TKIL (Thyssenkrupp India)
Unifying preventive maintenance, vendor management, and calibrations into a single platform with Dovient.
Industry Context
Industrial engineering and EPC (Engineering, Procurement, and Construction) organizations manage large volumes of equipment across active project sites and permanent facilities. Maintenance in this environment involves coordinating with multiple external vendors, tracking calibration certificates for precision instruments, and running preventive maintenance on heavy machinery that operates under demanding conditions. When these functions live in separate systems or spreadsheets, information gaps create delays, missed calibration deadlines, and duplicated work. A unified view across all three functions is not a convenience. It is a prerequisite for running operations efficiently at scale.
The Goal
TKIL's maintenance operations spanned three distinct but interconnected functions: preventive maintenance scheduling, vendor coordination, and equipment calibration tracking. Each of these was being managed through its own workflow, which meant the maintenance team was constantly switching between tools and cross-referencing information manually.
The team wanted to bring all three functions into one place so they could operate with a single source of truth. Vendor service records needed to be linked to the equipment they serviced. Calibration due dates needed to be visible alongside PM schedules. And the maintenance manager needed a dashboard that showed the status of all three functions without having to compile reports from multiple sources.
The specific outcome they were targeting was operational consolidation: one platform where PM tasks, vendor contracts, service history, and calibration certificates all lived together. This would reduce the overhead of managing multiple systems and give the team confidence that nothing was falling through the gaps, especially calibration deadlines for precision instruments that have strict compliance requirements.
The Approach
- Consolidated all preventive maintenance schedules into Dovient so every task, frequency, and assignment was visible in one dashboard. Equipment was categorized by criticality to prioritize scheduling.
- Brought vendor management into the same platform, linking vendor contracts, service records, and contact details directly to the relevant equipment. Each vendor's service history became accessible from the asset profile itself.
- Set up calibration tracking with due-date alerts and certificate storage so instruments stayed compliant without manual follow-ups. Each calibration record links to the instrument, the vendor who performed it, and the next due date.
- Built out the asset registry with detailed profiles for each piece of equipment, including specifications, location, warranty status, and linked documents like manuals and datasheets.
- Rolled out in phases: preventive maintenance first (since it had the highest volume of tasks), then vendor management, then calibration tracking. This let the team build familiarity with the platform before adding complexity.
- Configured work order workflows so that vendor-serviced tasks and internally handled tasks followed the same tracking process, making it easy to see what was pending regardless of who was responsible.
- Gave the maintenance team a unified view across all three functions, reducing context-switching and eliminating the need for separate tracking spreadsheets.
The Outcome
Timeline
Three Functions, One Platform
TKIL now manages preventive maintenance, vendor coordination, and calibration tracking from a single platform. The maintenance team operates with one consolidated view instead of switching between separate tools and spreadsheets. Calibration deadlines are no longer at risk of being missed because alerts fire automatically. Vendor service records are accessible directly from the asset profile, so there is no need to search through email chains or filing cabinets. The maintenance manager reviews all three functions from one dashboard, which has simplified weekly status meetings and made it straightforward to identify where attention is needed.
What Changed Day to Day
- The maintenance manager starts the day with a single dashboard that shows PM tasks due, upcoming calibrations, and pending vendor service visits. There is no need to check three different systems or compile a status update manually.
- When a vendor completes a service visit, the technician logs it against the equipment in Dovient. The service record, cost, and any follow-up actions are linked to the asset, building a complete service history over time.
- Calibration certificates are stored against each instrument. When a calibration is due, the system sends an alert in advance, giving the team time to schedule the vendor and avoid any lapse in compliance.
- Weekly review meetings are shorter. The maintenance manager pulls up the dashboard, reviews PM completion rates, flags overdue calibrations, and checks vendor task status, all from one screen.
“Consolidated Preventive Maintenance, Vendor Management and Calibrations into one place.
Dovient Features Used
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