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Health & Safety and Audit systems go mobile with TAAP

TAAP – the mobile application specialist – has rolled out an example of its technology to support the health & safety and audit requirements of a large customer which operates a field force of roadside breakdown patrols.

With approximately 350,000 data points collected from its scheduled audits each year – each audit has 180 questions, plus the ones from the random audits undertaken - the assessments are essential to the safety of the vehicles and operators. If the audit is failed, this either results in the vehicle being taken off-road immediately, or in a ‘warning,’ which ensures that customer service levels are consistently upheld. In just 3 years, the system will have checked over 1 million audit points.

A client representative explained that “if just 10% of the data points are failures, that’s 1/3 of a million possible checks and remedial issues to manage over 3 years. The audits comprise certain safety-critical checks which must be tracked and traced for remedial action to take place.”

The system uses ruggedized Windows Mobile devices designed to withstand drops to the floor and water and dust ingress. TAAP’s systems enable information to flow quickly and securely from a web portal to a mobile device and back. For this particular client it was essential that they were able to monitor the condition of each vehicle, check if the trolleys and jacks being used comply with LOLER regulations, make checks on the operator assigned to the vehicle, and inspect the condition and presence of the equipment contained within it.

The mobile device element of the system ensures that safety is paramount and that the team managers have access to instant information for managing a large workforce. As TAAP systems are so flexible, clients are able to have their own customised application so that any information they choose to collect and transfer is always fully relevant to their particular operation.

Regional managers working for this particular client are provided with instant visibility because the technology operates in real-time and display reports in a secure web portal, which makes it infinitely easier to manage a large field force of patrols.

Inspectors use audit forms which exist on the mobile device, chosen from a library of forms that can be extended subject to each client’s requirements. They are able to respond using the touch-screen capabilities of the mobile device (usually with a stylus), which enables the operator to choose options from drop down menus; mark up diagrams using freehand markings or ‘spot’ markers; collect signatures electronically; and photograph items and annotate these directly on to the screen. Completed reports are securely transmitted, stored on the CRM system then printed or emailed to the end client. These contain full details of the form so photos signatures and text is all included. Report forms are also customised according to the client’s brand guidelines.

The system makes use of live dashboards within Microsoft Dynamics CRM example data dashboard which are extremely valuable for viewing identified issues – this makes it easy for managers to ensure anything that needs to be rectified is done in the required 14 day period. The back-end system helps track and trace the audits from inspectors. Steve Higgon, Systems Architect at TAAP explained “we selected Dynamics as it provides an extensible platform that we could easily adapt and extend to address the requirements of the client.”

TAAP has interfaced its PDA technology to Microsoft Dynamics. For this particular client, Microsoft Dynamics system is configured to generate reminders so that if the 14 day period occurs without any remedial action being taken, a regional manager is notified automatically – this helps to manage the volume of audit issues using advanced workflow engines, so that important SLAs are met. It reflects TAAP’s philosophy that technology should be used to notify users when issues occur in their every day processes so that business can continue without interruption.

TAAP’s strategy going forward encompasses the provision of applications on tablet devices, such as the ruggedized Motion CL900, which it is already providing to a large contractor to use managing projects for its utilities clients. The applications enable greater visibility of mapped environments, and larger forms and image displays, and as they are developed using Microsoft Silverlight, means they will aid migration to tablet devices using the forthcoming Windows 8 operating system.

About TAAP
TAAP is a leading provider of software solutions which allow organisations to mobilise their operations using hand held computers.

Contact TAAP
Tel: 0845 230 9787
Email: angela.walker@ontaap.com
Website: www.ontaap.com