Paperless Inspections: 415H Saved Annually with Spartakus APM

The client operates multiple manufacturing facilities across North America and has long been recognized as a high performer in maintenance and reliability. Their practices were already aligned with some of the best standards in the industry, supported by a dedicated team and structured maintenance routines.

However, despite this strong foundation, there remained opportunities for improvement, particularly in digitization and data integration. Prior to implementing Spartakus APM, the client faced several challenges:

• Maintenance data was largely paper-based or scattered across various systems
• Asset health was difficult to assess holistically
• Some Preventive Maintenance (PM) strategies were inconsistent or underdeveloped
• Lubrication and inspection routes lacked structure and traceability

These limitations revealed areas where even a well-established maintenance program could continue to improve.

By replacing paper-based routines with digital workflows, the client unlocked over 415 hours of productivity in just one year, proof that even high-performing teams have untapped potential when they go paperless.

Project Objectives

The main goals of the project were to:

Spartakus APM Deployment

The main goal of this project was to eliminate paper-based maintenance processes and replacing them with smart, digital workflows. Prior to deployment, were performed manually on paper, leading to inefficiencies, limited traceability, and a lack of real-time visibility.
To do so, Spartakus APM was deployed with the following capabilities:

• Digital execution of PM checklists, lubrication rounds, and inspection routes, with automated work order creation for scheduled maintenance tasks
• Integration of condition monitoring technologies into Spartakus APM (vibration analysis, oil analysis, thermography), enabling maintenance work orders to be generated based on sensor data and analysis
• Asset Health Dashboard, offering cross-referenced data for a real-time view of Asset health
• Migration of the Lubrication program into Spartakus, correcting data gaps and enhancing oil consumption traceability with full integration of historical lab data, with over 15 years of lubrication and oil analysis results now centralized and accessible in Spartakus APM

Key Benefits of the Deployment

The deployment of Spartakus APM marked a turning point for the client, shifting core maintenance activities away from paper and toward a fully digital, integrated, and intelligent workflow.

• Digitalization and Centralization of Route: digitizing lubrication, inspection, and preventive maintenance routes, the client eliminated paper-based checklists and manual transcription. This brought structure, consistency, and traceability to daily tasks while reducing administrative overhead.
• Clear View of Asset Health: The system brought together data from all condition monitoring technologies to provide a full picture of equipment health. Teams no longer had to rely on siloed Excel files created from paper routes and other data.
• Easy to Update Strategies and Routes: Maintenance strategies and inspection routes can be updated quickly and without complexity, allowing for optimization of maintenance schedules for improved efficiency.
• No More Paperwork for Regulatory Inspections: Inspection data is recorded and stored in the system, removing the need for paper forms or manual filing.

These results were further reinforced by two key success factors:

• Easy Integration with Existing Systems: Spartakus APM integrated easily with the client’s existing oil lab workflows, requiring no changes to tools or routines.
• Strong Adoption by Technicians: The ease of use and practicality of the new system led to strong buy-in from frontline technicians, ensuring a smooth and sustained transition to digital operations.

Quantifiable Results and Operational Efficiency

Since the rollout of Spartakus APM, the client has fully digitized all preventive maintenance and lubrication tasks. This transition has had a direct impact on operational efficiency, leading to significant time savings and making maintenance operations more efficient.

Additionally, they are now able to leverage the value and continuous improvement of all strategic maintenance data within a single system.

This integration enables a comprehensive view and deeper understanding of asset health across all reliability programs, helping to increase asset reliability by reducing unexpected failures and downtime.

Together, these savings reflect the full elimination of paper-based tasks, from inspections and planning to compliance reporting.

Conclusion

Even in a facility already operating with mature and structured maintenance practices, Spartakus APM delivered transformative results by fully digitizing operations. The shift away from paper-based routes toward a centralized, digital system fundamentally changed how maintenance was executed.

All preventive maintenance, lubrication, and inspection tasks are now performed digitally, bringing consistency, traceability, and real-time visibility that were previously impossible with manual systems. This digital transformation not only eliminated administrative inefficiencies but also empowered the team with data-driven insights to continuously improve performance.

In this case, the key to unlocking additional value wasn’t changing the strategy, it was enabling it through technology. The successful deployment of Spartakus APM proves that even the best maintenance teams can go further when they leave paper behind and embrace a connected, digital-first approach to reliability.

Raphael Tremblay,
Spartakus Technologies
[email protected]