There seems to be a never-ending number of digital tools on the market. Digital solutions exist for almost every business need and can cover anything from time planning to resource allocation or sales processes. Almost all tools also come with a new name or acronym, and keeping up with all the trends and jargon can feel impossible.
Onix Work is one such tool, and it too has an acronym covering its segment. This acronym is ECMS, and it stands for equipment compliance management system.
This blog will provide a basic introduction to:
Equipment compliance management systems (ECMS) are digital solutions that help companies meet regulatory requirements for work equipment.
Digital ECMSs provide the tools for equipment documentation and information to be managed, tracked and shared with the people who need it.
The aim of these systems is to meet legal requirements, boost operational efficiency and improve workplace safety.
The Onix ECMS, Onix Work, consists of an overarching software platform that stores and manages all data for equipment oversight, and four additional applications tailored to user needs:
Onix also offers a distribution feature for sharing documentation with non-users called Onix Express.
ECMSs are designed to support any individual or organization that owns, uses, manages, inspects, maintains or delivers work equipment.
The software can be used to manage any type of equipment that requires follow-up, related documentation, or tracking. Examples of equipment that can be managed through an ECMS include:
Onix Work is the first choice ECMS for over 80,000 equipment owners, users, inspectors and suppliers. It is widely used across a range of industries including energy, power, construction and maritime. Today, over 10 million pieces of active equipment are managed through the software across 28 countries.
Although Onix has been developing and providing systems for the past twenty years, digital ECMSs are a relatively new and underused tool.
Instead of using a specialized tool for equipment compliance management, businesses commonly use manual methods such as pen and paper or Microsoft Excel.
It is also common for businesses to attempt to stretch the capability of existing systems such as enterprise resource planning (ERP) software to manage work equipment.
Another alternative is computerized maintenance management systems (CMMS). Like ERPs, they can offer some features for digital equipment management but often lack the capabilities to cater for compliance requirements throughout the equipment lifecycle.
The specialized functions of ECMSs are the strongest differentiator from commonly used solutions.
With digital ECMSs, equipment documentation and data is kept in one place and accessible to all. Instead of hunting through piles of paperwork, endless spreadsheet versions or multiple software programs, all necessary information on work equipment is accessible at the touch of a button through handheld or desktop devices. With applications that are tailored for user needs, fulfilling regulatory requirements becomes an effortless part of normal workdays.
Onix Tags, offer further potential to simply daily compliance tasks. By tagging work equipment with QR, RFID or NFC tags, it can be scanned on-site for immediate identification and instant access to essential information such as inspection history and work checklists. Any changes or notifications about equipment are updated instantly, while traceability and visibility is always ensured.
Onix Work is also unique from other ECMSs due to its open nature.
This means it is accessible to all stakeholders in the equipment value chain and not locked to a single party such as an inspector or equipment supplier. As a result, everyone working with equipment can collaborate and share information in one system. At the same time, they can adapt that system with additional applications and customizable user settings and access to meet their specific needs. This removes silos and gives everyone better control over work equipment.
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Some benefits of ECMSs have been highlighted in the section above, however there are further specific benefits for each category of stakeholders in the equipment value chain – users, inspectors and suppliers.
Equipment owners are ultimately responsible for ensuring that their equipment is safe to use and in compliance with all relevant regulations. That is a heavy burden to carry and can include complex processes and piles of paperwork.
With an ECMS such as Onix Work, the burden is lightened as equipment documentation is always available and can be easily kept up to date alongside maintenance records. Any grey areas around the status or location of equipment are removed, preventing incorrect use or loss. At the same time, simple digital tools that are open and connected mean that everyone using equipment can save time and collaborate in one place. This helps to develop a positive safety culture.
Benefits:
Embracing ECMSs can be a differentiator for equipment inspectors. They can stand out to customers by delivering documentation and reports directly through a shared system and contributing to the smooth management of their customer’s equipment.
Using Onix Inspect as an additional application of Onix Work can vastly improve the speed and accuracy of equipment inspections and help inspectors provide a positive customer experience. Digital checklist, simple equipment identification with tags, offline mode, automatic documentation generation, and digital delivery all contribute to faster and more accurate inspections. Inspectors have reported completing inspections up to four times faster with Onix.
Benefits:
A huge amount of admin and documentation is required when equipment suppliers process orders and deliver them to customers. Each individual piece of equipment must often be numbered manually and come with specific documentation. With multiple data inputs and siloed processes occurring across different sites, there is significant potential for errors.
With a digital ECMS, that potential can be reduced with automated systems, templates, simple equipment identification and digital transfer of documents. The result is improved accuracy, total traceability and a strong customer experience.
Benefits:
ECMSs are the modern approach to equipment compliance management and will become an essential tool as regulations develop to mandate digital documentation for work equipment.
In the European Union (EU), this change will come into effect in 2027 when the EU Machinery Directive will require all work equipment documentation to be provided digitally. Businesses working with equipment will need to prepare to manage large quantities of digital documentation.
As a result of these changes, ECMSs will become not only a nice to have for improved efficiency, safety and compliance – but a need to have. Making a plan for implementing an ECMS into businesses that work with equipment is an important first step towards ensuring long term compliance. Specialist digital solutions for equipment compliance, management and maintenance will help businesses stand out from the crowd and ensure that they are future ready.
Need help developing your plan for a more efficient, safe and complaint future with work equipment? Get in touch and hear how Onix can help 👇