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Case study

Implementing the QRmaint system at Partner: a franchisee of the Lewiatan network

The QRmaint system replaced hundreds of emails, which, regardless of the subject matter, were sent to everyone on the list, instead of just to the individuals they were intended for. Previously, when the failure had already been taken care of, nobody really knew about it. Today we have an insight on an up to date status of each failure.

Mariusz Staniszewski – IT Department Manager

Simplified failure management for a grocery chain – thanks to the QRmaint application

he implementation of the QRmaint system at Partner: a Lewiatan franchisee streamlined the process of reporting and repairing IT and technical failures as well as waste management, which is key for the food industry. And all that at 27 stores.

Partner was introduced to the QRmaint system in October 2018, in order to improve the reporting and responding process- mainly technical and waste management problems as well as those related to the IT sphere in the broadly understood sense. As a result, the company now deals with their emergencies a fully organized manner. Organizing this process mainly means directing reports to the right employees, receiving a feedback once the problem is solved as well as updating the decision-makers on the current status of reports. With 700 employees and 27 stores located in different parts of Poland, such a systematization of topics related to all sorts of failures brought significant changes.

– The QRmaint system replaced hundreds of emails, which, regardless of the subject matter, were sent to everyone on the list, instead of just to the individuals they were intended for. Previously, when the failure had already been taken care of, nobody really knew about it. Today we have an insight on an up to date status of each failure and more importantly, we can analyze steps taken by the employees responsible for addressing these issues – which also demonstrates the efficiency of each department very clearly. – says Mariusz Staniszewski, Manager of the IT Department at Partner. – We are very satisfied, both with the application and with the support from the company behind its creation.

It is so simple.

Within the current work frame at Lewiatan stores- created thanks to the application- there are teams in place including individuals directly interested in solving a given problem. These employees are also notified by e-mail- depending on their needs- either via a phone app or sent directly to their computer. However only individuals from specific teams receive the messages.

– They log in and can start working- it is that simple! – says Staniszewski.

Reported failures are divided into two main departments – technical and IT.
The technical department covers all failures that may occur inside buildings, e.g.: doors, windows, floors, walls, electrics, damaged electronic devices (meat grinders, slicers), as well as plumbing – sewage, taps, drains. The IT department takes cares of all failures of the operating system, software, computers and payment terminals.

An entirely separate section is a waste management database: dedicated to those entering packaged products and managing waste. Thanks to the QRmaint system, it is easier to manage them. Applications from individual stores are submitted to the system, next the person responsible gets in contact with the companies dealing with waste disposal (food, used equipment or waste paper).

– Waste management in the food industry is crucial, you need to keep an eye on the expiration dates of the products and dispose of them at the right time – says Staniszewski. – Thanks to the QRmaint system, we no longer struggle with these issues. Store employees report waste for collection, and the department coordinator has the right company take care of it all – and that is entirely sufficient.

 

A day of learning and half a year of effective use

Contrary to the common misconception, in the case of such a large organization employing close to 700 people, only a few use the application. At each store the access is given to three management- level individuals, the president of the board and the data administrator. Throughout the network, seven people work at the technical department and as the technicians, they also have access to the application.

Due to the small number of individuals involved in the end as well as the fact that the application is so intuitive- its implementation, including configuration, took just one day.

– The technical support was superb. Early on, we had a number of requests for some alterations to be made so that the system could be adapted to our business needs. All our requests we taken care of swiftly – added Staniszewski. – For more than half a year after the implementation process, each of our requests was processed within 24 hours and we always received assistance that was tailored individually to our needs.

The ability to customize the application allows you to use it to its full potential. The changes mainly concerned the settings and individual preferences for each department covered by the application.

 

Daniel Kiełbowicz, QRmaint: Based on our experience with Partner, we saw firsthand how well our system worked for large- scale franchise stores. What was key was how simple it was for the store managers to report failures or request various items required on an ongoing basis. And after all, that is what store maintenance is about.

Have a look at other stories

The QRmaint CMMS system is a perfect solution for a number of industries, such as manufacturing plants, maintenance for real estate, chain stores, schools and all types of service providers. Have a look at what the representatives of different industries have to say about us.

Reporting a failure by scanning the QR code on the machine has technically ruled out any inaccuracies concerning the device affected by the problem submitted. Saving all the requests within the system results in an excellent overview of which machines are causing issues the most.

Krzysztof JANIK

Automation Service Supervisor

The most important part for me is that my employees know how many work orders are left to be completed and what the priorities are. Technicians have access to all tasks in real time. We have basically completely eliminated situations which would occur frequently in the past, e.g. certain work orders were often missed, overlooked or entirely forgotten.

Arkadiusz Tetloch

Manager of Maintenance and Innovation

Thanks to the QRmaint CMMS system we could finally forget filling out tons of paper. We now have easy access to the history of failures, repairs and services. Also the response time to each reported failure has been significantly reduced.

Anna Ciesielska

Process Engineer

The system works flawlessly. The reaction time of our teams has significantly decreased. This is a much better communication model than phones and writing notes.

Maciej Hartfil

Dean, University of Physical Education, Warsaw

From the moment the Qrmaint system has been implemented at our company, it is still being adjusted to our needs - the functions are being adapted to the specifics of our industry, e.g.: there was no schedule in place when we got the program off the ground but now it not only exists- it looks pretty much like a Google calendar.

Jacek Turkowski

Property Maintenance Coordinator

QRmaint Sp. z o. o. has proven time and time again to be a reliable, and flexible partner: responsive to our ideas and comments. The system made our work easier and its reporting functionality has been welcomed by our clients.

Sławomir Pinkowski

President of the Management Board

The QRmaint system increased the competitiveness of our services within the property management industry. In addition to standard maintenance services, we can now provide our clients with a tool allowing them to quickly report any failures that may occur and to report on the work performed on their property.

Mateusz Czerwiński

The implementation of the QRmaint application turned out to be THE solution for the greatest challenge of all: instant damage control. The next step in the implementation will be to use it to support the work of those managing cleaning service companies.

Pawel Migacz

Managing Director

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