Software for Field Measurements and Work Record Management

In 2025, digitalizing field records is essential. Data is increasingly important, and strict regulations and European directives demand traceability and consistency, especially regarding drinking water preparation and wastewater treatment management.

It is particularly crucial to consider the following questions at the outset when introducing new software solutions:

• How to overcome employees’ potential resistance to new technology?
• How to justify the new investment costs?
• How to verify the reliability and usability of the solution with minimal initial expenses?

Let’s examine each of these questions in more detail.

How to overcome employees’ potential resistance to new technology?

New technologies can be implemented using two approaches: top-down or bottom-up. In the classic top-down approach, management decides which software and technologies the organization will invest in. However, increasingly common is the bottom-up principle, where employees identify deficiencies in their workflow and suggest new solutions to management. The main goals typically include improved oversight, traceability, data acquisition and storage, and greater operational efficiency.

In both cases, successful project implementation depends significantly on employees accepting the new software. The software should not be an additional burden; instead, it should simplify everyday tasks. The user interface must be intuitive for both managers and field workers.

For software solutions focused on systematic location inspections and field measurement logging, the program should enable the responsible person to:

• Easily monitor completed work
• Ensure traceability
• Simplify planning for sampling, measurements, and maintenance tasks
• Display critical data clearly for further analysis and historical insight
• Easily schedule tasks across multiple locations or systems simultaneously (e.g., water supply, treatment plants)

Importance of an application for field workers

Field workers need a simple and reliable application that:

• Operates in all conditions, even without mobile signal.
• Has an intuitive interface for data entry (in the TagPlan app, the user scans an NFC tag at the location, opening a specific work order).
• Allows photo capture to document field conditions, serving as proof of completed work or aiding supervisors in office planning.
• Provides easy access to previously completed tasks at the specific location.

How to justify new investment costs?

Software is usually billed based on a subscription model. The organization enters into a rental contract with the provider, typically involving fixed monthly or annual costs. Before signing any agreement, confirm whether updates and custom upgrade options are included in the price.

Investment in software that reduces errors in data entry and simplifies work and inspection procedures can pay off quickly. Paper records and email or phone communications can easily get lost, precisely when they are most needed. The investment is also justified by improved facility security and service quality in drinking water production or wastewater treatment. Regular maintenance and accurate records reduce the risk of critical infrastructure failures.

Analyzing historical data can also help anticipate certain situations proactively.

How to verify the reliability and usability of the solution with minimal initial expenses?

Before introducing a new system, inquire about the availability of a trial period from potential providers. For instance, with TagPlan, we offer a free trial period with full support and introductory training. This enables clients to confirm the software genuinely enhances their workflow.

Check the provider’s references. It’s beneficial to speak with representatives from companies already using these solutions, obtaining first-hand insights.

If you’d like a demo of the TagPlan application, please contact us at info@appolius.com. We’ll gladly answer all your questions.