Managing an extensive district heating network is a massive logistical challenge. Hundreds of kilometers of pipes, thousands of substations, and dozens of field workers require flawless coordination. Traditional paper-based reporting is becoming a thing of the past, making way for modern solutions. A perfect example of this transformation is Mobile HeatGrid, a solution we have successfully implemented for companies like WPEC Legnica (Municipal Heat Supplier in Legnica). What possibilities does it offer, and why is it worth using?
3 key areas where Mobile HeatGrid excels
Integrating a Geographic Information System (GIS) with a Field Service Management (FSM) system allows you to handle almost any scenario in the district heating industry. Where does the system perform best?
1. Planned and routine maintenance
Technical inspections of heating substations or chambers are tasks that must be performed regularly (e.g., every 6 to 12 months). In a traditional model, it’s easy to miss a deadline.
How does Mobile HeatGrid help here?
A GIS operator creates tasks in the GIS system for a selected group of assets, such as substations, chambers, or network segments. They set a planned execution date. These work orders are automatically sent to GeoTask. From there, a dispatcher assigns the tasks to specific field crews. The assignments automatically appear in the GeoTask mobile app on the technicians’ phones.
In the app, field workers log the task’s start time (or their travel start time if the site is further away). Once on-site, technicians fill out a digital checklist, noting what was completed and what wasn’t. They can also attach photographic documentation to the form.
Why does this work? The system automatically monitors maintenance cycles. Closing a task automatically generates a new work order scheduled for the following year. You don’t have to remember a thing—the schedule builds itself.
2. Substation and valve switching
Unlike routine inspections, switching operations aren’t cyclical, but they require absolute precision in documentation.
How does Mobile HeatGrid help here?
The GIS operator creates a work order for a specific substation or valve, specifies whether it should be turned on/opened or turned off/closed, and sets a planned execution date. The field worker records the change in status with the exact date and time directly in the mobile app.
Why does this work? The information is instantly transmitted to the GIS system. There is no risk of data getting lost, being incomplete, or inaccurate, which often happens when an employee jots something down on a piece of paper and only enters it into the database after returning to the office.
3. Emergencies and unforeseen events
Crisis situations demand lightning-fast reactions and optimal resource allocation.
How does Mobile HeatGrid help here?
An emergency task can be created in the GIS system (from where it is automatically forwarded to GeoTask) or directly within GeoTask.
Seeing the real-time locations of all field crews on a map, the dispatcher can quickly assign the work order to the team closest to the incident.
Why does this work? The dispatcher works within a single environment, without needing to switch between different programs. This significantly reduces response times. Furthermore, every work order is linked to a specific asset, helping to build a valuable history of breakdowns and repairs.
“The company gains a single, reliable source of truth about its infrastructure. A shared data repository, fed with information straight from the field, becomes a solid foundation for planning future investments, maintenance, and budgets.”
Who benefits from implementing Mobile HeatGrid? Advantages at every level
Implementing Mobile HeatGrid positively impacts the daily operations of the entire organization. This is perfectly illustrated by WPEC Legnica, a district heating enterprise that manages 278 km of network across 7 cities with a team of 46 field workers.
The positive changes are felt by both management and the technicians carrying out tasks in the field.
Dispatchers and managers: complete visibility and better planning
For dispatchers and managers, the system primarily means gaining full control over what is happening in the field. Thanks to a real-time map view, they know exactly where individual crews are and the current progress of their assigned tasks.
This knowledge simplifies daily work planning and, in the event of sudden breakdowns, allows them to instantly locate and dispatch the nearest available crew to the site.
Additionally, the data collected in the system enables efficient report generation. Managers can use these reports to analyze the effectiveness of field operations and continuously improve processes.
Field crews: optimized daily schedules and streamlined reporting
From the perspective of field crews, the biggest advantage is saying a final goodbye to the tedious process of writing paper reports. Workers no longer have to waste time manually filling out documents on-site (often in unfavorable weather conditions) or after returning to the base. They enter all information in real-time via the mobile app.
They also enjoy the convenience of a clear daily plan, as a ready-made task schedule awaits them on their phones. They no longer have to plan their own work schedules or travel routes.
Importantly, the app ensures full transparency. Accurate tracking of work and travel time makes calculating potential overtime simple and hassle-free.
The company: a single reliable source of network data and greater operational efficiency
Looking at the bigger picture, from the perspective of the entire company, integrating GIS and GeoTask leads to a noticeable increase in efficiency. Digitalization naturally enforces greater consistency and significantly speeds up the flow of information between departments.
The company gains a single, reliable source of truth about its infrastructure. A shared data repository, fed with information straight from the field, becomes a solid foundation for planning future investments, maintenance, and budgets.
Why is it time to say goodbye to paper?
To summarize the capabilities of Mobile HeatGrid, it’s worth highlighting three fundamental pillars that completely transform the quality of work in a district heating company:
Improved work organization
Tasks go directly to the dispatcher’s dashboard and the worker’s mobile app. They cannot be lost or overlooked. An uncompleted work order will always remain visible on the list, and the system will indicate exactly who was responsible for it.
Data reliability
Data is recorded immediately on-site. It isn’t written down hours or days later upon returning to the office. It isn’t handed over on a piece of paper to someone else who might make a transcription error. Data entry is handled by just one person—the one physically performing the task.
Comprehensive and up-to-date information for easier planning
All emergency, service, and maintenance reports are kept in one place. Because the history of each asset is complete, the company can plan investments, operations, and repairs much more easily and accurately.
This article is based on a presentation given at the Network 4.0 conference organized by Globema.
Want to equip your crews with modern tools and streamline the management of your district heating network? Discover the full capabilities of the Mobile HeatGrid system!
Author:
Maciej Bogdan
Deputy Director of the Network Asset Management
Division at Globema
