Success Story
Transforming Energy Audits with Automation:
A Case Study on Streamlining Processes for an HBS Solutions Energy Audit Company.
HBS Solutions, a growing energy audit company, faced multiple operational challenges due to manual and inconsistent processes. From inefficient scheduling to complex, error-prone calculations, these issues hampered productivity, increased costs, and affected audit accuracy. Technokeens partnered with HBS Solutions to develop a custom software solution that automated and streamlined the entire audit workflow, improving efficiency, reliability, and customer satisfaction.
The Challenge
The Challenge
The client faced several challenges related to their manual processes for energy audits:
- Inefficient Scheduling: The manual scheduling of audits was time-consuming and prone to delays, affecting productivity and customer satisfaction.
- Inconsistent Calculation Templates: Energy Conservation Method (ECM) calculations were managed using Excel, but the lack of standardized templates led to inconsistent data, errors, and difficulties in maintaining uniformity across projects.
- Complex Calculations: ECM calculations, involving complex formulas, were manually done in Excel, leading to errors and incorrect outputs, which impacted the accuracy of data reporting.
- High Operational Costs: Manual processes for scheduling, calculations, and data management resulted in increased operational costs and inefficiencies.
- Manual Utility Company Connection: The manual communication with utility companies caused delays in approvals and data exchanges, slowing down the entire audit workflow.
- Data Management Issues: The vast amount of audit-related data, including unit information and photos, was difficult to manage, leading to inconsistencies, version control issues, and increased risks of data loss.
Solution
The Solution
Technokeens provided a comprehensive, automated software solution to streamline the energy audit process:
- Cloud-Based Software: A robust software solution hosted on AWS was developed to fully automate the energy audit process, offering scalability, secure data handling, and reliable performance.
- Role-Based Access: The system included role-based login functionality, ensuring secure access for different users and enhancing data security by limiting access to specific tasks.
- Centralized Data Management: A centralized data storage system was implemented to store all audit-related data, such as unit information and photos, in one secure location, simplifying data retrieval and improving consistency.
- Automated ECM Calculations: Complex ECM calculations were automated, eliminating the need for manual inputs and reducing errors, ensuring accuracy and efficiency.
- Standardized Templates: Standardized ECM calculation templates were created, ensuring consistent and accurate calculations across all projects and simplifying audits.
- Automated Report Generation: Engineers could now generate detailed reports automatically, streamlining the process and improving communication with utility companies by allowing direct email submissions.
- Mobile Application for Field Engineers: A mobile app was developed for field engineers, enabling them to access project data, perform calculations, and submit reports directly from the field, ensuring real-time updates and flexibility.
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Challenges
- Inefficient Scheduling of Audits
The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience. - Inconsistent Calculation Templates
Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors. - Complex, Error-Prone Calculations
Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results. - High Operational Costs
Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency. - Manual Utility Coordination
Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens. - Data Management Challenges
With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.
Solution
Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.
- Custom Software Development on AWS
A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion. - Role-Based Secure Logins
The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity. - Centralized Data Management
All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks. - Automated ECM Calculations
Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs. - Standardized Templates
Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits. - Automated Report Generation and Utility Submission
Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time. - Mobile Application for Field Engineers
Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.
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We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.
#2 Sprint planning
Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.
#3 Tech architecture
We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently
#4 Standups & weekly demos
Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.
#5 Code reviews
Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells
#6 Iterative delivery
We divide the implementation process into several checkpoints rather than a single deadline.
Impact
Key Highlights
- Streamlined Scheduling: Automation of scheduling reduced delays and increased efficiency, improving overall productivity and customer satisfaction.
- Increased Accuracy: Automated calculations and standardized templates eliminated inconsistencies, ensuring accurate data reporting for every project.
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- Cost Reduction: The automated system reduced operational costs by eliminating time-consuming manual tasks, increasing overall efficiency.
- Enhanced Data Management: Centralized data storage simplified information retrieval, improving data consistency and reducing the risk of data loss.
- Faster Communication: Automated report generation and direct email submission to utility companies expedited the approval and data exchange process.
- Improved Field Flexibility: The mobile app allowed engineers to work seamlessly from the field, updating data in real time and increasing project turnaround times.
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