Implementation of the QRmaint system: Facility Management at ProFM

For many users of the QRmaint system, it is no secret that the system not only ensures the maintenance of machines and devices, but also acts as an excellent tool supporting the management of technical maintenance of buildings. Due to the rich functionality of the QRmaint system, it is a good solution for both manufacturing companies and professionals from the Facility Management industry . Therefore, if you ask us whether the QRmaint system is a good solution for infrastructure management, the answer is definitely yes! Our company provides solutions not only for the manufacturing industry, but also for the management of all internal installations. From fire protection systems to power supply and ventilation, the system provides a fully functional CAFM (Computer Aided Facility Management) solution . However, today we will not talk about the manufacturing industry, but about the technical maintenance of real estate.

The QRmaint team had the great pleasure of talking to Mr. Daniel Małysa, the manager of ProFM sp. z oo from Krakow. It was in ProFM sp. z oo  that the QRmaint system was implemented for maintaining building infrastructure. ProFM sp. z oo  , as a facility management company, uses the system on a full scale, delegating the work of maintenance technicians to all facilities for which it is responsible throughout Poland (over 30 locations).

In this article, we talk about the implementation of QRmaint as a CAFM system dedicated to the Facility Management industry. We will talk about the challenges that the industry is facing and what problems the QRmaint software solves. You will also have the opportunity to watch a short video recording with Mr. Daniel Małysa about his experiences in the Facility Management industry. In addition, the video also refers to the topic of using the QRmaint system to manage the work of technicians and coordinate work in multiple locations. Check out more in the article.

Facility Management Industry Challenges: Difficulties in Breaking Milestones

The Facility Management industry, despite its dynamic development and growing importance, still faces a number of challenges. Some of them are those that make it difficult to use its full potential. In this case, as “milestones” we define here what includes technological, organizational, and human resources management issues.

In the photo: President of the Management Board of ProFM Sp. z o. o. Daniel Małysa (from the left) with his colleague

Today we will look at the key problems faced by leaders in the use of modern tools in the FM sector, such as  ProFM sp. z o. o.,

Here are some of them:

Information Chaos: Before implementing the integrated QRmaint system, management of data about objects was scattered and inconsistent. A major problem was the lack of a single source of information, which led to difficulties in coordinating activities and delays in reactions. Manual collection and analysis of data from different systems and using different methods was time-consuming and error-prone. This essentially made it difficult to optimize processes and make informed decisions.

Our work involves technical support and ensuring the continuity of operation and safety of our clients’ facilities. This requires having reliable, detailed and up-to-date data about the building. The way to achieve this goal is an appropriate tool for optimizing operational work, managing the work of our specialists and a single source of information available to all entities operating on the facility, available at any time of day or night.

Daniel Malysa

President of the Management Board of ProFM Sp. z o. o.

President of the Management Board of ProFM Sp. z o. o. Daniel Małysa while working on the QRmaint mobile application for Facility Management

Service Request Management: Handling a large number of service requests is a challenge due to the lack of an automated system. Manual task assignments and lack of consistent communication lead to delays and a lack of transparency in the process. Customers have to wait for a response for a long time, and the lack of ability to track the status of requests negatively affects their satisfaction.

Lack of predictive building maintenance : Before implementing the QRmaint system, which provides the ability to analyze data, building maintenance was mainly based on preventive inspections. This is something that did not always allow for predicting failures. Emergency repairs were expensive and generated downtime, affecting the continuity of the facilities.

We currently handle over a hundred reactive, preventive and predictive calls per day. Our tool connects cleaning, security, facility users with our technical support and each other.

Daniel Malysa

President of the Management Board of ProFM Sp. z o. o.

Customer Communication : Communication with customers can be difficult due to the lack of integrated tools. Delays in response and lack of transparency in the resolution process weaken relationships and negatively impact satisfaction. Customers are uncertain about when their issues will be resolved, which can lead to frustration.”

Lack of effective tools and mobility : The lack of mobile access to data makes it difficult for technicians to work in the field. Furthermore, the lack of ability to seamlessly collect data prevents cost optimization and making informed decisions.

Solution: Facility Management under full control

In the age of digitalization, where data and efficiency dictate the pace of business, the Facility Management industry is faced with the need to revolutionize its methods . When writing “Full control”, we are faced with a term that is not only a desired state, but an absolute necessity. To meet growing expectations, we need solid solutions.

Geolocation screen view from QRmaint to Facility Management

Implementing QRmaint enables you to achieve this level of control, opening up new possibilities for facility management. Here are some of the benefits:

Optimization of operational work and access to real-time data: Thanks to the QRmaint system, the company gained full access to reliable, up-to-date data about the building, which enabled optimization of operations and management of specialists’ work. All information is available in a single source, which allows for quick decision-making and ensures continuity of operation of facilities 24/7.

Service ticket management: QRmaint enabled immediate assignment of tickets to the appropriate persons and ensured efficient communication between service teams, managers and property owners.

The QRmaint system significantly improves our processes. It gives us better control over reports, inspections and resources. The system also allows us to analyze data, which allows us to optimize costs and make better decisions. The QRmaint mobile application makes it easier for our field technicians to work, providing them with access to the necessary information in real time. In our experience, access to the protocol in the application alone saves us about 30 minutes to 60 minutes per inspection.

Daniel Malysa

President of the Management Board of ProFM Sp. z o. o.

Overview of statistics in the QRmaint system for Facility Management

Preventive building maintenance: Collecting data from the BMS system and the QRmaint platform allowed for precise planning of preventive actions and the transition to the Predictive Maintenance model.

Communication with customers: Thanks to QRmaint, communication with customers has become easier and more effective. The company’s team is constantly learning about customer needs, which now allows for immediate response to their requests.

Improved processes and resource control: QRmaint significantly improved the company’s daily operations, allowing for better control over tickets, reviews and resources. Thanks to data analysis, the company was able to optimize costs. In addition, the mobile application allowed technicians to perform tasks faster and access necessary information in real time.

The reporting module provides us with valuable analytical data that we use to optimize our operations and the building’s operation. The mobile application is invaluable in the work of technicians, who have constant access to information and can report on completed tasks on an ongoing basis.

Daniel Malysa

President of the Management Board of ProFM Sp. z o. o.

Summary

The implementation of the QRmaint system in ProFM Sp. z o. o. turned out to be a key step in the optimization of facility management processes in the Facility Management industry. Thanks to the use of a modern tool, the company gained full control over the technical maintenance of buildings, while improving operational efficiency.

QRmaint is a solution that significantly raises the standards of facility management. Want to streamline facility management and improve operational efficiency in your company? Find out how QRmaint can transform processes in your organization. Contact us now for more information or to schedule a system demonstration.