Driving efficiency and compliance through smart digital asset management

Before implementing Ultimo's EAM system, PETROFER encountered multiple challenges, including:

• Inefficient, paper-based inspection processes that were highly time-consuming

• Lack of visibility into systems requiring monitoring and their scheduled inspections

• Compliance risks from undocumented telephone agreements that cannot be traced

In just four months, PETROFER successfully migrated from On-Premise to the Ultimo Cloud platform without operational disruptions. Supported by Ultimo specialists and the Ultimo e-learning tools, the transition empowered 16 core users, six mobile technicians, as well as 67 additional employees, to manage work orders, inspections and asset reporting across departments thus transforming their technical asset management into a streamlined, Cloud-based operation.

Key benefits realized include:

• Massive Efficiency Gains: Tablet-based inspections of approximately 200 shelving units now reduce the overall inspection time by 60% per each inspection cycle, while simultaneously improving the documentation quality. 4,850 assets are currently documented in the Ultimo Enterprise Asset Management (EAM) system, ranging from 500 m³ tank systems and agitators to mixing containers, pallet racks and even toilet seats.

• Guaranteed Legal Compliance: Audit-proof documentation of monitored assets ensures full compliance with legal regulations. Automated job planning with adequate lead times helps meet statutory inspection deadlines and provides legally secure documentation for regulatory audits.

• Operational Flexibility: The mobile tablet solution allows seamless transfer of inspection tasks between technicians, whether during emergencies or staff changes. Digital workflows replace verbal and paper-based communication, eliminating information loss and optimizing work orders prioritization.

• Strategic Capacity Reallocation: By reorganizing workflows, operational inspections are now reassigned to qualified maintenance staff, allowing the asset management team to focus on strategic tasks such as asset expansion and system enhancements. Additionally, an average of 50 to 100 self-service work orders are registered per month which helps reduce the workload of the technical team.

The company plans to introduce automatic document creation for legally compliant inspection certificates at the push of a button and expand its use of the building management module in more details. In the long term, PETROFER aims to fully digitalize order processing across all departments.

Integration of the electrical infrastructure into the system is also planned. Another potential future enhancement is the introduction of Ultimo's EHS (Environmental, Health & Safety) management module.

As part of its corporate strategy, PETROFER remains committed to an ongoing digitalization journey. We look forward to continuing to support PETROFER’s digital transformation and further expanding its asset management capabilities.