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The use of resource scheduling software helps regulatory agencies in the process of planning, managing and allocating resources in a way that follows the optimisation goals of the agency. An inspection team leader can do effective inspection tracking and aid his decision making to keep the agency’s operational costs below a certain level. The use of field resource scheduling tool for high-risk regulatory inspections is vital for the long term efficiency of the regulators.

Here are 6 reasons why:

1.Visible results, no matter what the workload is

The results of effective resource allocation are equally visible when we’re dealing with large volumes of work or a small volume of tasks. In both types of organisations – large and small, inspection team leaders are improving their planning efforts by making smarter decisions about resource assignments. No matter what is the size of the regulatory agency – the adoption of a field resource scheduling tool is always a good idea.

Related: How to find the best resource management software for inspections?

2.  Save operational costs

Field resource scheduling is important when it comes to allocating a limited number of resources to a growing backlog of inspections. The use of an inspection management platform with a risk scoring algorithm can help team leaders to allocate resources on the field only to high-risk inspections while assigning self-inspection to low-risk enquiries. Making this digitally ensures that team leaders will assign tasks to resources with a relevant skill set and everyone will be notified about it in real-time. Reducing the error rate in field inspection scheduling will result in reducing the operational field inspections costs.

Related: Achieving measurable ROI from resource management – everything you need to know.

3. Improve efficiency

If the same number of inspectors can complete inspections faster, with less driving time between jobs, less stress and less effort, this will eventually make inspectors more motivated and more productive. Team leaders always have visibility on workload and can additionally tackle balance to keep each member of the team productive without overloading his time.

4. Control the time better

How much is the driving time between jobs? What if it can be reduced via route optimisation? Then the resources can have the opportunity to spend less time driving and the prediction of time that’s needed for task completion be more accurate.

Related: The benefits of route optimisation in field inspections

5. Achieve workload balance

Even if we use the smartest field resource scheduling tool on earth, sometimes an inspection will run over schedule. Team leaders will have to quickly design a new work schedule with minimum disruption in the task orchestration.
The use of a proper resource & schedule management software can help regulators reassign overload tasks to inspectors with more capacity and spare those who are overloaded. Achieving this kind of balance is important for having a motivated and effective inspection team.

Related: How resource optimisation boosts task management?

6. Eliminate risks

Planning inspection schedules with priority over high-risk inspections will lead to less risk and improved safety standards. Assigning self-inspections to low-risk cases is going to take the unnecessary burden from the inspector’s shoulder and will help them focus only on field tasks with high-risk scores.

Related: How to implement resource scheduling tool in inspection workflow?

Do you want to have a free product tour with Canalix and see first-hand what our resource scheduling tool can help you achieve? Contact us now.

How Canalix transforms the world of regulatory inspections?

The smart use of resources is a crucial part of 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 at acquiring new resources but rather on managing existing resources more optimally. In inspections, 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

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 process of research 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 level of efficiency 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 therefore make better decisions about resource allocation.

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 assign high-risk cases with priority over low-risk cases. This helps in deploying the workforce at the right time to the right place – whether it will 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, case management, project management, etc. is important 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.

How to identify a regulator-friendly resource management software?

To begin with, resource scheduling is not just assignment operations. It’s more than that. How can you identify a resource optimisation solution that works well for the regulatory inspection objectives? Here’s a checklist with the most important resource scheduling features:

  • Full visibility on inspections – performance, tracking and analytics. Having full visibility on inspection teams helps leaders to pipeline their pending inspections and help inspectors to 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 task.

inspection management analytics software

  • Paperless planning. Managing a physical calendar and filling it with the schedules of inspectors is an unnecessarily complicated task. The digital era changed this for good. But is it enough? No, it isn’t. Resource management tools like Jobtimizer are going 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 also – they get updates real-time.

inspection case management

  • 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.
How Canalix transforms the world of regulatory inspections?

Resource planning on SaaS inspection platform

When speaking of resource management, there are two types of software solutions – SaaS and installed on-premise software. The cloud-based SaaS inspection software can be used on any device, no matter where. While 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 the required freedom and flexibility 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 between features and reviews is easy, but also -trying the free trial / live-demo version is important 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.

The smart use of resources is crucial for the economic growth of one of the most successful products in the United States. Uber, Airbnb, etc. are just some of the examples of  innovative products that employ technology to optimise the allocation of existing resources under a set of constraints. The entrepreneurial spirit of that kind spreads to the public sector as well, even though there it has its own challenges.

The so-called optimising economy impacts the public sector in a unique way. Government structures are trying to keep up with the trends, but at the same time, they are extra careful not to disrupt the existing procedures that are designed to maintain public safety. If we look at the government regulatory sector, we’d see a lot of opportunities for optimisation that match the trends in the economy via better resource allocation and asset optimisation.

Related: Remote inspections as the key to reopening the EU economy

What’s the common between optimising economy sectors?

Looking at the private sector and optimising economy products such as Airbnb, Uber, Lyft, etc., we can identify three pillars of optimisation: 

  • Customisation
  • Automated data analysis
  • Distributed resources.

These three pillars are transferable to the public sector’s optimisation effort as well. But for their potential to be fully realised, some challenges must be overcome.

Challenges for the regulators

The optimising economy, in a nutshell, can be explained in terms of contextualising – to turn an existing process into a better version of itself – to utilise resources smartly and realise the hidden potential of resources that haven’t been used before. However, governments are not good at contextualising, they are good at standardisation (to make rules that are equal for everyone). However, standartisation and generalisation are keeping government at bay to resist customisation – one of the three pillars of the optimising economy. Therefore the gap between the technological advancements in the private sector and the public sector grows. 

Optimising the government and the regulators – the example of the USA

The growing gap between customisation in the private sector and the standardisation in the public sector is one of the big challenges for governance in the US economy. It’s interesting to see how a country with well developed economy that relies on technologies such as cloud, AI, machine learning and data analytics is adopting the same technologies to optimise its regulatory resources better.

The US government’s challenges towards resource allocation optimisation

Since the use of computer systems is present in all government structures, one must think that it would be easy to optimise the regulatory inspection process. However, to achieve that, one must find a way to combine databases across the federal government and use AI to turn regulatory inspections into a more efficient process. Looking at this challenge Adam Finkel and Richard Berk at the Penn Program on Regulation have shown that the federal Occupational Safety and Health Administration could improve its targeting of inspection resources dramatically by combining and applying AI, machine learning and data-driven automation to disparate governmental and private-sector databases. This analysis serves as an example of where the road to optimising the regulatory sector could start from and how challenges can be confronted. Some US regulators like the Environmental Protection Agency are considering how remote sensing can be used for improving regulatory monitoring. This on the other hand is an example for creativity as a mean to optimise the government sector.

Related: What resource optimisation means for regulators after the pandemic is over?

Conclusion

The major limitations for more optimal government are the resource constraints. Confronting resource constraints is a key factor for optimising public services. Creativity also has a big part in the equation for a more optimised government. Canalix as an inspection optimisation system helps regulators overcome the challenges that stand in their way to growth and efficiency – not only in terms of digital infrastructure but also in the creative part. For example, regulators that use Canalix for inspection planning and resource allocation improved their smart work by introducing remote inspections and self-inspections in the optimisation equation.

Watch how they did it in our video:

How Canalix transforms the world of regulatory inspections?

The past 15 months were full of transformation milestones for regulators and inspection teams in big organisations. However, the next 5, 10 and 15 months are not going to be any less different in terms of reaching new milestones, because the economic sectors stood still and now started reopening again. 

What does returning to normal means for regulators and inspection teams?

As we already touched on a previous topic, adopting a new inspection model was and still is crucial for the reopening of the economic sectors that were closed during the peak covid-19 waves. Increasing the capacity of resources by hiring more inspectors, more gadgets and more stuff may sound like a natural effect of the increased inspection workload. But resource optimisation of the existing finite resources is the smartest decision.

The big question is how regulators can deliver an increased level of customer support in an environment of a growing inspection workload, finite resources and inspection teams that are adapting to new operational models?

When speaking of digital transformation, we should always keep in mind that public sector regulators are rarely the first movers in adopting new and innovative inspection models compared to other sectors like insurance risk inspection & claims, financial inspections, etc. So when we consult our clients from the regulatory sector, very often we have to explain to them why resource optimisation is not a high-risk digital transformation project by giving them practical directions that can lead them to successful adoption of resource optimisation.

Here are some of them:

Regulators in different states are at a different level of digital maturity. For some of them, resource scheduling and optimisation is the first move towards digital transformation, for others, it is thе next step after digitising their case management system. Regulatory agencies must plan not only their first digital transformation step but also their next steps in that regard. If they digitise the regulatory case management process in 2021, they must have a plan for digitising the resource scheduling and inspection planning in 2022 and 2023. Expanding the digital transformation scope must be done with the right partners who have industry expertise and can help regulators move their process gradually on one platform. Whenever they decide to adopt an inspection allocation optimisation system into their operations, they will have a readiness that will lower the risk of failure.

  • Change the service mode into a more user-oriented experience.

With or without pandemic, the public sector services faced a trend toward improving the customer experience for citizens and businesses. However, the post-pandemic expectations for a more digital and value-driven user experience have raised. In the regulatory inspections aspect, it means that users are more accustomed to receiving real-time insights into inspection resolution timelines. If regulatory agencies are going to keep improving the user service, they will have to start planning the introduction of more visibility for the inspected entities. This is extremely valid for organisations that embrace the self-service and remote inspection models. Optimising resource scheduling is one side of the coin towards regulatory process optimisation. The other side is having a well-informed end user with whom to realise the digital moment that the inspection management platform is creating.

  • On-site inspections must be dynamic.

Even though complex and high-risk inspections must be conducted on-site, it doesn’t mean that their process should not include self-service points as an alternative to unexpected issues like blocked access to an inspection point, etc. Having an alternative solution for unexpected disruptions during on-site inspections to avoid shutting down the whole inspection is what makes sense to reach inspection resolution on time, as planned resource-wise.

How Canalix transforms the world of regulatory inspections?

Regulatory inspections are more prone to change now than in the past few years. Acceleration in the digital transformation strategy is advancing throughout the regulatory sector. This means that inspection teams must be encouraged to deliver value while also learning to work in a new operational model. Following these three directions is a sure way to bring the digital transformation efforts to their expected realisation with low risk of failure.

Canalix is an inspection management platform that helps regulators to transform their inspection process effectively. Contact us now to help you transform yours.

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.

No matter how much comfort and productivity technology brings to the world of business, wasteful activities like travelling, misalignment of resource scheduling and delays in resolving customer issues can lead to colossal losses. This rings especially true to public sector regulators that have to send inspectors to complete inspection workflow. The answer to minimising wasteful activities always leads to finding the right resource scheduling optimisation technique. Let’s dig a bit into how RSO solutions can be implemented into inspection management processes (orother field services) and how organisations can benefit from it.

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 the processes of our customers (mainly regulators) made scheduling optimisation an achievable object for them. Canalix includes a special 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 successfully finish their assignments so that a fast resolving of inspection request can be fulfilled. The more finished inspection jobs by inspectors mean more realised potential. At the end of the day, this 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 optimization system can design the most optimal daily schedules for each inspector of field technician. The schedules are optimal because Jobtimizer takes into account 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 the minimising of the driving distance between inspection jobs.

Designing efficient schedules manually will take hours or even days. When there are last-minute changes in the schedules it becomes almost impossible to craft a new effective schedule on time. But with automated resource optimisation tool 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 common. 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 great assistance in scheduling operations and can do more with their time.
  • More completed inspection jobs mean more profits, which benefits everyone.
  • Resource optimization doesn’t optimise only the routes of inspectors, but also the route of technical equipment that may be needed for a specific type of jobs.

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 type of inspection jobs that requires technicians on-site, not just inspectors.

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

The intersection between productivity and efficiency is what the RSO software can help an organisation achieve. Regulators and enterprises can spare hundred of hours of manual scheduling work and automate it all with the use of 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:

How Canalix transforms the world of regulatory inspections?