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In our previous blog, we discussed the benefits of leveraging technology for maintenance and calibration along with some of the necessary components. As we move forward in this blog series, we will discuss the specific functionality of paperless systems and how these components come together to create an efficient workflow for managing both maintenance and calibration. 

While there are many aspects to going paperless, the one component that makes a paperless system possible is a powerful workflow automation engine (such as the one found in Blue Mountain RAM).  The Blue Mountain RAM workflow system creates a process driven, automated work environment that consistently executes and manages the paperless system.  The workflow engine is responsible for driving and sustaining paperless processes in your facility.

With paper based processes, users need to: file and store data, follow up with other users to receive necessary sign offs/approvals/reviews, use paper scheduling or independent scheduling tools and rely on a host of other manual tasks. Now with a powerful workflow engine, automatic notifications are sent so users are not spending valuable time following up with others, scheduling is integrated and automated with reminders, data storage happens instantly on secure file systems and servers. Not only is all of this automated, but it is easily accessible and provides opportunities for data analysis across multiple sites.

 

Workflow Automation drastically saves time by cutting unnecessary steps from your process:

Workflow Automation in Blue Mountain RAM
In the paperless process, the work request is submitted and automatically routed to seek approval to become a work order. Once the work order is approved, the system schedules the assigned technician and notifies them. The technician must complete the work before the work request is moved on for final review and then electronically filed. The data is available immediately for analysis.

 

Workflow automation defines a consistent process (and maps to your current processes) for each piece of the asset lifecycle including:

  • Asset Induction
  • Work Management
  • Work Execution
  • Calibration and Maintenance
  • Record Keeping

Each of these pieces contains independent workflows and are automated based upon configurations. This means no more paper based approvals, no more paper-based work requests and no more filed calibration certificates.

Workflow automation benefits include:

  • Controlling of records on a time, sequence or event basis
  • Accurate Metrics from State based statuses (open, closed, review and other definable states)
  • Automated notifications sent to necessary individuals  

The best examples of the use of our workflow engine and automated workflows are found in our Best Practices Template such as:

  • Corrective/Preventive Maintenance
  • Calibration Work Order
  • Maintenance Work Order
  • Induction
  • Out of Tolerance

Check out our video to see an example of workflow automation inside of Blue Mountain RAM:

What does it all mean to you?

It means huge potential in your facility for lowering costs and improving your bottom line.  In the next part of our paperless series, we look at work execution in a paperless environment.

Click here to view a recorded version of our “Leveraging Technology for Maintenance and Calibration: Going Paperlesswebinar.

Read the Leveraging Technology for Maintenance and Calibration Series:

Blog 1: Going Paperless

Blog 2: Workflow Automation

Blog 3: Work Execution

Blog 4: Document Storage

Blog 5: Mobile Coverage