Faced with the difficulties of managing and auditing an error-prone paper system, the decision was made to digitize the entire inspection process. The hope was that all data could be easily collected, with fewer errors, and instantly stored in a centralized location.
Even though these were basic inspections, the impact of greater accuracy of organized data would be huge for the organization.
Fortunately, the Alistair Group discovered Forms On Fire.
Forms On Fire provided the Alistair Group with an easy-to-use, easy-to implement, and easy-to-integrate system that allowed it to get its updated inspection process up and running quickly. As the forms were built in Swahili and form outputs were built in English the local Tanzanian drivers were able to accurately handle the inspections out in the field on their mobile devices. When the drivers returned to an area with a Wi-Fi connection, all the stored information and photos would be downloaded into a database. Furthermore any mechanical or safety issues triggered alerts to workshop and HSSEQ teams for resolution.
Once the Alistair Group started successfully using Forms On Fire for vehicle and equipment inspections, the company realized it could do much more with the platform. Inspired by their success with digitized workflows, Alistair Group’s surveyors on the project began using Forms On Fire to perform multi-stage digital land assessments. When an assessment was complete, the surveyors were able to print out the completed form in the field (using a portable printer sitting on the passenger seat) and handed it to the landowner.
The project leveraged Forms-on-Fires HTML form templates which allows a form to be printed via Bluetooth connection in areas with zero data connection. Upon returning to camp, all signed forms were uploaded to the cloud and all form data was automatically uploaded to the project register saving the supervisors hours of late-night data-entry work.
Currently, the company has created 278 forms for recording information. The available forms range from timesheet entry to container management,
fuel management, incident reporting, and briefing and debriefing drivers. Also, many forms are available in English, Swahili, and Portuguese.
Having accurate, actionable information is critical for those at the Alistair Group, and that’s exactly what they get with Forms On Fire.
| Maintained Compliance | Remediation of Deficiencies | Reduced Errors |
|---|---|---|
| Because so many of the inspection processes have been digitized, the Alistair Group can easily maintain regulatory compliance in the areas in which it operates. | Because users can be immediately notified of deficiencies in an inspection, action can be quickly taken to hold someone accountable for the remediation of any deficiency. | To facilitate the newly digitized processes, the Alistair Group installed near-field communication (NFC) tags on vehicles and equipment. The result is fewer counting errors and more accurate inventory management. |
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