ORS – Object Reporting System

Background

In 2012, we realized that, given our rate of expansion, it would be unsustainable to continue reporting all work in “physical” form using paper forms. In 2013, we decided to build an electronic system for reporting all our work in clearing and planting. Together with the Uppsala-based web agency Mindsnake, we developed a web-based and customized object reporting system called ORS over the course of just over 6 months. The system was launched just in time for the start of planting in the spring of 2014. Since then, we have been using the system for all jobs in clearing and planting. For land preparation, we use Forest Link.

ORS

The system operates in such a way that each user has an account that they log into via the web, similar to a regular email account. Each work team has a “team leader” who has an account and continuously creates object reports in the system as the projects are completed. When an object is finished, they send the report within the system. The report then arrives in the “inbox” of the supervisor responsible for the team. The supervisor checks all the data in the report against the self-monitoring they have conducted and/or other information about the object that the supervisor has gathered.

Once this is done, the supervisor “certifies” the object report, which is then forwarded in the system to the administrators in our office. They review the report before exporting it to “Navision”, which is the business system we use to create invoices, bookkeeping, etc. The contents of the system are continuously backed up. Object reports can also be sent back in the chain if, for example, the administration discovers something wrong in a report. They can then return the report to the supervisor, who can similarly send it back to the respective team leader with a comment about what needs to be changed.

For our customers

We can also offer our customers access to certain parts of the system. With your own login, you can view the status of your projects and see other details such as the number of plants planted, hours worked, cleared hectares, and more. Contact us if you are interested, and we will arrange an account for you.

Benefits

The advantages of a web-based digital system compared to paper-based object reports include:

• Faster invoicing.
• Requires less administrative staff.
• No risk of reports being lost or forgotten.
• Easy to monitor so that no supervisors or team leaders fall behind in reporting.
• Simple to transfer responsibility for projects from one supervisor to another in the event of illness or similar situations.
• No risk of data in the reports being incorrect to unclear handwriting.
• Easy to search for and retrieve old object report if something needs to be checked later.
• Allows team leaders and supervisors to report directly from the field.
• Saves a significant amount of time and travel compared to the past when supervisors had to collect reports from the field and then either drive or mail them to the office.
• Environmentally friendly, as we save paper, printouts, and numerous car journeys.
• Provides our customers the opportunity to check on the status of their specific projects.
• Offering Internet access to all work teams also has the positive effect of helping our workers to keep in touch with their families back home.