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ControlOffice is aimed at companies that are looking for a maintenance management system that makes everyday work within the technical service easier and more fun. Thanks to the intuitive and functional design, every user can use ControlOffice or our app after a short familiarization period.

Objectmanagement

You can easily manage the data that you want to keep about your machine park via the objects. If necessary, create your own master card for each group of machines (object group). After all, you want to keep different data for a forklift than for a conveyor belt. Add files and photos to the objects, manage the parts list and view the history of maintenance, purchasing and costs per object. You can set which preventive action(s) should be taken per object or object group.

Tree structure

Simply place the objects in a tree structure. From the tree structure it is immediately clear where an object is located. An object can possibly appear in multiple places in the tree structure. Notifications and work orders can be created from the tree structure.

Requests

Create reports of malfunctions or points of interest, for example. Entering a report can be as simple as you wish. You decide which questions need to be answered, whether they are mandatory and whether they can be edited. This can be set per user group if necessary. You are completely in control of this. Files and photos can be added to notifications for clarification. Notifications are used, among other things, to report malfunctions, incidents, modifications, etc. The object on which the report is made can be scanned using a QR or barcode, so that reporters can easily report their faults, etc.

Requests can be converted into work orders.

Workorders

Workorders arise from notifications, preventive planning or can be added directly. A work order can contain (planned or spent) hours, (planned or consumed) parts and other costs, creating a transparent cost overview.

Workorders can have activities, for each activity you can keep track of what needs to be done and whether the activity is ready. Link a work order to one or more technicians to assign. They have insight into their own work orders and can easily find and solve them, including via our very user-friendly app.

Work orders can also be created and managed from our mobile app.

Preventive maintenance

Within ControlOffice we link objects to checklists. A checklist may be linked to multiple objects, an object may also be linked to multiple checklists. Each checklist has an interval. This interval can be date or status controlled. Per checklist you can indicate the desired execution time, the activities, the parts to be reserved and the tools to be used.

You as a user are warned at each interval and the advice can be converted into a work order. This way you will never miss a periodic or preventive action again.

Planboard

The preventive planning and work orders come together clearly in the planning board. An overview can be generated per day, week or month. This can also be shown per employee or object in a clear strip plan. The planning can also be edited here, items can be moved to another day or time using a simple drag & drop action. Items can be opened, edited and changed status here.

Warehouse management

Determine your part groups, create your parts. Various basic data are maintained for each part (brand, type, minimum stock, prices, etc.). In addition, one or more warehouses (where can I find the part and how many do I have in stock) are linked to a part. Multiple suppliers can also be linked to each part. For each part supplier, prices, discounts, minimum order quantities and the supplier’s article number can be tracked.

Purchasing

Parts that are in ControlOffice and so-called one-off ‘text parts’ can be purchased. Multiple parts can be ordered per order form. Each order line on a purchase order can have a destination, for example directly for a work order, an object or a warehouse.

Part take-out

By issuing parts, the current stock is automatically calculated and the costs per object and/or cost center are tracked.

Parts can also be issued from our app. The user then only needs to scan the barcode of the part and indicate how many are being used.

Hourbookings

By booking hours, a lot of data can easily be collected. This provides insight into the hours per object, per employee, per cost center, per type of work order and much more. Hours can be booked from a work order (both from ControlOffice and our app), these hours are then automatically linked to the employee, the date/time, the work order and the object. One simple action that generates an enormous amount of knowledge and data to send. This means that statistics and analyzes can easily be made about the time spent on an object by simply making hourly bookings. Costs can be automatically linked to an hourly booking to gain a clear insight into the costs.

Forms

Forms can be created in ControlOffice, for example for work permits and incidents. Because they can be completely designed by the user, it always suits the situation and requirements of your company. You decide which questions should be asked and how they should be answered, for example whether it is a free entry, a yes/no question or a date question, all options are available. If desired, we can also provide forms that are already used by our existing customers.

Incidents

Incidents can be reported by means of a request. By linking a simple or extensive self-designed form to the request, you can delve deeper into the incident and secure all information. Documents and photos can also be linked if necessary. By linking work orders to the form, you can also take actions to prevent the incident from happening again.

Inspections

By using the forms function conveniently, very complete and, if necessary, extensive inspection forms can be created. Easily handle and edit these forms in ControlOffice to properly record this.

Relationship management

All relationships with which business is done can be recorded, including their details such as name and address details.

Multiple contacts can be recorded per relationship.

Barcodes / QR codes

Objects, parts, meters, work orders and requests can be given a barcode or QR code. These barcode or QR codes are automatically generated by ControlOffice. As a user, all you have to do is print and place them. If you want to generate the barcodes or QR codes yourself, this is of course also possible.

Meter positions

Meters can be created within ControlOffice. The position can be updated per meter, this can be done very easily from our app. Simply scanning the meter (using the barcode or QR code) and entering the new reading is sufficient. Periodic or preventive maintenance can be controlled based on this status.

System management

In ControlOffice it is entirely up to the user to set which user groups there are, which users (unlimited) are in a user group and what rights the user group has. Can someone create, delete, edit or open a new item? All this can be clearly set per function. In addition, various exception rights can be set to set up ControlOffice entirely according to your own wishes. You can fully manage which questions/fields need to be completed when creating a report, hourly bookings or a work order, for example. This way, as a user, you have complete control over what and how much you want to see from ControlOffice.

Data exchange (API)

Through our API (Application Programming Interface) we are able to set up our IIoT (Industrial Internet of Things) strategy. All information from external sources (e.g. PLCs, sensors, etc.) is processed in ControlOffice. This results in a warning via a notification or an action that must be taken in ControlOffice.

In short, by connecting your objects to our API with PLC and/or sensors, you are better informed about what is going on in your organization. For example, a stagnation in a production line can be identified, reported and resolved in time. It is sometimes even possible to respond preventively to problems that may arise.

Alerter

E-mails can be sent via the Alerter in response to events registered in ControlOffice. For example, an email is sent to the safety manager when an incident has been reported. Or a notification is sent to technicians when they are assigned to a work order.

Preset triggers generate emails that are automatically sent to the specified email addresses. For example, a trigger can be set on date, which simplifies and improves date monitoring. The text of the automatic email can be determined in advance by the user.

Reports/analyses

We have a very extensive report set available for ControlOffice. All reports ever conceived and created for our existing customers are available for free. This means that our reports are extremely close to practice and you have no price barriers to using them, which is nice. For example, there are reports to calculate the MTTR and MTBF, but also reports that display the warehouse value, downtime per line/object or costs per line/object. In total we currently have over 100 reports that are free to use for all our customers. In addition, ControlOffice contains a dashboard with various information. All (selected) information can be exported to Excel and/or PowerBi.

ControlOffice app

With a mobile or tablet in your hand, you have access to the most important items and current data anytime, anywhere. Your employees can work much more efficiently with the ControlOffice app, because notifications/malfunctions can be requested and adjusted directly from the workplace.

The following functionalities are currently included in ControlOffice:

  • You can easily enter notifications (for example disruptions) from your phone and directly add attachments such as photos.
  • All outstanding notifications, or just your own, can be edited and viewed. In addition, you can convert the notifications from the app to a work order and immediately pick them up and resolve them.
  • You can immediately create, assign and resolve a new work order from the app.
  • The work orders assigned to the user are extremely visible via the ‘My work orders’ menu option. Work orders can be opened, edited and reported as completed. In addition, work, hourly bookings, part issues, employees, files and photos can be added to a work order. In addition, all open work orders can also be viewed to monitor the complete overview.
  • Stock corrections can easily be made to quickly carry out a warehouse count, for example. Simply scan the part, make a correction and you’re done. No complicated searches are necessary.
  • The object data and the history of the object are transparent. This way, the user can find a (solved) problem on the work floor and use the knowledge available in ControlOffice to solve a problem even better and faster.
  • Meter readings can also be updated. Scan or search the meter, enter the new reading, and you’re done. It can be that simple.

The user-friendliness of ControlOffice is also reflected in the app. Our ControlOffice app works with Android and iOS.

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