inspections and improving the quality of completed work.

In that case, public sector regulators will have to set KPIs to measure the success of resource allocation optimisation. The adoption of the remote inspections model is the perfect time for optimisation of that kind. Possible KPIs will include reduced time spent on travel, cutting travel costs, increasing the number of completed inspections, reduced number of pending cases in the backlog, etc.

Help inspectors and case managers embrace the needed change

The adoption of the remote inspections model requires changes from the human resource’s end. Inspectors need to convert their inspection M.O. into a remote version, specific criteria must be set about which inspection case is eligible for remote inspections and which not so that case managers can make sense of this new prioritisation.

Related: Remote video inspections – benefits, constraints and risks

What are the pain points inspectors should focus on while adopting the remote inspection model? For example, an inspector who performs a remote inspection may need to ask the customer on the other end to interact with an object. A pre-defined list with the higher risk areas may serve as a good guide for the remote inspections. The digitalisation of inspections makes it easy for inspectors to prepare a pre-defined risk-oriented scenario for each remote inspection based on the data for the case in question.

Long story short, what inspectors need to focus on when converting to remote inspection is the interaction points. How would each interaction happen? To do that effectively, inspectors must be able to prepare a scenario for each inspection based on the data submitted for it.

resource allocation optimistion and inspection management

Remote inspection workflow + resource allocation optimisation

To illustrate the importance of this point, we will describe a classic workflow that our inspection management system Canalix triggers for remote inspections.

An inspectee calls the regulator’s office to request an inspection. Then a support agent sends him a link to a self-service portal where the inspectee can fill in the required details. There the user can upload pictures, video or other shreds of evidence needed for categorising the priority of the case and its complexity.

Once this information is submitted, a case manager can schedule a remote inspection or make another relevant action – assign an on-site visit due to higher complexity or downscale the case to a self-inspection procedure due to its low risk. Since this whole procedure happens digitally, the regulator is saving hours of work, driving and manual paper processing.

The reopening of the economy after the pandemic covid-19 waves serves as a great example of the efficiency of this inspection management system. However, this example is valid for other disaster scenarios. In such situations, efficiency is vital to response time. That’s why the remote inspection model is here to stay. The question is how long will it take for the rest of the world to adopt it.

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 a case study.

Conclusion

The remote inspection model can go hand-to-hand with resource allocation optimisation. The effective implementation of remote inspections enhances the regulator’s ability to reduce operational costs, improve the response time and deliver efficient inspections even when the inspector can’t do an on-site visit.

The adoption of remote inspections is not a complicated idea. But it has a serious impact on inspectors, case managers and ordinary citizens who need regulatory inspection services. That’s why any change of the inspection model should be put in a framework to drive value – whether it would be in terms of resource optimisation or just productivity boost.

Canalix is an inspection management system that serves as a solid foundation for a remote inspection model. Its low-code and high configuration saas nature allow regulators to adapt to the change of the current times. Learn how your organisation can find the perfect intersection point between remote inspections and resource allocation optimisation now. Contact us here.

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Route Optimisation: The benefits of reducing travel time between jobs

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

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

Resource optimization and business scheduling software

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.

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 from point A to point B and 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 managing hundreds of teams, we should start looking to end-to-end work optimisation systems. And that goes far beyond the functions of google maps.

Related: Where do 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 enhance 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 ten different field inspections today to 10 locations, we will have to open a file, fill in the details, and 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 leaving the AI engine automatically to make an optimal schedule will take 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 inspector’s skill set, etc. Based on these factors, is created a route between the ten inspection jobs and the assigned inspectors.

This example serves as a good case for regulators and organisations performing field inspections to understand how route optimisation can help them. Their specific objectives often require error-free inspection scheduling 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. Read the case study now.

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

How is route optimisation implemented into field operations?

Canalix offers a resource scheduling software to 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. Book your free demo with us today if you want to learn more about our resource optimisation system.

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How does resource scheduling optimisation work?

No matter how much comfort and productivity technology brings to the world of business, wasteful activities like traveling, misalignment of resource scheduling, and delays in resolving customer issues can lead to colossal losses. That rings especially true to public sector regulators that have to send inspectors to complete the inspection workflow. Minimising wasteful activities consistently leads to finding the proper resource scheduling optimisation technique. Let’s dig into how RSO solutions can be implemented into inspection management processes (or other field services) and how organisations can benefit.

Most of our clients who perform inspections say that resource scheduling has been a very time-consuming process for them. Many mistakes are happening in the process of scheduling, and therefore it’s hard for them to predict and measure the performance of their inspection teams. Their burning questions is always the same: How do we make our schedules profitable?

Optimising work schedules and making them profitable, not wasteful

The introduction of our inspection management software into our customers’ processes (mainly regulators) made scheduling optimisation an achievable object for them. Canalix includes a particular product feature called Jobtimizer that encompasses skill-matching capabilities to ensure that an inspector with the right skillset is being assigned to complete successfully a job that requires his skill profile.

Inspection teams need to finish their assignments to resolve inspection requests successfully and quickly. The more finished inspection jobs by inspectors mean more realised potential. That has a positive impact on the financial sheets of the organisation and also on the customer’s satisfaction.

The goal of every scheduling optimisation software is the same – to fit as many jobs as possible per day while minimising drive time. If we pick up exact figures, the resource scheduling optimisation tool Jobtimizer constitutes in:

Resource optimization and business scheduling software

CASE STUDY: OPTIMISING THE RESOURCE UTILISATION 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 a case study.

How does resource scheduling optimisation work?

Jobtimizer as a resource scheduling optimisation system can design the most optimal daily schedules for each inspector of field technician. The schedule plans are optimal because Jobtimizer considers various factors like geo-location, the driving distance between subsequent inspection jobs, risk level, complexity, required skill set and available equipment. One of the most impactful RSO benefits is minimising the driving distance between inspection jobs.

Manually designing efficient schedules will take hours or even days. When there are last-minute changes in the schedule, it becomes almost impossible to craft a new effective program on time. But with automated resource optimisation tools like Jobtimizer all this is being done fast and easy.

The benefits of resource scheduling optimisation software

The problem with crafting efficient schedules for inspection management is standard. That’s why it’s easy for us to predict the best possible solution for the regulators that turn to us for help. Speaking in benefits, the most common problems that we help our clients fix are:

  • Inspectors spend more time performing inspection jobs than driving between jobs compared to the period before automating their resource scheduling.
  • Schedulers get excellent assistance in scheduling operations and can do more with their time.
  • More completed inspection jobs mean more profits, which benefits everyone.
  • Resource optimisation doesn’t optimise only the routes of inspectors but also the course of technical equipment needed for a specific job.

Read also: How to achieve a measurable ROI from resource management software?

Last but not least, our resource optimisation solution is designed to fit the needs of any inspection job that requires technicians on-site, not just inspectors.

Why should you consider the use of resource scheduling optimisation software seriously?

The RSO software can help an organisation achieve the intersection point between productivity and efficiency. Regulators and enterprises can spare hundreds of hours of manual scheduling work and automate it all using a single RSO solution. See for yourself how it works in the video below and schedule a meeting with us to show you even more:R

How Canalix transforms the world of regulatory inspections?

Read now: 7 resource management software tools to look for in 2022

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How resource optimisation improves task management in field inspections?

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The global pandemic brought companies’ focus back on cost efficiency and resource optimisation. But in the process of chasing these objectives, organisations have to keep the customer experience undisrupted. To do that, they must be aware of the risks on the road to achieving cost efficiency.

Achieving the balance

The benefits of cost-efficiency would always outnumber the risks of disrupting the customer experience. Following a balanced strategy will minimise the disruptions in the customer experience and customer may not even notice them if there are any. This rings especially true for process-driven work like inspection management and other field operations. Resource optimisation can be implemented with zero disruptions for the customer but also it can boost the task orchestration.

Before explaining how exactly this happens, let’s dive into the essence of resource optimisation and task management.

What is resource optimisation in inspections?

Process-driven jobs like inspection management and field operations are often being subjected to resource optimisation projects. Resource optimisation aims to align the work process (inspection) with deadlines and available resources. Organizing resource optimisation properly can boost efficiency by allowing staff to be productive and prioritise their tasks according to standardised risk levels. Resource optimisation is often recommended to process-driven industries as a mean to achieving cost optimisation and improving the customer experience.

What is task management in inspections?

Every job in a process-driven work routine contains several sub-tasks that need to be completed to finish the job. The orchestration of these tasks – their prioritisation based on their level of importance and interdependency is called task management.

Where’s the connection between resource optimisation and inspection task management?

Looking at the descriptions of both – task management and resource optimisation, we’ll see that prioritisation is mentioned in both descriptions. So let’s first dive into the symbiotic relationship between resource optimisation, task management and prioritisation of jobs.

1. Prioritisation of tasks on field inspections

The planning of field inspection requires the efforts of inspectors, back-office administrators and other actors. But if there are not enough inspector with the most needed qualification, then the backlog of cases will start growing exponentially. This is where prioritisation of inspection cases is needed. The prioritisation may be based on available resources, complexity score of each case, geo location of the site, etc.

task management inspections

2. Timely completion of jobs

If we have a deadline for inspection completion, but our inspector is working overtime because he travels too much between inspections, then we’ll have an overallocation issue which may lead to low productivity. Resource optimisation software can allocate an inspector to cases that will follow an optimised route between each one of them. This work optimisation will ultimately decrease the total travel time.

Fun fact: Our portfolio includes a success story with our client – a UK regulator that achieved 40% reduction of time spent on travel. Download our case study and find out how we dit it.

3. Eliminate errors

Thanks to cloud technology everyone involved in a work process can get updates in real-time. When everyone is in the loop with what’s happening, the possibility of errors is minimised and collaboration between teams is being improved. This is one of the aspects of efficient task management.

4. Keep employees productive

If David spends more time travelling for inspection jobs than Maria, and at the same time David has to finish an equal number of inspections as her, soon he will burn out. Resource optimisation software promotes the mental well-being of staff. An aspect that is directly related to the long term quality of the completed jobs. Resource optimisation can resolve the issue with the equal distribution of the caseload. This on the other can leads to improving the task management because inspectors are staying productive and don’t suffer from overallocation.

How Canalix transforms the world of regulatory inspections?

If you’re already giving a thought to implement resource optimisation techniques to improve task management, keep reading.

Jobtimizer is a resource optimisation feature part of the inspection management platform Canalix. Now it is offered independently as a stand-alone product. Read more about Jobtimizer and schedule a meeting here.

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