Onderhoud Enschede BV carries out maintenance and construction of public spaces in Enschede on behalf of the municipality, with a team of 275 employees. Planning and execution of the work were initially done manually and recorded on paper work orders. To streamline this process, Onderhoud Enschede chose the digital planning board from Clixz and the field service software from Sigmax.
Residents of the municipality of Enschede report unsafe situations or defects in their neighbourhood via the website or mobile application of Slim Melden. On a digital map, relevant objects within the municipality are displayed, such as bus stops, public lighting and playground equipment. A resident simply selects an object on this map to create a report, after which the coordinates and other characteristics are automatically known to the municipality of Enschede. In addition to fixed objects, a report can be submitted for any location, for example graffiti or litter.
Civil Chief Supervisor William Bos explains: “Previously, all reports in Slim Melden were reviewed by a municipal employee and emailed to us. Scheduling these reports was then done manually and a paper work order was handed over to the field staff. Work orders were handed in at the end of the day and the hours worked were manually entered into Excel and our accounting system for invoicing. This was definitely not an efficient process and it often happened that work orders got lost or were illegible.”
To digitise both the planning and processing of reports, Onderhoud Enschede chose the combination of Sigmax and Clixz. Through an integration with Slim Melden, reports are now automatically scheduled via the Clixz planning board. The type of report is automatically categorised and assigned to the right team. The field workers of Onderhoud Enschede can see in Connect, the mobile work order application from Sigmax, which reports are assigned to them, giving them all the information they need.
“Previously, field staff received paper work orders in the morning listing the reports. They would fill in the hours worked and materials used. If an urgent report came in during the day, the field worker had to return to the office to pick up a paper work order. This resulted in a lot of valuable time being lost,” says Bos.
Today, reports are scheduled in the most efficient way possible and the field service works entirely digitally. William explains: “In Connect, field staff see all reports scheduled for that day including all related details. They also record the number of hours worked, the materials used and take photos of the situation. Because this information is now stored digitally in one central place, invoicing is faster and we handle more reports per day. In addition, the planning board gives a real-time overview of the progress of all reports.”
Civil Chief Supervisor Bos is satisfied with the cooperation with Clixz and Sigmax: “Communication lines are short and it is pleasant to have dedicated contacts. The consultants know our processes well and translate them into a configuration that fits perfectly,” says Bos.
Onderhoud Enschede has already successfully processed more than 5000 reports via the new planning board and Connect. Bos: “We are pleased with the digitalisation steps we have taken. In the coming months, together with Clixz and Sigmax, we will further optimise the hour registrations outside working hours and the integration with the accounting system.”
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