Optimized workflow for O&M providers

Every O&M provider needs to have solid workflow process to remain competitive in the market. An optimized process that ties everything together from start to finish will allow your company to deal with a heavy workload as efficiently as possible. Having the ability to scale up and down with your core team is essential to have long-term success. Here, we have outlined the O&M cycle that our workflow covers:


Assets: The details of your solar or wind assets need to be readily available to you. Whether its related to development, financial, contractual, operational or contact information, all of these details should be on hand for your team to find with a few clicks. You should be able to break down your assets into multi-layer portfolios and sub portfolios and filter these assets by region or other key indicators to allow for streamlined truck roll and contract management.

Monitoring: Your asset management system needs to give you the ability to monitor your assets regardless of data acquisition system, inverter type, data logger or SCADA system. The data for all your assets should be consolidated into one system to monitor near real-time performance in a standard fashion. You should have a tree view and an ability to drill down and compare different channels.

Alarms: Your asset management system should have the ability to use the alarm data from your monitoring provider or give you the ability create alarms based on thresholds or parameters that would trigger automated response tasks. You should be able to adjust your alarm parameters to avoid dispatching for false positives or non-critical events. The monitoring system should have the sufficient capability for you to quickly diagnose the issue and ideally be informed about the expected cost of downtime.

Work Orders: Your maintenance management system (CMMS) should give you the ability to track many details of your assets. You should be able to tie in spare parts, warranty documentation, alarms, labour details, dispatch fees, equipment and material costs. Additionally, you should be able to add multiple resolutions along with related documents, or other attachments from any mobile or computer device. You should have the ability to define your own notification group to the ticket that includes key stake holders such as the ticket creator, technician and asset manager. Some automation should be available to you such as automated work orders based on alarms.

Dispatch: Your work order system should also have the ability to tie into third party dispatch mobile apps through API. The data should flow both ways and synchronize based on triggers on the asset management side or the mobile side. Your boots on the ground should get dispatch orders on their mobile apps that they can use to update the work orders upon completion. The data should then flow back into your asset management system.

Estimates: Depending on your business, you may or may not need to create an estimate prior to invoicing but having the ability to convert your work order details into an estimate and quickly email the client for approval can saving your billing team time every month. Invoicing: You should invoice based on your work order data or estimates automatically with a few clicks. The details will come from the work orders along with details of the contract rates that you have in place allowing for accurate automation of billing from services or energy generation.

Reports: At any point in time, you should be able to generate reports that include any of the above data. If your asset data is consolidated in one place, all that information should be available for you to export in a report template. Tying all of these tools together can allow you to automate many of your daily tasks and then view your work history in report context. It will also enable aggregated data rolled into portfolio-based reports when viewing multiple assets at once. Having an optimized, efficient process in place will improve your bottom line and decrease the time it takes for each cycle to finish.

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