1st Reporting
In utility management, tracking asset inspections across widespread and often remote assets is no small feat (but a lot easier with GPS data). Equipment is often located in multiple locations, spanning miles apart. Whether we’re talking about electrical substations, gas pipelines, or water treatment facilities, ensuring accurate and timely inspections is critical for safety, compliance, and operational efficiency.
Yet, traditional methods of inspection tracking often fall short. Paper logs, manual entries, and disjointed systems can lead to errors, delays, and incomplete records. Or worse, reports that go missing before they make it back to HQ. I’ve been there, and it’s not a fun situation to deal with when the information you expect is non-existent.
The stakes are high. A missed inspection or incorrect data entry could result in undetected faults, costly downtime, or even safety hazards. Managing inspection teams in the field without real-time data feels like navigating a ship without a compass. Meanwhile, regulatory requirements are growing stricter, leaving little room for inefficiency or inaccuracy.
Enter GPS-enabled mobile reporting tools like 1st Reporting. Forward-thinking managers are leveraging GPS data and these cutting-edge applications to transform how their teams track inspections. Using features that automatically capture location, time, and other critical details, mobile reporting tools ensure that every inspection is logged accurately and in real-time.
Accountability wins with no more chasing paperwork or guessing who inspected what and when. These tools empower utilities to streamline operations and maintain the highest standards of safety and compliance.
The Role of GPS Data in Asset Inspection
GPS may be a bit 1978 (the first launch was February 22, 1978), but that doesn’t mean the data isn’t helpful. (1) On the contrary, GPS is easy to use, as the infrastructure has been in place for a long time. Furthermore, it’s easy for anyone to access with their smartphones, being a standard implementation in all modern smartphones.
In fact, the first cellular device to incorporate GPS dates back to 1999, with the “Benefon Esc!” device by, you guessed it, Benefon. (2) However, it’s not until recently that progressive utilities across the globe have integrated and started adopting GPS functionality as a feature of their asset inspection tools and procedures.
How GPS Enhances Inspection Accuracy
When I managed fleets of service technicians back in the day, one of the struggles I had was convincing lazy technicians to complete their daily service truck inspections before they started driving the vehicle. A few companies I worked with let the technicians bring their service vehicles home, making it even more relaxed. I was not a fan of cracking the whip, and as a manager, I had to choose my battles wisely, as I’m sure you understand. So, when an application like 1st Reporting became available with GPS-enabled inspection forms, you can imagine my excitement.
In my scenario, it was a smaller company (the bigger ones I worked for kept all service vehicles at ‘the shop’). So, sometimes, technicians would roll into the office without having done their daily pre-use service vehicle inspections. It was policy across the board to complete these inspections of fleet assets on a daily, pre-use basis.
GPS features enhanced accuracy in general. It was because the GPS collected when and where the technician submitted the asset inspection report. By logging in, the technician automatically had accountability. Add the time and location, and now the technician has a whole sense of responsibility and accountability to ensure their asset inspection is detailed, truthful, and on-point.
Benefits of Integrating GPS Data with Inspection Processes
I mentioned the accountability factor regarding GPS, which is one of the primary benefits of integrating GPS data with the inspection process. Of course, there’s also the apparent inclusion of data, which, in the case of the 1st Reporting application, is easy to access and assess using the built-in KPI reporting features.
GPS data included in inspection or audit form data provides you with insight into:
- When the inspection took place
- Where the inspection took place
Meanwhile, suppose you need to look over a long period with multiple reports. In that case, GPS data now becomes a source of trend insight over inspection times and locations. Using this data, you can see assets that might take teams more transportation to arrive at due to specific location challenges.
Critical Challenges in Asset Inspection Tracking for Utilities
The situation in utilities is considerably more complex than that of the service companies I worked with, although we did fix many utility locations’ overhead doors. There are more assets, for example, of various types and in multiple locations. However, for operational efficiency, you still need to ensure a comprehensive and easily navigated system for organizing assets, their locations, and inspections.
Decentralized operations, where multiple locations must work in harmony, pose the ever-greater challenge of ensuring that shared assets or segmented assets both receive the appropriate amount of maintenance and inspections. Tracking those maintenance and inspection audits can be tedious and time-consuming without an appropriately comprehensive and collaborative solution.
A lack of real-time data often impacts decision-making and response times for asset management. Whether the asset in question is mobile, like a service vehicle, or fixed, like a pumping station, real-time data was often unavailable in the past. Still, it doesn’t have to be with today’s mobile tools that include GPS functionality.
Leveraging GPS Data for Efficient Inspection Tracking
Leveraging GPS data in the inspection process is a standard-setting feature that I wouldn’t want to work without. Managing multiple crews is one thing, but keeping track of multiple assets, whether those assets are tools and equipment, vehicles, fixed machinery, or even facilities themselves, requires features like GPS to function efficiently.
Streamlining Operations with Real-Time Insights
One of the key features I like about using tools like the 1st Reporting application is the ability to streamline operations. The application provides real-time insights by enabling near-instantaneous collaboration with team members in the field.
In the 1st Reporting application, you can create custom forms that your teams can use to complete an asset inspection, for example. The forms are fully customizable, so you can easily add GPS time, date, and location information automatically. Furthermore, users of the application must be signed in to use it. Therefore, you get not only the standard GPS data mentioned but also who submitted the report.
Add instant notifications like those in the 1st Reporting application to your asset inspection process, and you have a severe real-time insight-providing system. For example, let’s say you send a crew out to a specific location to inspect an asset. That crew opens up the 1st Reporting application on their smartphone and completes the on-site report. You could have a custom question in the report to note whether or not the asset is functional or in need of critical maintenance.
Add that custom notification to alert you if the team member chooses critical maintenance as the response, setting off an automated notification to you. In other words, you could know about an asset issue before your team member inspecting it in the field has a chance to dial your cell number. If that’s not efficient, I don’t know what is.
Data-Driven Decision-Making
Anyone who knows me will tell you that I’m a big fan of data-driven decision-making. I like to look at the data and really dig into the numbers. Then, based on what I find, I make the most logical decision based on my desired outcome. Leveraging GPS data for asset inspection tracking helps with managing assets in general, which contributes to the overall data-driven decision-making process.
Integrating GPS into asset inspection management provides insights for strategic planning, enabling you to improve procedures and standard operations. As a bonus, the included accountability helps to provide management with more comprehensive and objectively gathered information about assets in the field. This added level of comprehensive and objective information dramatically improves the decision-making process by providing the data necessary to make informed decisions.
Best Practices for Implementing GPS-Enabled Asset Inspection Systems
Adding GPS functionality and data to the asset management and inspection system is a forward-thinking step that many utilities are currently seeking. After all, it helps streamline operations, even making it easier for your field personnel to complete their inspection duties without the need to continuously include repetitive data like their own name, location, or time and date.
Don’t get me wrong. I’m not saying that repetitive data isn’t necessary; on the contrary. What I’m saying is that if your field personnel save thirty seconds to a minute of paperwork from something as simple as automated information like their name and GPS data like the time, date, or location, then that’s time they spend instead on focusing on what matters—the inspection itself.
Of course, you need to choose the right technology if you’re going to join those leading their industries with tools that leverage not only GPS data but also customized documentation, like the 1st Reporting app.
Choosing the Right Technology
I’ve mentioned the 1st Reporting application a few times, not because I had to, but because I genuinely believe that it is the best application for utility asset inspection tracking and inspection documentation in general, for that matter. To use an industry-leading tool like the 1st Reporting app, you only need to have a few things in place:
- Smartphones or tablets for your field personnel. This one is easy, as any utility service provider generally provides crews with smartphones to communicate with dispatch/head office.
- Access to the internet. Your team can download the 1st Reporting application from Google Play or The Apple App Store.
That’s it. You likely already have this setup in place. Now, you need to sign up for the application and set up your customizations (custom forms, templates, notifications).
The 1st Reporting application utilizes secure cloud storage and has an offline mode. So, not only is your organization’s data safe and secure, but you also have a solution that enables field personnel to complete documentation of asset inspections even when they aren’t within range of a usable internet connection.
Training Teams for GPS-Driven Processes
In today’s security climate, it’s crucial to ensure that team members receive appropriate training regarding the use of GPS data and the collection of information. Showing them the appropriate steps to using data and GPS-driven processes is the best way to ensure that efficiency is maintained and maximized. Here are three tips for training your team for success with GPS-enabled processes:
1. Provide Hands-On Training with Real Scenarios
Why it’s Important: Field personnel learn best by doing. Simulated scenarios mimic real-world challenges, ensuring they’re comfortable with GPS features before they’re on-site.
How to Do It:
Conduct workshops where personnel use mobile reporting tools to complete mock inspections. You can simulate various situations, such as logging locations, tracking inspection times, or troubleshooting GPS connectivity issues. Also, try to incorporate visual aids such as instructional videos and app walkthroughs to help them understand how to use the tool best.
2. Emphasize Data Accuracy and Compliance
Why it’s Important: GPS-driven systems rely on precise input, and field teams must understand the significance of accurate data for compliance and reporting.
How to Do It:
Train field personnel on how GPS timestamps and geotags work and why they’re critical for audit trails. Set clear expectations for data entry (e.g., ensuring fields are completed thoroughly and accurately). If you use the 1st Reporting app for this, you can create the required form fields, forcing field personnel to collect data to proceed with the inspection. Try highlighting the consequences of inaccurate or incomplete data, such as compliance issues or operational setbacks.
3. Foster a Culture of Technology Adoption
Why it’s Important: Resistance to new technology can undermine the effectiveness of GPS-driven processes.
How to Do It:
Communicate the benefits of GPS tools, such as saving time, improving safety, and reducing paperwork (most field personnel will love that last one). Involve field personnel early by seeking their input on the training process and addressing concerns about the technology. Also, offer ongoing support through easy-to-access resources like help guides, FAQs, or a dedicated support team. You can use the handbook features in the 1st Reporting application to provide accessible information for your team to access from anywhere via the application.
Bonus Tip: Monitor Progress and Provide Feedback
We recommend conducting regular check-ins to review how personnel are using the GPS features and other app functions. Enable them to provide feedback during these check-ins to ensure buy-in to software adoption.
Based on field data, you can offer constructive feedback and advanced tips for maximizing tool efficiency. Furthermore, the enhanced accountability will help team members who are slow to pick up the pace while simultaneously providing their inspection reports with greater depth. Field personnel can even add media files, making observations that much more detailed.
By equipping field teams with practical skills, emphasizing the importance of accuracy, and fostering a positive attitude toward technology, you’ll set them up for success in leveraging GPS-driven processes.
Maximizing ROI with GPS Data in Asset Management
We’ve looked at a few ways that GPS features streamline asset inspection documentation. I mentioned how it can save thirty seconds to a minute of repetitive data entry. However, we didn’t look at the time saved from including other features, like using custom notifications or even using AI to help with form creation, like in the 1st Reporting application.
Let’s break down the ROI by the numbers (we’ll use the features in the 1st Reporting application for example purposes):
Saved Time (Per Asset Inspection):
- Documentation of repetitive data: 1 minute
- Documentation made more efficient with included media uploads: 5 minutes
- Communication of both critical and non-critical results with custom notifications: 1 minute
- Follow-up document creation (like asset repair work orders): 5 minutes
The total proposed time savings are 12 minutes per inspection. That could add up fast with multiple repeated scheduled inspections of multiple assets.
Administrative Time Savings:
- Inspection template creation using the AI form generator: 20 minutes
- Updating inspection templates and disseminating to field personnel: 20 minutes
- Trend analysis using the standard KPI reporting features: 10 minutes to hours, depending on the number of reports
The total proposed time savings for administrative and report management functions could be as little as 40 minutes per inspection type. Still, they could also extend into potentially saving hours by using the built-in KPI reporting features in the 1st Reporting app instead of manually auditing multiple reports.
Revolutionizing Utility Asset Management with GPS Data
When it comes to asset inspection tracking in utilities, the writing is on the wall, or rather, in the data. GPS-enabled tools like the 1st Reporting app aren’t just nice-to-haves; they’re game-changers for unprecedented operational efficiency, accuracy, and accountability. Tools like the 1st app save time on repetitive tasks, empowering field teams with real-time insights. The benefits are undeniable.
But let’s not forget the bigger picture: Leveraging GPS data is about creating a culture of precision and foresight, where actionable insights, not guesswork, drive decisions. GPS-included data in asset inspection forms fosters accountability and encourages more honest and objective inspection documentation. With tools like 1st Reporting, you’re not just keeping up—you’re setting the standard for more intelligent asset management.
The utilities industry has always faced challenges, but with the right technology, those challenges become opportunities. Whether you’re managing miles of pipeline, a fleet of service vehicles, or a network of substations, integrating GPS data into your inspection processes ensures you’re ready to tackle today’s demands and tomorrow’s innovations.
Ready to transform your inspection processes? Explore how GPS-enabled solutions like the 1st Reporting app can help your utility team work smarter, not harder.
Sources
- “Global Positioning System – Wikipedia.” 2023. Wikipedia.org. 2023. https://en.wikipedia.org/wiki/Global_Positioning_System.
- “Brief History of GPS | the Aerospace Corporation.” 2024. Aerospace Corporation. November 18, 2024. https://aerospace.org/article/brief-history-gps#:~:text=GPS%20technology%20appeared%20for%20the,signals%20for%20non%2Dmilitary%20use..
