Tips for Selecting a Mobile Data Collection System That Performs for Your Remote Workforce


A mobile data collection system is not a new concept for organizations. Companies that commit to collecting data correctly and then apply analytics effectively can be rewarded with significant cost savings. Companies can also expect exponential gains in process and production efficiency. As organizations make the move from paper and Excel data collection to mobile data collection, it’s important to make sure the tool you select is flexible and configurable, so you can get the most from your new solution.

It is also important to remember that your firm’s processes are unique, and they can change over time. To address this issue of changing requirements, you need a solution that allows your admin users to customize your mobile data collection tool to your processes without requiring a programmer’s help. You need to be able to change and alter the configuration of your tool as your processes change over time – especially if you’re executing processes where regulatory and compliance issues must be met. For long-term success, it’s critical to have a system that can be adjusted to stay current with updated requirements and regulations.

To make your mobile data collection effective and efficient, your tool should be easy for an admin with no technical experience to configure and manage. It should be easy for them to customize it for your processes in the following ways:


1. You should be able to configure the mobile data collection system according to your requirements

This means the simple capability to add a text input, a dropdown list, a yes/no question, or prompt the user to take a picture or scan a barcode. You should also be able to use familiar terms and equipment names. Using familiar terms and equipment names makes adoption easy for your front-line employees who will be collecting the data. If they have a hard time using your mobile system, adoption will suffer, and you will not achieve your company’s goals.

2. You should be able to set minimums and maximums

Depending on what process is being inspected you should be able to set minimums and maximums. Those minimums and maximums should be customizable (eg: different values depending on the equipment or product).

3. You should be able to add supplemental questions or options based on the answer to a previous question

For example, if an inspection fails, you should be able to require that your users enter additional follow-up information before they can complete the transaction.

4. Your system should have integrated reporting capabilities with all of the features that you need

Exporting to Excel is just a minimum. Your tool needs to include easy-to-understand reports. This includes graphs and charts and real-time dashboards. These reports should be easy to access and automatically delivered to those who need them. The reports should also be user configurable – you shouldn’t have to wait weeks or months to get the outputs you need to manage your business.

5. Your system should have the flexibility to integrate other types of technology with your mobile data collection

If you have an ERP, you should be able to easily integrate your mobile data collection tool with it. You should also have the ability to take advantage of all the new types of data that a mobile data collection tool can capture. This includes things like taking pictures and making them easy to access, and the ability to scan bar codes and read RFID tags. GPS functionality, where applicable, can help ensure compliance and reduce manual data entry tasks. It’s also important to note that these tools allow you to enforce ever-increasingly complex business rules that supply your organization with the information it needs to make good business decisions.


A flexible and configurable mobile data collection platform not only makes data collection a very quick and easy process for the people doing it, but once the data is collected, it sorts the information and delivers it to stakeholders as needed. Using the proper tools can make your processes more efficient and your data more accurate and insightful, allowing your organization to grow and meet its goals more efficiently.  To learn more about KipTraq or to see how it can be customized for your need please contact us for a custom demo.