In the world of M&E maintenance having everything we need at our fingertips is essential for saving time and increasing efficiency and productivity. That’s why we offer the eLogbooks CAFM system to combat this 21st century problem and move us and our clients further down the 21st century digital road together.
We asked Andy, Contract Manager at one of our flagship sites The Bower, to explain how we’re using eLogbooks to create a more efficient electronic reporting system for M&E maintenance.
What is an eLogbook?
An eLogbook is essentially an online portal that acts as a digital version of all the paperwork for a site. The onsite engineer uploads service updates and reports on the plant onto the portal, creating a real-time M&E maintenance record detailing the plant history as well as the status of all repair and reactive works. Anyone involved with the site is then able to obtain all documentation and on-site activity reports without having to request it or visit site. Instant access is available to calls, quotes, job sheets, certificates – as little or as much as you want to see. Even an email alert can be sent out once a job has been completed.
Why is Hemlow using eLogbooks?
There’s a growing demand and appetite from within the FM management sector for real-time M&E maintenance reporting. We have our own established system for measuring our KPIs but from the client’s point of view, it’s a transparent platform that means they are able to see exactly what’s happening at any given time, eliminating the need to wait for a job status update via the helpdesk or directly from an engineer.
What are the benefits of eLogbooks?
Many. Communication is improved as everyone can access the system and know what’s going on. The transparency of the system engenders greater trust from the client towards us as a service provider, resulting in a better working relationship.
Time is saved because anyone can go straight to eLogbooks and get the M&E maintenance information needed, rather than have to make calls or go to site and verify something in person. With eLogbooks, you can almost do an M&E maintenance audit of the site from your desk. It’s possible for it to tell you almost everything apart from how clean the plant room is!
How easy is it to put in place an eLogbook system?
We make it as simple as possible to get started with an eLogbook system. It begins with a 2-hour training session for FMs and their teams to get them started monitoring PPM, raising reactive jobs, viewing quotes. A helpdesk offers ongoing user support and an account manager can answer questions on the higher functionality of it. There’s also flexibility with how you use the system for your M&E maintenance reporting. You can use it as an all-encompassing one stop shop FM platform or you can just use it to store, for example, your emergency lighting reports or check the status of your call-outs. It can be as big or small as you need it to be.
Does this mean the end of paper reports?
There will always be a place for paper in some respects, and we’ll continue to work in that way as long as necessary. Realistically though with a move towards digital and an increasingly environmentally conscious industry I would expect to see electronic logbooks becoming far more the norm over the next decade within M&E maintenance, with paper log books becoming the exception rather than the rule.
Should every client adopt eLogbooks?
Before adopting a CAFM system, clients need to ask themselves two questions – ‘what are our goals’ and ‘what do we want the system to do for us?’ It could be to just keep compliance documents, to run KPI reports, to get an instant snapshot of the building, or to see how it’s doing with a red light/green light indicator.
Once we’ve discussed and understood a client’s needs, we can build the system around them to avoid duplication with other necessary systems they may have in place. For example if you need to provide a management report on certain assets every month, let us know and we can code the assets, create a bespoke report and you’ll have the information you need at the click of a mouse.
We asked Rachel Tough, Estates Facilities Manager at the Bower –
What are the benefits for the client from an FM’s point of view?
Using the reactive section of eLogbooks has enabled us to pick up on trends throughout the building which has produced valuable data used for foreseeing future issues and budgeting for these appropriately. It has also become a useful tool to manage the engineers workload as we are able to take into account PPM’s and reactive works taking place over the week/month. I’ve found it useful that you are able to track through the progress of works or issues and relevant quotes or paperwork is linked to the job.