Easy and convenient damage repair: Berliner Bau- und Wohnungsgenossenschaft von 1892 eG enhances its mobile processes

The Deutscher Mieterbund (German tenants’ association) estimates that millions of apartments have some degree of damage. One in five legal consultations at the local DMB tenants’ associations relates to topics such as defects in apartments, damage repair and rent reduction. This poses a major challenge for landlords. However, with the aid of automated processes and intelligent mobile process support, damage processing can be made significantly easier, allowing landlords to avoid rent reduction claims.

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Berliner Bau- und Wohnungsgenossenschaft von 1892 eG (abbreviated to “1892”) is one of Berlin’s leading housing associations with around 6,550 apartments. The association decided to implement the PROMOS platform easysquare mobile back in 2014. First of all, the mobile residential property inspection then replaced the paper-based processes that were previously necessary. In a subsequent step, the association has now also decided to switch to a smart solution for handing over residential properties and processing claims management. With mobile defect reporting from easysquare mobile, PROMOS provides a simple and convenient solution for comprehensive documentation of defects. Users can choose between a mobile app for the iPhone/iPad or a web app for smartphones. With the help of these apps, processors can now record defects at any time using a mobile device and transfer the report to the SAP^® ERP system immediately. Additional manual recording of the defect in the ERP system is thus no longer necessary.

Integrated and on site

If there is a defect, the property manager selects the relevant form for recording defects in the easysquare mobile app. The first step for recording a defect report is to select the relevant functional location via a catalogue containing a geo-dynamically generated list of the functional locations and the property addresses within a specific radius. The radius to be searched can be specified on an individual basis. “1892” chose two forms, one with a search within a radius of one kilometre and one with an unrestricted search radius. After the processor selects the functional location, up-to-date communication data (phone number, mobile phone number, e-mail address) is displayed for the main tenant with a customer account as well as for the tenant without a customer account. If necessary, this data can be edited on site and reintegrated into SAP^® ERP. All the relevant fields for the defect can then be completed using catalogues. The integrated catalogues for “1892” (defect catalogue, suppliers, maintenance service type, functional location and purchaser group) allow them to record all the information in detail with just a few clicks. Defects can also be documented with an image using the photo function. The editing function allows processors to add labels to the image. All photos are saved directly in the form. Once the defect has been recorded, the form is transferred to the ERP system with the aid of the OPSL interface and an order is generated automatically. The order contains all the order data recorded via mobile device. To ensure the greatest possible transparency for tenants during the defect process, they automatically receive confirmation of the order by email.

At present, eleven processors at Berliner Bau- und Wohnungsgenossenschaft von 1892 eG use easysquare mobile to record defects. “Thanks to the unique networking solution, we have significantly simplified and accelerated defect processing and master data maintenance. Our processors on site at the housing developments can record damage or defects easily using a mobile device, regardless of the situation that the processor is currently in. Be it while inspecting a property or in conjunction with the final inspection of an apartment, writing notes by hand and subsequently transferring them to the ERP system back at the office has become a thing of the past,” says Anja Miericke, Head of Inventory Management at Berliner Bau- und Wohnungsgenossenschaft von 1892 eG. “The same applies to the residents’ personal communication data, which processors can now record directly during the dialogue situation in question and transfer to the ERP system immediately.” In the future, “1892” would also like to integrate external partners such as craftsmen, service providers or tenants directly into the technology to optimise further processes and allow transparent communication for all those involved.