Mullenix goes on to explain that his company’s clients are provided instant access to any and all inspection reports.  The follow-up from Sierra staff and admin personnel, when necessary, gives the company an additional opportunity to help its customers and increase their confidence level in the service.

Software programs are beneficial if you’re looking to perform specific functions; however, building the information into these systems is often done on a continual basis by the end user. Many Web-based systems are “smart systems.” While these won’t eliminate the actual job performance, or the need of initially placing information, they do have the ability to remember and store information. As a result, performing subsequent inspections or searching for specific field information can oftentimes cut time and costs by more than half.

Going Green, Saving Greenbacks

A Web-based system’s ability to greatly reduce the use of paper and other materials make it a truly environmentally friendly solution. The green movement among communities and companies alike is increasingly popular and sometimes mandated. Using a Web-based reporting system can, in some cases, greatly reduce or eliminate the paper trail altogether.

Web-based reporting offers multiple benefits to the service provider as well as customers [property owners] and AHJs, says Lee Lane, president of ABC Fire Systems of New Braunfels, Texas. “ABC Fire is currently using a Web-based company and we have enjoyed the reduction in paper reports and filing,” he says. “Traditional methods require physical storage for hard copies and office labor hours to file and purge the reports. For customers wanting a green solution, this is it.”

One of the most significant benefits is that companies can do all of the above and more at a much lower cost. Using a cloud platform eliminates software and hardware fees, maintenance fees and upgrade fees. Overhead co
sts such as administrative fees, mailing, faxing and printing costs can also be greatly reduced, if not eliminated.

Small to midsize companies probably have the most benefit because they can now offer employees and customers services and programs, which previously may have not been financially obtainable.

As a service provider, the main issue Mullenix says he has found as a negative to the current inspection process is the significant outlay of cash required by almost all of the traditional software companies. “The initial order cost being five figures. Plus, handheld devices make the purchase one of the highest in our IT budget. The minimal cost of Web-based online solutions cannot be passed up. Not only is there a cost reduction, but there is also a secure off-site storage that is free of charge.”

Utilizing Mobile Connectivity

In contrast to the more laborious traditional reporting methods, Web-based reporting allows service providers to complete a report in the field using any Web-enabled device. Specific information on these reports can be self-populated. After completion, reports can be submitted through the online system where both AHJ and the owner have instant access.

Each entity has the ability to manage the report separately yet communicate directly through the site. Due to real-time information sharing, entities have the ability to increase communication. Instead of waiting for a fax or receiving a copy in the mail, a user can jump on the Web site to view, respond and follow through instantly.

“Our technicians can log into a system from their smartphone and complete an inspection onsite. The customer, service provider and AHJ have instant access to the report as soon as it’s completed and submitted,” says Lane.

The Web-based model is also creating consistency. Because information and details on these reports can be found in one location, issues such as deficiencies can be clearly identified and noted. It’s leveling the playing field for AHJs, providers and owners.

“These Web-based systems allow all parties to know the status of the property and when the next inspection is due. In our system, if deficiencies are noted they are flagged in the report, which facilitates documentation of repairs,” adds Lane.

Of course, with any new product, innovation or concept, there are common misconceptions and questions (see sidebar). There are steps to take when considering moving to a Web-based system. While many of these companies have similarities in goals such as increasing communication and code compliance, there are significant differences such as features, benefits and cost.

“We have found getting all three entities on board can be challenging, either due to the business of day to day operations or other,” Lane says. “AHJs may be reluctant; however, the Web-based service is equally available to all service providers and greatly facilitates the inspection process as well as discrepancies being addressed. These systems are a win-win-win for the community and compliance.”

Jill Cotton is Principal of Inspection Reports Online, based in Aurora, Ill. She can be contacted at [email protected].

If you enjoyed this article and want to receive more valuable industry content like this, click here to sign up for our FREE digital newsletters!

Related Content