Asprod: Maintenance Management with QRmaint CMMS System

Asprod SA, a leading Polish bakery and confectionery company that has been passionately creating its baked goods for over 30 years. Originating from Szczecin, Asprod supplies a wide range of fresh bread and confectionery products to residents of Western Pomerania, Wielkopolska and Lubuskie. The company has its main production plant in Szczecin and currently operates over 90 retail outlets. Breakfast and café formats operate in eleven locations – three of them are innovative drive-thru outlets, where you can make purchases without getting out of your car. Among them, you can find freshly roasted coffee, or handmade pralines, chocolates and ice cream.

In addition to traditional baked goods, Asprod, demonstrating its commitment to innovation, also offers self-roasted coffee, handmade pralines, chocolates and ice creams. All this is done while maintaining traditional recipes and high-quality ingredients.

As part of preparing references from our client and case study, the QRmaint team interviewed Ms. Agnieszka Stachowicz, maintenance systems assistant at Asprod. Our article aims to take a closer look at the implementation process of the QRmaint system. It is worth mentioning right at the beginning that the entire CMMS implementation project at Asprod is supervised by Lech Ziółkiewicz, Maintenance Department Manager, ensuring efficiency and consistency of activities. We invite you to read our article.

Challenge: Streamlining Maintenance Operations

Before implementing QRmaint, Asprod faced significant challenges in managing its maintenance operations. Many of these challenges were particularly relevant to its widely distributed retail outlets and busy manufacturing facility. Agnieszka Stachowicz, Asprod’s Maintenance Systems Assistant , identified the key challenges:

• Delayed response to failures: The biggest challenge was the need to respond quickly to equipment failures and faults, especially to prevent production downtime in the bakery and confectionery.

The biggest challenge is to ensure that traffic is not stopped and that there is full communication between us – the order distributors – and the technicians and people working both in production and at the stands.

Agnieszka Stachowicz

Maintenance Systems Assistant

• Ineffective communication: Lack of fluid communication between problem reporters (production staff, store managers) and maintenance technicians led to delays and inefficiencies.
• Manual reporting and tracking: Service requests were primarily submitted via email, resulting in a fragmented and difficult-to-track system. There was no unified system for recording and managing maintenance tasks, work history, or associated costs.

At the moment, managers write us e-mails, employees from stands write and I only enter it into the system. However, if it is through the system, it will be much faster, directly.

Agnieszka Stachowicz

Maintenance Systems Assistant

• Lack of centralized information: Maintaining documentation such as photos or invoices related to repairs. These were cumbersome processes of unnecessary bureaucracy that made it difficult to revisit past incidents or analyze recurring problems.
• Difficulty tracking costs: Without a dedicated system, effectively monitoring and controlling maintenance costs was a challenge. Employees often had to rely on manual tracking in external spreadsheets.

These challenges were compounded by the variety of equipment requiring maintenance, from industrial ovens and refrigerated counters to air conditioning systems and general infrastructure. The maintenance team at Asproda consists of ten people: three in external sales outlets and seven working at the main plant.

Solution: Implement QRmaint

Asprod chose QRmaint as its CMMS (Computerized Maintenance Management System) to solve these key problems. The decision was made by, among others, the Maintenance Department Manager, Lech Ziółkiewicz , to effectively solve key operational problems.

This choice was primarily dictated by QRmaint’s user-friendly interface and its ability to streamline the process of submitting and managing work orders.

The key features and benefits that led Asprod to choose QRmaint are:

• Simplified work order management: QRmaint allows you to easily create and assign work orders to technicians via mobile devices.
• Comprehensive documentation: The system makes it easy to attach photos, invoices and detailed comments to work orders, providing a rich history of each repair.

Our memory is fallible, but we have in black and white here some information or photos that may be useful to us in the future.

Agnieszka Stachowicz

Maintenance Systems Assistant

• Improved Communication: While the system is in the process of being fully implemented, the goal is for point-of-sale employees and managers to directly report issues through the system using features like Work request or Request. This replaces previous email communication and significantly speeds up the reporting process. Internal managers are already using Work order to document and manage incidents in a structured way.

• Cost Control Support: QRmaint enables precise cost control by tracking Spare Parts, Stock Issue, and Stock Receipt. Information from the Spare Parts Warehouse and associated Storage places helps maintain clear oversight of inventory movements. For more detailed analysis, Asprod complements this with an external Excel-based system.

• Prioritization and Tracking: Tasks can be prioritized and efficiently planned using Work order. Systematic recording of Downtime and Breakdown helps identify frequently failing Equipment. Regular Inspection and Preventive work order further contribute to the long-term stability of the assets.

• Improved Technician Workflow: Technicians benefit from faster workflows by receiving Labor tasks directly on their mobile devices, working through Checklists, and documenting progress in real time. Additional functions like Purchase Request and direct Call options enable faster procurement of necessary parts and easy communication.

Results: Measurable Improvements and Future Prospects

After two years of using QRmaint, Asprod has seen measurable improvements in its maintenance operations:

• Increased efficiency: The ability to quickly record and access information has significantly improved Agnieszka Stachowicz’s role, allowing her to easily recall past situations and access relevant documentation.

The biggest benefit for me is the attachments, to which I attach scans, and the comments, thanks to which I have current information about what is happening at the stand. These tips from the comments, which appear in the cloud, allow me to see what is happening in real time

Agnieszka Stachowicz

Maintenance Systems Assistant

• Better information management: A centralized attachment and comment system has proven invaluable for historical data and analysis.
• Increased visibility: The system provides clear visibility into the status of work orders (open, closed, overdue) and helps identify critical areas or equipment requiring immediate attention.
• Positive User Feedback: Maintenance technicians expressed satisfaction with the system, noting that it speeds up and streamlines their work compared to traditional paper methods.

Development and integration plans for QRmaint CMMS system in Asprod

Looking to the future, Asprod has clear expectations for the continued use of QRmaint:

• Full point-of-sale implementation: Extending direct issue reporting to all points of sale is a key priority to maximize efficiency and speed of response.
• Potential integration with a warehouse management system (WMS): Asprod is considering integrating QRmaint with PSI’s existing warehouse system to automate spare parts tracking. This integration would eliminate the need for manual data duplication. It would also significantly improve efficiency in managing inventory and repair costs.

Asprod enthusiastically recommends QRmaint to other manufacturing companies as a solid and cost-effective maintenance management solution.

The QRmaint system works great for us. We’ve been using it for two years and it really makes things easier for us. We can easily go back to the information we need because everything is saved. We don’t have to remember details, and quick search by keywords, whether for a specific stand or equipment, is a huge advantage.

Agnieszka Stachowicz

Maintenance Systems Assistant

The implementation of the QRmaint system in Asprod, supervised by Lech Ziółkiewicz and actively supported by Agnieszka Stachowicz, turned out to be a key step towards optimizing maintenance management. The QRmaint system significantly improved communication and failure monitoring. The system provided access to the necessary information, which ruthlessly translated into significant operational benefits.

Want to learn more about how QRmaint can improve your company’s maintenance management? Contact us today to discuss customized solutions! Our team of maintenance implementers will provide you with full support.