Scala Eiendom now has automatic control and oversight of all operational documentation for 24 shopping centers nationwide. – Starting to use Findable is simply a small moon landing for us, says Technical Manager Magne Eriksen.
– Operational documentation is something everyone agrees is important, but nobody wants to deal with, laughs Magne.
He is the technical manager at Scala Eiendom and has overall responsibility for the operation and maintenance of 24 shopping centers spread across Norway.
– We first ran a pilot project at two centers. It was successful, and now we have rolled out Findable to all the remaining ones, he says.
Streamlining operations and increasing control over legally required documentation are two important reasons why the solution is now used for Scala Eiendom's entire portfolio.
Easier to Succeed with Building Code Documentation
– By using Findable, the threshold for submitting building code documentation has become very low, Magne explains.
It’s a complex picture with many involved parties.
– Even though we are the property owners, our tenants are often also involved, and they sometimes work on our facilities. It is extremely important that we have a simple system for collecting, sorting, and keeping all the papers in order, he explains.
Data capture comes from several sources: projects, maintenance, and operations.
– It is quite extensive. Manually categorizing, maintaining, and managing a document archive is incredibly demanding. Historically, I would say that we often didn't manage it at all, says the technical manager.
Now, all types of documentation are automatically sorted and categorized using Findable. Magne sees this as a small revolution.
– It's simply a small moon landing for us. It's like night and day, he smiles.
Reducing Wait Time
According to Magne, the implementation of the new system has been simple.
– Every facility managers now have everything available on their mobile phones. When they are on an inspection, standing by a pump, they can easily find the datasheet right then and there, he says.
The new workflow streamlines operations by, among other things, reducing wait time.
– Before, you typically had to find the documentation on a USB stick or server. Alternatively, you had to call, request it via email, or search for it yourself. We simply remove the wait time and move forward efficiently, he explains.
Knowing What We Have to Work With
From the start, the focus has been on uploading as much documentation as possible. Magne and his colleagues do this directly in Findable, via email, or the operational system.
– Our documentation definitely has deficiencies, but we need an overview and structure to even have the possibility to fill those gaps, Magne believes.
Fire alarms, escalators, gates, and ventilation systems are just a few examples of equipment with documentation requirements.
– We have a lot of technical equipment that needs maintenance and supervision. We can't take good care of it without the right documentation, he explains.
Scala Eiendom has integrated Findable with its operational system. This has been possible through a very solution-oriented attitude from both the operational system provider and Findable.
– This means that our colleagues don't really have a new system to deal with, Magne explains.
Costly to Lack Legally Required Documentation
Some parts of the documentation are more important than others. In Findable, Magne and his colleagues get a color-coded red flag report. This makes it easy to keep track of what is in place and what needs to be fixed.
– A Lot of the maintenance is legally required. Then it becomes extra important to have the documentation in order. It is a lot of extra work every time you have to spend time obtaining something you should have had right then and there, says the technical manager.
It's not just the lack of legally required documentation that can be costly. Through regular maintenance, work is significantly easier if the documentation is in place.
