Digitalising Administration Processes in an Engineering Organisation

The Lifting Equipment Supervision Service of VŠĮ is an accredited institution that specialises in the compliance assessment of elevators in accordance with the technical regulation "Elevators and Elevator Safety Devices". The organisation is staffed by experienced specialists and experts with many years of expertise in the maintenance of potentially dangerous devices.

The organisation provides a wide range of services, including:

• Technical inspections of elevators (after installation, periodic, extraordinary)

• Investigation of elevator accidents

• Risk assessment and hazard identification of elevators according to the Lithuanian standard LST EN 81-80

• Conformity assessment and certification of elevators

• Technical inspections of lifts, cranes, escalators, moving walkways, and cable cars

Challenge: The organisation faced several operational challenges:

• Paper-based documentation only, stored physically on the premises, which limited accessibility.

• Paper documentation no longer met the expectations of clients or the evolving needs of the organisation, especially with the rise of remote working.

With the assistance of consultants from the EDIH4IAE.LT consortium, the goal was to develop and implement a digital document form and storage system for the organisation. This transformation aimed to:

• Improve operational efficiency

• Simplify the use of documentation

• Address security and resilience concerns

• Enhance both internal and external communication, while supporting new ways of working, such as remote work.

The client’s decision to adopt a digital document management system was based on a targeted digital maturity assessment, along with expert advice from project consultants. The team received comprehensive training, ensuring that not only the manager but also the entire staff gained valuable knowledge and experience in choosing the most suitable solutions.

After the deployment of the digital document system, several challenges were addressed:

• Efficiency and Convenience: Digital documents are now easily accessed and managed, eliminating the need for physical searches and manual reviews.

• Error Reduction: The new system reduces the risk of errors, such as lost or forged documents, streamlining the document management process.

• Space Saving: The elimination of physical document storage frees up office space and reduces associated costs.

• Security and Organisational Resilience: Digital documents can be protected against unauthorised access and data loss. Various security levels and guidelines are applied to safeguard confidential information.

• Speed and Flexibility: Documents can be moved and reviewed quickly, even when employees are working remotely, improving collaboration and the efficiency of business processes.

• Audit and Traceability: Digital documents offer better monitoring and auditing capabilities, making it easier to track the document’s path, changes, and access.

• Environmental Protection: The shift to digital documents reduces paper usage, contributing to a lower environmental impact and promoting sustainable business practices.

At the onset of the challenge, consultants from the EDIH4IAE.LT consortium conducted a digital maturity assessment, evaluating the needs, benefits, and feasibility of the solution. Based on these findings, a detailed action plan for implementing the digital transformation was developed in close collaboration with the client.

The consultants also presented several alternative digital technology providers, offering the company a range of possible solutions. Together with the client, they coordinated potential modifications to the offerings from multiple suppliers and evaluated the possibilities.

Through project training sessions and consultations, the client's team was able to refine their needs and finalise their action plan. The client's founder made the final decision regarding the choice and financing of the digital solution, including an assessment of potential EU funding sources.

Finally, the company worked directly with the selected supplier to implement the solution, ensuring a smooth and effective transition to the new digital system.
 

Do's:

• Leverage expert knowledge and competencies: The consultants from the EDIH4IAE.LT consortium provided valuable expertise and additional resources, helping the company implement a tailored digital solution effectively.

• Engage a diverse range of partners: Involving various consortium members and external partners ensured a comprehensive understanding of the company's needs and improved the quality of the solutions provided.

• Make informed decisions: The consultants facilitated a better informed decision-making process, helping the company consider various options and make choices that were most suitable for their situation.

• Develop customised solutions: Rather than opting for off-the-shelf solutions, the company benefited from a customised digital system, tailored to meet its specific needs.

Don'ts:

• Don't rely solely on internal resources: Engaging external experts provided essential spare hands and knowledge, helping the company overcome its internal limitations.

• Don't overlook the importance of collaboration: Failing to involve a broad range of partners could limit the depth and quality of the solutions provided.

• Don’t settle for one-size-fits-all solutions: Instead of purchasing standard off-the-shelf products, the company developed an adapted solution, ensuring it fit their unique requirements.