Separate findings by trade
The agent reads the inspection report and splits it into individual findings. To each finding it attaches the trade and the page number in the report.
Inspection report PB-2087, 34 findings across 5 tradesThe inspection report lists the findings. It does not say which ones are urgent or who they concern.
Derives the trade, urgency, legal consequence and work order from an inspection finding.
Public administration
Four processes that take up the most time today
Developed in Germany · Hosted in the EU or on-premises
Delivered together with
Sovereign hosting in Germany, single-tenant from the first user.
Legal, tax and compliance expertise for legally sound deployment.
Advisory and implementation for the public sector, starting with the AI readiness assessment.
One line in an inspection report takes four decisions before a tradesperson sets off.
The report arrives from the inspection service as a PDF, with the findings listed one after another as running text. For each finding, the property manager determines the trade, estimates the urgency, looks up the legal consequence and writes the work order. The deadline runs from the inspection date, not from the day someone opens the report.
34findingsThe inspection report for the Nordkai 7 property lists 34 individual findings in no particular order.
5tradesElectrical, plumbing, fire protection, lifts and roofing share the findings between them.
4decisions per findingTrade, urgency, legal consequence and execution are each determined separately.
11working daysThat is how long the report sits until the last work order is written.
After the first sort, the work orders are ready, grouped by trade and deadline, and defects are resolved 50% faster.
Resolving defects 50% faster is this agent's headline figure. The 34 findings and the eleven working days to the last work order describe a typical run after a routine inspection; none of it was measured.
Three steps through the process.
The agent gives each finding a trade, a deadline and its location in the report; maintenance planning decides who gets the job.
Document the urgency and legal consequence
For each finding, the agent quotes the deadline stated in the report and the inspector's classification. If a detail is missing, it marks the finding as open.
28 findings with a deadline from the report, 6 marked as having no deadlineSet up draft work orders per trade
The agent combines the findings for each trade into a draft work order, with the location in the report and a deadline date for every item. Maintenance planning approves the order.
auftragsentwurf_elektro_PB-2087.pdf, 9 items, deadline 30 SeptemberWhat the agent does not do.
It does not commission the tradesperson.
It presents the draft work order with items, report references and deadline. Maintenance planning signs off the award.
It does not assess whether a finding affects structural stability.
It reproduces the classification from the inspection report verbatim, as a quotation. The technical assessment stays with the expert.
If the expert adds to a finding after the site visit, it only sees this once the report supplement arrives.
It works with the signed inspection report and the work orders in the CAFM system. Until the supplement is filed there, it treats the finding as it stood in the original report.
Connected systems
- CAFM system
- work order management
- document management system
Operations
- Deployment modelEU cloud or private cloud
- Data processingGDPR-compliant, no model training on your data
- Responsible teamsTechnical property management, maintenance
The questions that come up before the first meeting.
How quickly is the Defect to Work Order Agent ready to use?
A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.
Where is the data processed?
EU cloud or private cloud. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.
Where does the figure “50% faster defect resolution” come from?
It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.
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