A leading software company has a large and complex network of assets, including servers, workstations, printers, and other hardware at multiple locations. In the past, the company had a difficult time managing its assets and keeping track of maintenance schedules. This led to unplanned downtime and increased costs. They have their own asset management solution but which has a missing number of features. So they were looking for a system to keep record of their assets. DreamzCMMS team approached with a demo of how asset records can be documented and the event log can be managed in the system. Also after the demo, they were interested in the work request management process as the IT team faces different work requests everyday from different branches.

Challenges:

The customer was using a customized software to keep the asset data but it can’t present an overall view and reports to track the asset information. There was no maintenance tracking log Also they didn’t have any track, which assets are allocated to whom, what are warranty dates of those assets, and what is the useful life of the asset. Therefore they were seeking a solution to keep records of assets in organized manner 

Solution:

The DreamzCMMS team came to a discussion with a client and understood their pain point. Team presents the solution to show how it caters to similar problem sets. The onboarding team gathers all the data of their assets in an excel sheet and after validation, uploads using bulk import feature. A 3 day training makes them understand the system and the workflow. They remarked that the system is so simple and it has multiple training videos on the website which they used to learn about every module. They asked support team if any query comes and team guided them from any query

The client registered the assets with all information. As in DreamzCMMS, the QR code and bar code are generated automatically, so they print the QR code and stick it on every IT asset. They have allocated the system to the specific users. Team shows the allocation report to the IT Manager. Now the allocated users generate work requests for any issue that arises in their system, from the request portal using simple form which has both text and voice option. The IT admin gets every work request from a one page customer service dashboard and converts into work orders to assign to the technicians to fix it.  Also they have created a custom rule based workflow in that case no phone call once the request comes through workflow automation rules it generated the work order to notify technicians based on different parameters like priority location etc. They update work status on mobile and fix the issue with proper documents. The manager can see every asset log just on one click. The PowerBI analytics shows the status of asset wise maintenance, labor hour trends.