Case study
The Transformation of Maintenance at Kospel with QRmaint
Everything was clear. We needed a digital foundation that would allow our teams on the production floor to operate quickly and record data transparently, while providing management with the real-time analytics necessary to prevent future breakdowns before they even occur.
In the production of advanced heating systems, where precision assembly and continuous technological processes determine market position, any unplanned downtime in machinery generates significant losses. KOSPEL is a Polish manufacturer of heating equipment with over 35 years of experience. The brand’s solutions ensure comfortable heating and domestic hot water in customers’ homes in Poland and around the world every day. Before implementing the QRmaint system, the daily work of the maintenance department was based on a traditional, distributed model of information flow. Although the technicians were highly qualified, the lack of a single, digital tool limited the ability to fully monitor the efficiency of the machinery and predictively plan operations.
What was the Root Cause?
- Lack of a centralized fault knowledge base: Reports and technical details about repairs were often scattered between paper documents and face-to-face team exchanges. The lack of a digital footprint made it difficult for engineers to identify recurring issues on assembly and welding lines.
- Reactive approach to maintenance: Scheduling inspections and preventative maintenance largely relied on traditional calendars and employee memory. As a result, it was more difficult to maintain strict machine operating tolerances, leading to occasional sudden failures requiring immediate attention.
- Delays in KPI analysis: Manually aggregating data to calculate key metrics like MTBF (mean time between failures) and MTTR (mean time to repair) meant that reports reached management with significant delays. The information was historical, preventing rapid, dynamic responses.
Solution: Implementation of the QRmaint CMMS system
The implementation of the QRmaint CMMS platform within Kospel’s structures aimed to immediately eliminate communication barriers and fully digitize production processes. The cloud-based solution was tailored to the specific needs of the plant’s multi-factory structure, emphasizing mobility and intuitive operation.
Main implemented solution elements:
- QR Code System and Mobile Reporting: Each key machine on the production lines has been marked with a unique QR code. Scanning the code with a smartphone or tablet allows technicians to instantly access the device’s full service history, technical documentation, and instantly submit a repair report.
- Automation – Preventive Maintenance: The system automatically generates inspection and maintenance schedules based on machine operating time (counters) or designated calendar intervals. This allows for a seamless transition from fire suppression to a preventative strategy.
- Real-time operational analytics: Implementing automated data pipelines enabled the generation of real-time charts and performance indicators. Management gained access to dashboards presenting the actual status of the fleet in real time.
Analysis: Data Efficiency and Availability
- Measuring Repair Time: Shifting the maintenance approach from reactive to preventive. Since implementation, the reactive task rate has shifted toward prevention, which was one of the continuous improvement goals established by the Maintenance department.
- Workplace Culture Change: Operations staff began actively using QRmaint to complete operational tasks and planning. A completely new approach to data capture and task execution using the mobile app was initiated.
- Easy task tracking using TV Dashboards: Throughout the plant, maintenance departments use TV dashboards, among other things, to track task completion in real time.
- Quick response to new tasks: Technicians can respond quickly to repair requests without the need for additional calls.
- Clear KPI reports: The Maintenance Director can review tasks and reports to track costs and task implementation progress.
“The increase in mean time between failures and the reduction in repair time are direct proof that systematic, automated, preventative maintenance simply works. QRmaint gave us a tool that transformed intuition into hard data. Today, preventive actions account for as much as 60% of reactive actions – a huge leap from 20% before implementation. QRmaint gives us significantly greater predictability of operations.” Director of Engineering and Maintenance Measurable results and business impact
- Eliminating information silos: A single, central cloud system has replaced paper timesheets and Excel spreadsheets. Information from the shop floor reaches management in a fraction of a second.
- Precise Capex Budget Planning: Thanks to reliable reports from QRmaint, Tomasz Szafrański and the Kospel management board gained complete clarity regarding the failure rates of individual assets. This allows them to make accurate, data-driven decisions about modernizations and new investment purchases.
Summary
The collaboration between Kospel and QRmaint proves that digital transformation in maintenance yields the best results when modern software perfectly meets the everyday, practical needs of production floor employees. By digitizing maintenance processes, Kospel has effectively secured the continuity of production of its flagship heating equipment, building a sustainable competitive advantage based on a data culture.
“After implementing QRmaint, we achieved full digitalization of failure reports and preventive work scheduling.” Tomasz Szafrański – Director of Engineering and Maintenance
Learn from our clients and their stories
We work with different sized businesses and all types of industries. The thing they all have in common is that they trusted us to keep their equipments and properties safe and sound.
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Interesting insights into optimizing charging infrastructure with software. Does QRmaint meet all our requirements and enable us to meet the challenges of modern maintenance in multiple locations at the same time? We believe that QRmaint is a key element in ensuring that our conveyors and sorting systems are in the right condition so that we can keep our quality promises to our customers in the future.
Manager
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With QRmaint, we have found a solution that allows us to make our maintenance processes for production equipment much more structured and transparent. Maintenance activities, fault reports and tasks can be recorded centrally and tracked reliably. We particularly value the ease of use and the quick access to all important information in our daily work. QRmaint helps us work more efficiently, shorten response times and improve equipment availability over the long term.
Maintenance Manager at Carl Walther GmbH
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I needed a tool that was as simple and straightforward as possible for every technician, regardless of their age or experience. QRmaint has brought everything together in one place, eliminating the need to keep track of fifteen different files. As a result, we’ve saved a great deal of time, and communication between shifts has become completely seamless
Maintenance Manager at Żabka Polska
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QRmaint has significantly streamlined our maintenance processes. All tasks, breakdowns, and inspections are now centrally recorded, transparent, and verifiable at any time. The mobile app saves time in our day-to-day work, and its clear structure ensures greater efficiency and fewer downtimes.
Procurement
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We use the software for both preventive maintenance and emergency issues. In particular, the feature that allows us to scan with a cell phone to create work orders has given us a clear advantage in recording tasks and carrying them out in an organized manner.
CEO
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QRmaint has exceeded our expectations in every way. It is so well designed and effective that I can confidently say it is the best software I have ever worked with.
Vitakraft, U.S.
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The software effectively helps us keep track of and manage service requests in our day-to-day operations. We particularly appreciate how easy it is to schedule and track routine tasks, such as cleaning and maintenance.
Maintenance Manager
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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
Schäfer Metallurgie GmbH Hennef
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Everything was clear. We needed a digital foundation that would allow our teams on the production floor to work quickly and record data transparently, while providing management with the real-time analytics necessary to prevent future breakdowns before they even occur.
Maintenance Manager
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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.
Optimization coordinator
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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 (...)
Maintenance Engineer at Keylite Roof Windows
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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.
Head of Maintenance Department
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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.
Engineer Technician
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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.
Systems assistant for maintenance
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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.
Maintenance coordinator
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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.
IT Department Manager
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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.
Property Maintenance Coordinator
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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.
SEO
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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.
Managing Director
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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
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Everything was clear. We needed a digital foundation that would allow our teams on the production floor to operate quickly and record data transparently, while providing management with the real-time analytics necessary to prevent future breakdowns before they even occur.
Director of Engineering and Maintenance
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In QRmaint's finished solution, we found exactly what we needed. The support we received during implementation was excellent, and the software itself is constantly being improved. We can definitely recommend this system.
Head of Maintenance
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The turnkey solution offered by QRmaint was exactly what we needed. The support we received during implementation was excellent: we got answers to all of our questions, we felt very well taken care of, and the software itself is constantly evolving. We wholeheartedly recommend this system.
Head of the Infrastructure Department, MTP Group
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In QRmaint's finished solution, we found exactly what we needed. The support we received during implementation was excellent, and the software itself is constantly being improved. We can definitely recommend this system.
Head of Maintenance
