As an MCERTS inspector in the water industry in the UK, I am required to produce detailed and consistent reports following each site inspection. Currently, this process is time-consuming, repetitive, and heavily manual, involving multiple platforms and document types. I am seeking to develop a platform (web-based or tablet app) to streamline and automate this reporting process while maintaining flexibility and a high standard of output.
Current Workflow: On-site data collection Data is manually recorded during inspections and entered into a structured Excel spreadsheet. This spreadsheet is uploaded to a SharePoint folder. Supporting Data & Assets Site location, contacts, and other details are already stored in a separate internal database. Photographs taken during inspection are uploaded and need to be inserted into the report. Aerial images (Google Maps view) are pre-generated and stored as PDFs or image files. Trello may also contain site-specific notes or information relevant to the report. Report Generation (Currently in Microsoft Word) A standardised template is used. Relevant sections of the spreadsheet are copied and inserted into the Word report. Photos and maps are added, resized, and arranged in a consistent layout. Final document is exported as PDF and sent to the client.
Platform Requirements: 1. Integration & Data Sources
Import on-site data from Excel spreadsheets stored on SharePoint. Pull site information (e.g. location, contacts, permit numbers etc etc) from an existing internal database. Attach image files (JPEG, PNG, PDF) from local folders or SharePoint. Optional: Trello integration to extract additional notes or action items. 2. Report Automation
Auto-generate a report using a fixed, editable template (similar to existing Word format). Insert spreadsheet data into relevant sections automatically. Insert and resize images (photos, aerial views) with predefined or editable layout rules. Maintain consistency in formatting across all reports. 3. Output & Editing
Reports should ideally be generated in Microsoft Word (.docx) format for manual editing if needed. Alternatively, if generated in another format (HTML or markdown), it must be easily exportable to Word with all formatting preserved. Each report section (text, tables, images) must be editable before export. 4. Interface & Usability
Web-based or tablet app for convenience in fieldwork. Simple, intuitive user interface allowing drag-and-drop for images and easy selection of data sources. Manual overrides and adjustments should be easy (e.g. adjusting image orientation, adding additional notes). 5. Document Management
Save drafts and completed reports with version control. Option to sync or upload final PDF/Word reports to SharePoint or email directly from the platform. Nice-to-Have Features: Calendar/reminder system for scheduled inspections or report deadlines. Tag or filter sites based on urgency, region, or client. Secure login with user access levels (e.g., admin, inspector, reviewer). Image annotation (e.g., mark issues directly on photos before inserting into report).
Budget as a placeholder only. ~Sample reports will be sent through after NDA is signed.
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