Overview
Exalon QMS software is a two-part solution for administering the inspection process.
The first part is the web-based Exalon QMS system: An online document management system that resides in the cloud and is used by management for administration. The second part is the mobile application used on devices to conduct on-site inspections.
Our software improves quality by ensuring that the inspection process is standardised in terms of the checks made. It also ensures that the inspector is indeed on-site by checking the GPS coordinates while the inspection is carried out. Reports are generated in the QMS. The application’s efficiency often results in a reduction of the project duration as human-errors are minimised. The inspection-driven nature of the system alerts when inspections are not carried out within the required timeframe.
Setup
- The inspections are created in the main web application: Exalon QMS.
- The inspections are downloaded onto a mobile device that the inspector uses to do his on-site inspections.
Inspection process
- The inspector must log in with his ID before starting the inspection.
- Once on-site, the inspector will select the supplier from a download list on his device (the supplier’s details will have been uploaded together with their GPS coordinates). The inspection process is simple: checking of boxes for each inspection line, with space to make comments, take pictures, or record voice notes.
- Each inspection check can download a reference file (with additional notes or diagrams) should the inspector be required to confirm specific information before passing or failing a check.
- The inspector can do any number of inspections, each with any number of checks, and when completed, the gathered data is uploaded to the server.
- While the inspector completes the inspection, the device saves the date and time and also the GPS coordinates with the inspector’s information – to ensure that the inspector was on the correct site.
- If any of the checks fail, the entire inspection fails.
- The upload of the inspection can be done from anywhere (where coverage).
QMS – Administration and Management
- The administrative staff can, using the Exalon QMS web application, add or make amendments to the list of suppliers. Through the system, they can log bookings for in-coming inspections and alert the inspector of inspections still to be carried out. This process can also be automated from the system by way of email.
- Management would be able to log into the Exalon QMS web application to see that the inspections had indeed been completed, and which inspections have passed and which have failed, which inspector carried out the inspection, the date and time, and how far the inspector was from the site while conducting the inspection, according to a GPS reading. The same information can be sent to any person by email or SMS.
- The reports can be downloaded for any specific query and can be automated to be emailed regularly to the relevant people.
- The inspections carried out can be visually represented in the form of Google maps with colour-coding for relevant types of inspections.
Additional Features to enhance the inspection process
- Inspection certificates can be generated from passed inspections. The inspection certificate will display passed status, details of the supplier, GPS coordinates, date and time, and the inspector’s details.
- In cases where the inspections are part of a consecutive sequence of operations, the Exalon QMS system will monitor and report/notify all the persons involved in the process by way of email or SMS so that the next stage in the process can be kickstarted.
Benefits
- With the integrated GPS feature, the Exalon QMS systems contribute greatly to the quality of work done by ensuring that the inspector is on the site when carrying out the inspection.
- The Exalon QMS system streamlines the entire process and speeds it up considerably in that all inspections are based in a single central database where all persons involved in the project can monitor the progress, and can be informed by email and/or SMS if remedial action is necessary.
- The system can also escalate events, where, for example, an inspector is required to carry out an inspection within a certain time period and if the inspection is late, the inspector’s manager will be informed directly by the system via SMS and/or email.
- The system also allows for different processes/sequences of inspections on different types of inspections; for example, a house in a rural area may require different inspections to those of a house in an urban area.
Conclusion
Exalon QMS works closely with various stakeholders involved in rural housing development. All on-site mobile inspections are integrated into our QMS system where we generate the data necessary to facilitate the building process, from beginning to conclusion.