Case study
Implementation of the CMMS system at Keylite Roof Windows
I see a big improvement, especially in the speed with which employees report faults. In the past, it used to happen that we had already taken action and completed the repair long before we received a formal report. Now this happens much, much less often (...)
In the roof window industry, precision goes hand in hand with market demands. Window manufacturers know that keeping machinery running at all times is crucial. Keylite Roof Windows is renowned for its modern products and high-quality joinery. As processes evolved, the company faced the challenge of optimizing its maintenance department.
Moreover, although the company had been operating in the market for a long time and its main customers were foreign clients, there was still a need for improved management. This was where the QRmaint CMMS system came into play. The system was designed to meet growing demands and help ensure uninterrupted production.
We had the pleasure of speaking with Maciej Szypryt, Maintenance Engineer at Keylite Roof Windows , about implementing the QRmaint CMMS system. Read our article to learn more.
Challenges faced
Before implementing QRmaint, Keylite used a different software program, but it didn’t meet all expectations. The main problem was a lack of mobility and flexibility, which are essential in a dynamic manufacturing environment. As Maciej Szypryt, Maintenance Engineer at Keylite Roof Windows , points out, there was a lack of tools that would allow for quick fault reporting and access to information directly from the production floor.
- Lack of mobility: The previous system required employees to report faults on their desktop computers. This significantly delayed the process. Employees had to walk away from their machines to enter data into the system. This, in turn, generated unnecessary downtime and slowed communication.
We had a different program, but this was the main factor in changing it – mobility. Previously, reporting issues was done on desktop computers, but now employees just need to pull out their phones and it’s done much faster. This means reports reach us immediately.
Maciej Szypryt,
Maintenance Engineer at Keylite Roof Windows
- Inefficient information flow: Reports were received in the system long after the issue had been fixed. This caused delays and sometimes even information chaos.
- Limited identification options: The previous solution didn’t offer easy identification of machines or tools. This, in turn, made it difficult to record and quickly locate problems.
Solution: QRmaint – mobility and digitization at your fingertips
The decision to implement the QRmaint system was driven by the need to ensure data mobility and centralization. The company, which owns over 100 woodworking and aluminum processing machines, forklifts, and nearly 300 power tools, needed a solution that would fully integrate these resources.
I’m seeing significant improvement, especially in the speed with which employees report outages. In the past, we’d be operational for a long time, the repair would be completed, and only then would a formal report be submitted. Now, this is much, much less frequent (…)
Maciej Szypryt,
Maintenance Engineer at Keylite Roof Windows
QRmaint proved to be the perfect solution. Thanks to the mobile app, Keylite employees can now report faults instantly, using their smartphones. Furthermore, the system allows machines to be tagged with QR codes. We often talk in our articles about how this is revolutionizing the identification and assignment of reports to specific devices. This case was no different. Maciej Szypryt emphasizes that now all it takes is “pulling out the phone” to report a problem, and the information reaches the maintenance department much faster.
The system not only expedited the reporting process but also streamlined communication between the production and maintenance departments. The ability to comment on reports and receive ongoing information on repair status significantly improved collaboration.
Benefits brought by the implementation
- Reduced response time: Failure reports are immediately received in the system, allowing for faster intervention. Sometimes, the Maintenance Department responds to a problem before the report is even formally logged in the system.
- Automation of preventive processes: The company uses preventive plans in QRmaint. Checklists and reports are automatically generated , eliminating the need to print documents and simplifying archiving.
We really appreciate the ability to comment on reports. This allows for two-way communication with production – we can share the repair progress and what has been done. This has made collaboration much easier (…)
Maciej Szypryt,
Maintenance Engineer at Keylite Roof Windows
- Data centralization: QRmaint has become a central database for all machines, forklifts, pallet jacks, and even power tools. Although these aren’t coded, their presence in the system simplifies record-keeping.
- Employee Satisfaction: The maintenance team appreciates the ability to comment on issues and keep production updated on progress. This fosters better communication and transparency.
Although Keylite didn’t implement the system to measure KPIs or analyze performance, the benefits of digitizing its processes are evident throughout. Faster reporting and access to mobile tools are key elements that have allowed the company to gain an edge in day-to-day operations.
Summary
The implementation of the QRmaint CMMS system at Keylite Roof Windows is proof that even a well-functioning company can still find room for significant improvement. Maciej Szypryt concludes that he sees “significant improvement” and would certainly recommend QRmaint to other manufacturing companies.
Thanks to its portability, ease of use, and adaptable functionality to business needs, QRmaint has become an indispensable tool. It’s a system that helps Keylite keep its machines running smoothly, ensuring the highest quality production.
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The support is impeccable and always has an open ear for questions and ideas, and the SaaS structure means that there are always extensions available
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I think the UR department's biggest challenge is to organize its work in a way that allows it to get ahead of corrective actions through prevention and prediction. In this way, the UR department prevents unplanned machine downtime from occurring. This comes from the fact that when we have very little time to produce goods and deliver them to the customer, every minute of downtime is very costly.
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The QRmaint system is certainly a great convenience for all employees, as they no longer have to manually note down all the activities they perform during the day. All they have to do is enter the data into the system, and then they can easily download a comprehensive report of their work.
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QRmaint has significantly improved our workflow, especially in terms of recording key data for annual reviews. The ability to track and document issues has proven invaluable, providing valuable information to optimize operations. The system provides excellent value, and its benefits are evident.
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The biggest benefit for me in QRmaint is the attachments that I attach scans to, and the comments that keep me up to date with what's going on at the booth. These hints from the comments, which appear in the cloud, allow me to see in real time what is going on.
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The QRmaint system significantly improves our processes. It gives us better control over submissions, reviews and resources. The system also enables us to analyze data, which allows us to optimize costs and make better decisions. QRmaint's mobile application facilitates the work of our technicians in the field, giving them access to the necessary information in real time. In our experience, accessing the protocol in the app alone saves us about 30 minutes to 60 minutes per inspection.
CEO of ProFM
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One of the most valuable features of the QRmaint system for us, turned out to be the ability to comment on requests and attach photos and videos. This visual form of communication has significantly sped up the process of diagnosing problems. Instead of describing a malfunction in words, employees can now present it in a pictorial manner, which eliminates misunderstandings and allows for faster understanding of the problem.
Brand Manager at Bartkowscy Bakery
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We are thrilled with the simplicity and effectiveness of the program! After only a short time, we noticed a significant improvement in our internal processes.
Sales Manager and Certified Bread Sommelier
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We analyzed the market. We wanted to choose a service where price goes hand in hand with quality. We had one assumption - we have to understand the program in an hour. If we don't understand it in that time, it is not for us. QRmaint is a very clear program, made for Maintenance. Here there was no problem.
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The system was very well received, and its implementation went smoothly. It won high praise among the auditors. In particular, in our case, the function of viewing the machinery park on interactive plans and the overall presentation of the most important information from the UR department proved very useful.
Head of maintenance
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Customers quickly notice when equipment is damaged, and this can negatively affect our image. With QRmaint, defects are fixed in no time, which increases the number of people using our clubs.
Manager
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The QRmaint system is a piece of software that perfectly satisfies the needs of Industry 4.0.
Deputy Technical Director
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We plan to continue developing and using QRmaint to its full potential. Our goal is to further streamline maintenance processes, as well as to incorporate additional functions that will support warehouse management and other areas of the business. We are currently implementing a fault reporting process.
Employee of the Design Department
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If someone wasn't responsible for the part in stock, we bought new ones. We generated additional costs. The second thing when it comes to the warehouse - in a situation where we have a description of the parts and we have them cataloged in the program, so that there will be no problem with purchasing the same ones. You don't have to look for them. They are sufficient in the program.
Associate Manager of the Maintenance Department
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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.
Manager of Maintenance and Innovation
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We wholeheartedly recommend QRmaint to other manufacturing companies. The system facilitates interdepartmental communication and offers many useful features that improve work efficiency.
Maintenance and Facility Specialist
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The Qrmaint system, which was implemented in our business, has greatly enhanced both the work of our Maintenance team and the team's response to persistent production difficulties.
Production Process Optimisation Engineer
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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.
Process Engineer
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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.
Automation Service Supervisor
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I divide my work at the company into 2 stages: 1. Numerous pointless phone calls, constant updates on the status of fault rectification, and a vast array of issues that went unresolved existed prior to the implementation of QRmaint. 2. When QRmaint is used, everyone is interested in staying informed, the ability to focus attention on pertinent issues, and 100% of reported issues are resolved.
Head of the maintenance
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I set up QRmaint myself in one evening, and already in the following days there were reports of failures by technicians and serial workers :)
Production Director
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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.
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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.
Dean, University of Physical Education, Warsaw
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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.
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QRmaint has proven to be a reliable, flexible company that is responsive to user ideas and feedback. The system has made our work easier, and its reporting functionalities have been well received by our clients.
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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.
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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.
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For us, every minute of downtime represents a very high cost factor. At this point, thanks to the QRmaint system, we have a close eye on operations and can even measure micro downtime of machines when a fault occurs that the machine operator fixes himself. As we can now also accurately measure repair turnaround times, we are able to introduce an efficient remuneration and reward system for the maintenance team.
Maintenance Manager
