Investing in resource management software is a significant step towards digital transformation in public sector organisations and private enterprises. This step is always accompanied by the question of return-of-investment. What the ROI of my digital transformation investment is going to be?
There are all sorts of inspection software solutions out there. Some are designed for the needs of food safety inspections, other for construction safety inspections, etc. A common work process between all sorts of inspection models is the checklist data gathering. When we say inspector, we always imagine someone with a list of paper and pen in his hand, or with a tablet and stylus. This is the moment when the inspector is gathering data and uses checklists to do that effectively.
What’s the role of checklist in inspections?
The checklists is just an ordinary list of tasks that may be specific for each field of inspections. They are a tool that prevents inspectors from missing an important task during inspection. That’s why the optimal use of checklist is a constant work in progress that needs to be updated every now and then.
One of the most advertised benefits of using inspection software is the improved productivity that saves the time of inspectors. The time saving benefit that’s owed to digital checklists is mostly a result of streamlining the data gathering during inspections and automating the preparation of reports. Doing inspections in the cloud doesn’t fit with using pen and paper checklist. That’s why good inspection software needs a well thought checklist functionality. So what should we require from inspection checklist perspective when we research different software solutions for inspections?
What are the benefits of inspection checklists?
- Checklists improve safety
The use of relevant and detailed checklists in the inspection management is crucial to ensuring safety. That’s why checklists must be easy to create, edit and save for future use. In other words configurability is what should be expected from a decent inspection software. It means that inspectors have to be able to create and work with different checklists – one that serves the daily inspections, other that serves more critical inspections and so on. When the checklists are pre-defined, inspectors can easily load the checklist template they need on their device and conduct their inspections without missing something important that may lead to big mistake.
- Improved communication between departments in regulatory agencies and enterprises
Inspection data is a constant subject to analysis. The old-fashioned way of going through data is to dig yourself into a bunch of paper and move folders with documents across halls and floors. However, if a cloud based inspection management system is ensuring the digital processing of data gathering, then the analysis of inspection data would be far more easy to be done or sent for review by inspection directors, analysts or some other government agency.
- The completed checklist are automatically uploaded and stored to the cloud
This gives flexibility to everyone in the inspection management process and things happen faster. Inspectors can also attach documents such as photos or pdf files to the inspection data. This way everything will be in one folder and stored digitally. A digital inspection management solution with good document management system solves a lot of problems for the inspectors who are still using the pen and paper method for conducting inspections. This problem solving feature can be tested at very early stage through proof of concept.
- Inspection checklists can be reused and their data saved
No need to make new checklist every time before inspection. Inspectors can just reuse the last used inspection checklist. The data from digital inspection checklists can be combined with other data and used for the purposes of visualizing trends or just informing the higher management about the big picture.
- No paper means more security and more access.
To top all of the benefits, comes the green promise for using less papers and utilising resources with more care to the nature. This is one of the values that stays behind our inspection management solution – Canalix.
Checklists remind us of the minimum necessary steps and make them explicit. They not only offer the possibility of verification but also instill a kind of discipline of higher performance.
– The Checklist Manifesto, Atul Gawande
Automation is the main tool that we use to increase efficiency. Automating inspection checklists is an example of how everyone in the inspection management process can save valuable time that was previously spend on searching for information, making reports, planning and scheduling of inspections. Now all these time-consuming tasks can be reduced to just few clicks with the mouse. But in order to work, checklists must be well thought in the stage of research and buying inspection software.
Do you want to learn more about the benefits of using configurable checklists in digital inspections? Contact us here.
Government CIOs have a lot on their hands. Busting myths about cloud adoption is one of them for better or worse. Debunking myths requires their understanding. Even though it sounds like a minor thing to fix, there are myths that can slow down governments and enterprises on their road to digital transformation.
1. “Saving money is the only cloud adoption motive”
Cost-efficiency is important and cloud adoption is the best long-term direction to achieve it. However this is not the solely reasons that enterprises and government are turning to cloud. For decades there’s been stereotypes about the government that everything that happens there is slow and outdated. Cloud adoption is a key not only to cost-efficiency, but also to agility.
Government CIOs must look not only at financial cost-optimisation sheets, they must be looking beyond that. For this they need to analyse different use cases of cloud. In order for cost goals to be achieved, the usability of the cloud solution must be explored.
How to ensure that the cost optimisation goals will be achievable?
CIOs and digital transformation leaders must be aware of the importance of proof-of-concepts (PoC). This is a demo software that covers predefined use cases.
If you’re a CIO that is exploring opportunities for cloud adoption in government agency for food safety, you don’t just buy a software through online checkout. You run some meetings with the supplier of the cloud service and then you ask for PoC that can recreate a specific experience. This experience might be running an inspection management process with the supplier’s cloud software. This is one of the best ways to ensure that the cloud solution can actually deliver the cost-optimisation that is promised.
Contact Canalix now if you’re looking for inspection software demo that can deliver specific use case.
2. “Cloud is the end goal”
Formulating a cloud strategy is important. Governments and enterprise that haven’t adopted cloud yet, must look at their strategy first. However, when the stage of implementing the cloud comes, the functional leaders must be aware of the end goal. And they must be educated that the cloud is just a means to achieving the goal. The goals may be agility, cost savings, resource utilization, improving the user experience for citizens, public servants, inspectors, etc.
Implementing cloud solutions in governments is not a single warrior effort. It’s a group effort. That’s why CIOs must invest some time in making everyone involved in the implementation phase to understand the benefits that cloud will bring to the organization’s processes.
3. “Migrating to cloud is one-time effort”
Let’s say that a local government adopts cloud by using case management software. This is one path to cloud. But there are also many other different paths. If the local government has a successful use of the cloud case management software, it means that they should adapt cloud for other processes as well. This is the moment where CIOs must prepare the organizations to go along a new cloud transformation road.
Once the operation process of case worker is optimized via cloud solution, then it’s natural for the organization to optimize the rest of the processes. As a next step in this example it would be strategically smart to transform the work of inspectors by adopting inspection management software to fully leverage the cloud principle. This is a good example for long term digital transformation planning, that is designed to bring gradual improvements.
It other words it means that once a government successfully moves a process in the cloud, doesn’t mean that the work is finished. It means that work begins. This is a complex process. It means that the CIOs must be careful when choosing cloud supplier, because the supplier must be not only a service delivery entity, but also a great consultant and partner.
Get in touch with Canalix if you need to book a consultation for adopting cloud in the inspection management.
4. “Cloud is overrated, companies are moving away from cloud”
Companies are not moving away from cloud. On the contrary. Today the migration to cloud is safer than ever. This can be confirmed by data from a single google search. Actually we’ve written a dedicated blog post about the cloud adoption being a key player in the post-pandemic new normal.
5. “Our cloud strategy is to move one of our processes on the cloud”
Strategy is a big thing. It should set a long-term direction with end goals. CIOs in governments and enterprises are responsible for formulating the cloud adoption strategy. Along the way for achieving these goals, there must be strategic plans. These plans have the objective to set the right priority for cloud migration and to form a cloud implementation plan. They must not be mistaken for cloud strategy.
Related: Everything you need to know about cloud adoption
Setting apart myths from facts is a key step for ensuring that everyone understands the benefits of cloud. It all starts from the IT leaders in governments and enterprises, they formulate the strategy, they debunk the myths. The second figure next to them are the functional leaders of the different departments – inspectorates, financial departments, human resources, etc. Together with the IT leaders they must share a common understanding of the benefits of cloud. Ensuring that all levels of the organization – whether it’s public or private organization – understand the reality behind myths will enable organizations to fully leverage on the benefits of the cloud.
Just as almost everywhere in the world, governments in EU are facing wave of strategic decisions designed to help government agencies to be prepared for new global outbreaks of covid-19. The functional leaders within government agencies and enterprises are engaged in planning activities that are supposed to fix the damages that the pandemic inflicted not only on the social and economic life, but also on the work process within their own functions. The good post pandemic plan start with looking at certain possible scenarios.
What do we mean by “possible scenario”?
Since the global pandemic is still not well known from the science, there are hundreds of possible outcomes for the next few months. When we describe those possible outcomes, then we have a possible scenario for the future. Describing a few different directions for the future is what would mean to have a possible scenario. As we already mentioned in our previous blog post, researches made among IT decision makers are already indicating that the changes induces by the pandemic are more likely to be permanent.
The promise for permanency of the new normal is what drives the major wave of rethinking and reshaping strategy in enterprises and governments. The adoption of cloud technology is what seems to be one of the major directions to go with for government agencies. The government CIOs have the hard task of driving these conversations and preparing their organizations to respond in the most optimal way to these possible future scenarios.
What’s the plan for the government agencies?
Let’s check what data we have so far. There are possibilities of new waves of covid-19 infections, new lockdown and social measures to slow the spread of the pandemic. Researches are saying that the new work models are likely here to stay. Based on this data we can assume how the next months and years are going to look like.
However, having a possible scenario doesn’t mean that we can forecast the state of financial sheets. It only means that we can plan a transformation model that will:
1) Allow the workforce to operate remotely
In case of another regime of strict measures, the workforce must be able to work from home by using an electronic workspace. This is why it’s important for every government agency to have a well formulated cloud adoption strategy.
2) Allow the organization to save costs in the long run
Cost-efficiency must be a priority when the organization transitions to cloud. The new solution must allow the company to cut costs. For example if we talk about digital transformation of regulatory agency, then the agency may have to change to using cloud inspection software. With the use of AI and data automation the software can optimize the allocation of resources and therefore cut on costs.
What makes a good strategic decision?
The bottom line is that when CIOs plan for the future, they must look at new directions and do it with the understanding that these directions are new realities. They must come up with strategy that will allow the organization to be fully functional for the times ahead. No matter what scenario rolls out, the CIOs decisions’ outcome must be sure win for the organization. That’s what makes the decision strategic. Do you want to know more about strategic decisions in the field of e-government solutions such as case management and inspection management?
The “new normal” today has many faces. But it sure has one common face for the public and private sector – cloud adoption in the IT infrastructure. CIOs of enterprises and government agencies are busy with the task of making digital transformation decisions, induced by the global pandemic. In this new cloud-centric normal, cost-optimization is the driving force behind the decisions of government CIOs.
So how should be approached cost-efficient cloud adoption? Here are our three advices.
1. Set a cloud strategy
Cloud in the public sector offers variety of benefits – flexibility, agility, scalability and cost efficiency with time. However, not following a clear cloud strategy may lead to increased costs at different stages of cloud adoption across the government departments in the future. This is not something a CIO would want. So a little effort to formulate a foundation of cloud strategy for the whole organizations is needed. Luckily we have a whole article that can shed some light on this matter.
Read more: How to make a cloud strategy for government?
2. Look into the IT financials
The cloud adoption plan must involve a dedicated team of functional leads within the organization. CIOs could use a great help from the financial leads to understand the associated costs for IT operations. This kind of synergy in the implementation stage will help CIOs to deliver more value to the government agency he works for.
3. Focus on AI (Artificial Intelligence)
Technologies like AI are meant to make things smarter. When looking for different cloud services providers, CIOs must definitely keep AI technologies on their checklist. For example a cloud software can bring more agility and flexibility within the operations of the National Labour Inspectorate. But if the software has leveraged on AI technologies to analyze and identify, for example, the most optimal routes for inspection, then in the long run the AI optimized inspection software will be more cost-efficient than a regular inspection management software. Simply because the AI will cut costs in travel expenses.
Are you looking for e-government cloud service that can transform organizations with cost-efficient approach? Contact us here and we will consult you for free.
Cloud adoption is on the rise. The best moment for government CIOs to start asking questions about how to include cloud in their strategy was few years ago. The next best moment for government CIOs is now.
What is cloud strategy in regulatory agencies?
Let’s start with what is not a cloud strategy. Cloud strategy is not a road that will solve all of the existing problems within the government agency. The strategy must be focused on transforming specific activities. The digital transformation may include only the inspection management processes in food agency for example, or case management in social care institutions. It’s crucial for CIOs to understand that cloud strategy doesn’t have to capture everything in the long term IT plan of the government agency. In a perfect world it’s good to have planned everything upfront, but this is rarely present in reality. That’s why it’s important for government CIOs to understand that they should not give up on cloud strategy just because their strategy doesn’t touch every process within the organization.
Who must be involved in the efforts of setting a cloud strategy in government agency?
We already talked in our blog about the best way to find good cloud software for government agencies. It outlines a step-by-step guide for finding good egovernment cloud software online. But when it comes to strategy there are also steps that should be outlined.
The formulation of cloud strategy is a group effort. A key part of the strategy is to form a dedicated team. Most of the organizations engage variety of IT roles in this team (people responsible for IT security, operations, etc.). But the cloud strategy team must not be limited only to IT roles. For example, HR leads in the team can help the workforce transition in the cloud at later point, the finance leads can advise on costs and savings, etc.
After cloud strategy comes cloud implementation
After the CIO has a cloud strategy it’s time for cloud adoption (or implementation). The implementation part is where the team actually starts to act toward adopting the cloud. The difference between cloud strategy and cloud implementation plan is that the strategy is clear and concise and serves as a foundation for adopting cloud for all activities within the organization. If we talk about cloud implementation for inspection software then the implementation plan must be aligned with the cloud strategy. If we talk about cloud implementation for case management, the implementation plan must aligned with the cloud strategy.
It can be presented with this Gartner figure:
Not having a cloud strategy in 2020 is not a thing that government agencies in EU should be proud of. This is why government agencies and their CIOs should start working on their cloud strategy now. Being late for the cloud party creates additional layer of urgency for CIOs to understand the meaning of cloud strategy and why it is different from implementation plan. If the government agencies follow clear cloud strategy, then they will avoid the unplanned ad-hoc costs that may emerge in the cloud implementation of different activities at different point in time. Last but not least, by having a clear strategy at hand, every functional lead involved in the cloud adoption team will be able to use his own imagination on how cloud can be used in their operations.
Are you a CIO looking for help with cloud strategy and cloud implementation in government agency?
While businesses are moving on in the post-pandemic reality, digital transformation experts in public organisations are also looking for ways to transform their organizations. The main goal is to provide the better functioning of organisation in the post-pandemic new normal.
By now digital transformation decision makers should have re-evaluated the operations of their public organization. What’s next is for them to set a strategy and prioritise the actions they need to take. In an overlooked field such as inspection management, digital transformation may be a bigger challenge. That’s why we dedicated this blog post to three burning questions that need to be answered before setting in motion a plan for transforming the inspection regime in regulatory agencies.
1. Resilience factors in the inspection transformation
Regulatory agencies are integral part of the public sector. They can’t stop their work. But when challenges like global pandemic appear, regulators need to restructure and reorganize their inspection processes in two directions:
- The employees (inspectors, administration, etc.) must be allowed to work in safe way, following social distance rules.
- The citizens must be able to communicate with the regulatory agency’s units in order to request the service they need.
So to evaluate the resilience factors on regulatory agencies’ inspection process during the lockdown measures, means to evaluate what helped inspectors and administration staff to do their job. For example: some regulatory agencies with existing digital infrastructure and inspection software may have easily moved their work in home environment. But other government agencies that are not that up to date with their IT infrastructure had probably had to work with reduced working hours and workforce in order to comply with the social distance rules. So every digital transformation expert, coming from government agency, must be ready with list of evaluation of the resilience factors that had positive influence on the inspection performance during the lockdown period.
2. Was the decision-making process fast enough?
How long did it take to the organization to respond to the challenges of the lockdown? Did you have to wait for decision to be made by your organization on centralized level? Waiting for centralized response to the new challenges may not be the most optimal approach. That’s why the decision-making in crisis should be made independently of the centralized government unit. In terms of strategy this is the better approach. The government agencies that already run their inspection management process with updated system will be able to transform their work mode faster than the ones that are with more outdated inspection program.
Not making the right decision on time will probably result in wasted time. The opposite scenario, backed with updated inspection system, will not only spare your organisation the waste of time, but can also improve the productivity. For that to happen, there must be clear evaluation of the challenges and opportunities that emerge during health crisis induced lockdown.
3. What are the actual options for digital transformation of the inspection process?
The global pandemic is inducing global digital transformation. There are thousands of solution on the market. But when we talk about regulatory agencies, the process of choosing a proper software solutions becomes more serious matter. And when the software solution must be an inspection optimization one, things become even harder. Digital transformation leaders must be up to serious research for good inspection software. One that provides security, usability and flexibility. In order to find a good inspection solution,
Are you a digital transformation expert looking for the best inspection software? Start with our Guide for finding the best inspection management software. And if you want to know more, then contact us directly through our form here.
The landscape of inspection software solutions is big and full of varieties. This is why everyone who is researching this field is likely to be armed with many questions. However, once all of the questions are asked and answered, there comes the next stage – testing a demo of the inspection software. This is an effort that will take a certain investment of time. But the pay off of this investment will be worth, because of these benefits:
1. You will test a real-case scenarios
Have you prepared your list of problems that you’d like to solve with inspection and compliance management software? If not, you can read our guide for searching inspection optimization solution and start listing all of the problems you’d like to solve. Once you’re ready with this list, you’ll be able to evaluate the efficiency of the software by testing it.
The demo testing of an inspection software lets you experience in practice the power of operational optimization – whether it is optimization of inspection scheduling, inspection planning, etc. The bottom line is that a well build Proof of Concept will give you a good taste of the real benefits that your organization can reap in the long run.
As a cloud inspection platform, Canalix can build demos that are in familiar environment for the customers. This allows them to experiment with the inspection software and get a real taste of it.
2. You will find answers by yourself
It’s one thing to have questions and hear the answers from someone who is selling your something. It’s another thing to find the answers by yourself and have a double confirmation of what you have been told. Worst-case scenario: you will know what wouldn’t work for you. Best case scenario: you will be able to imagine what other benefits are there for your organization. In other words: both scenarios are win-win.
3. Focus on the specific needs of your organisation
We believe that a good partner can upgrade your ideas in unexpected ways. That’s why in our practice the building of a PoC is a process that starts with interaction with our customers. The point of this interaction is the precise extraction of the client’s requirements and goals. When the PoC is ready to be demonstrated, the client will be able to test a demo solution that is customized for his inspection model.
The bonus side is that based on the quality of the PoC demo, the client can make more informed judgement. However, there’s one important side question: what if you test two different products with PoC and the experience with both of them is flawless? In this case you should decide which one of the two PoC demos was more easy to experiment with.
4. Get a measurable ROI
Last but not least, testing a demo version of a software is the best way to tell if it’s worth the price.
Are you looking for:
- inspection management software
- case management solutions
- compliance management platform
- self-service portals solution?
Do you have a list of inspection software requirements waiting to be turned into beautiful PoC? Do the first step and contact us now. The rest is easy.
This is the second article in our series titled “Guide For Finding The Best Inspection Software Online“.
The list of questions you should ask yourself in the search for good inspection software is not a small one. The more questions you have listed in your research, the better decision you will be able to make at the end of this process. After clarifying the major questions you should ask in the research for inspection platforms, it’s time to focus on some more secondary questions, but with undeniable influence on the quality of the inspection solutions research.
1. What about the User Experience?
Even though an inspection software may be described as the brightest bulb in the box on paper, from the user’s perspective this may not be the case. It means that the software must be easy to work with. If the inspection software promises great results, there’s no guarantee that the results will be achievable by the inspection teams.
It is a problem that the good products are usually solving with good UX design. So when you’re making your list with requirements for inspection software, make sure that it will include UX questions from this sort:
- How easy for use is the software?
- Are users managing to use it intuitively?
- Are long hours of training needed?
2. The inspection management team’s opinion
The user’s perspective doesn’t start and end with the UX. There are also other questions you should consider on your quest to finding the best inspection management solution. While an inspection software with good looking UX may leave lasting impression to you, the workforce that will operate with the software must also be able to create their own impressions. That’s why requiring a proof of concept is a key tactic to ensure that the software will not only look good, but will also work good.
Requiring proof of concept for inspection management software may sound like a very small detail. But if the solution integrates variety of functionalities like: case management, CRM, inspection management, inspection scheduling, self service portals, etc., this details become crucially significant. It’s so mostly because the proof of concept is the best way to make sure that a complex platform will work in a simple way.
We in Canalix use the proof of concept method as a key point in the interaction with our potential customers. This is the best way for them to experience the work with our product before buying it.
If you ignore this important step of your research, the inspection management team may end up going back to the old ways of manual operation mode and even stop using the inspection software you’ve found. That’s why the decision making process must involve inspectors, administrators and other participants in the inspection workflow. Our recommendation is to make a meeting with these parties, introduce them to the list of questions you made and ask them for their opinion.
3. Price of the inspection software?
Software prices, especially for complex all-in-one inspection solutions, are hard to be fixed. Anyway, having a budget range is a good start. If you have all this mapped out, then you will be up to a fast and productive research. The moment you have shortlisted all the possible solutions that might work for your organization, you may start contacting them. Giving them a budget range is only going tho make the communication faster and more clear.
Are you in the middle of software research for inspections? Send us your questions here.
Read also the first part of this article, if you haven’t already: A Guide To Finding The Best Inspection Software Online – Part One
The process of searching for good inspection software might be very confusing experience. Users often doesn’t know where to start from, what keywords to use, what requirements they should have, etc. That’s why we prepared a list of question you should answer yourself in order to make the best possible judgement about inspection software.
1. What are the inspection problems of your organization?
One always start his search for inspection software solution driven by an existing problem. However, the priority of inspection optimization functionalities depends on existing issues. The easiest way to set the right priority is to make a list of every problem in the inspection management program that your organization currently faces. For example these might be: difficulties with complying with the covid-19 social distance rules, difficulties to reduce the error rate of inspections, etc.
Once you have written down all of the problems, start thinking about what kind of solutions can possibly solve them. For example: in order to reduce the error rate, the inspection system must be able to allocate inspection cases to the right inspectors in improved way. Or in order to comply with the covid-19 social distance rules, the system needs to be integrated with a self-service portal. Those are just examples of problems with potential solutions. Write them down at the initial phase of your research for inspection management solutions. At a later point they will help you identify the right software.
2. Outline the key points from the inspection management process
As someone who is responsible for finding potential solutions to inspection related problems, you have to ask questions to some of the major links in the inspection management process. You can start by asking the inspectors questions about their daily routine. What are the most common issue they face? Do they have any ideas about fixing the existing problems?
When choosing inspection software, you need to have the full picture. Inspectors are part of this picture. Here’s list of questions that can help you make valuable conclusions about what needs to be optimized:
– What kind of data is managed during the inspection process?
– How this data is being collected and processed?
– Do other parties need to have access to this data?
– How do the inspectors keep up with the new regulations?
– What’s taking longer than needed in the regulatory compliance process?
These are just examples of questions. Their answers will give you good insight about the current technology state of the inspection process. Perhaps by analyzing the data you have, you will be able to jump to different conclusion. For example you might find out that the inspection system needs reducing of the manual paper work and increasing the data automation. Or you might conclude that the system works fast enough, but there is high error rate and the system needs to start working smarter with the help of AI.
3. Define the solution that can address your organization’s needs
Every business optimization solution is following the mission to turn a business process (like inspection management) into more optimized version of itself. You already have a list of problems that need solving. You are aware of the workflow of inspectors and the challenges they face. In other words now you’re ready to connect the dots between your list of problems and the inspectors’ list of needed solutions.
But what kind of inspection software?
If your organization needs optimization in automating the complex work with cases, you should look for inspection case management platform. If you need entire end-to-end inspection software solution that covers case management, inspection planning, scheduling & execution, data gathering via self-service portals and generating of inspection reports, then you will have a really long list of requirements. It means that you should be prepared with more time for researching in order to find the best inspection software.
How long is the list of requirements for good software inspection solution?
Inspections are complex. If small business needs just one solution for business optimization (whether it’s CRM, BPM, Project Management software or just Calendar), inspections needs all of these optimizations at once. That’s why when searching for good inspection management program, it’s crucial to look for platform that can offer that kind of integrity. If you need to know more about this complex matter, contact us. Our team will be glad to consult you and help you in your quest to find the best inspection software.