Digitization of processes in waste management
Success story at SUMA
ABOUT THIS SUCCESS STORY
SUMA, a leading company in the field of waste and urban cleaning, replaced its manual, paper-based processes with a mobile application developed by Xpand IT. The implemented solution helped reduce human errors, accelerate information access, and improve team performance evaluation.
SCOPE OF THIS SOLUTION
- Xamarin / .NET MAUI
- .NET
- Operational digitization
- Real-time access and validation
The challenge: transitioning to a digital system
SUMA was operating with a fully manual, paper-based process. The existing workflow relied on providing a duplicate form to each driver, who filled it out manually with required information, such as the service team, vehicle used, route taken, and so on.
One copy was sent to the administrative area for manual data entry into the system, and another for maintenance, in case any issues were reported. This method was not only time-consuming but also highly prone to errors. Data entry into the database was done asynchronously and manually, making it susceptible to issues like illegible handwriting, transcription mistakes, and significant delays in making data available.
In many situations, information was only accessible days or even weeks after the service had been performed. This slowness compromised timely decision-making, made it difficult to monitor operations, and limited performance assessment of field teams. With hundreds of drivers submitting sheets daily, the volume of data quickly became unmanageable for administrative teams.
The transition to a digital system also brought adoption challenges. Many drivers lacked experience with mobile technology and were resistant. Limited computer literacy was a hurdle.
Finally, there were technical limitations. At the start of the project, not all operational centers had Wi-Fi coverage. During routes, internet access was often unavailable. A solution was needed that would reliably work offline and ensure data could be used and sent automatically as soon as a connection became available.
Digitization
of service records to eliminate paper, reduce errors, and speed up the flow of information.
Reliable data
with fast and centralized access to information.
Simplicity of use
with an intuitive interface, offline functionality, and ensuring adoption by all users.
The solution: digitization of processes at SUMA
The starting point was ensuring that the solution mirrored the existing workflow: supervisors plan services, and each driver receives a daily list of activities. The difference is that everything now happens digitally.
When a driver starts a shift, they access the app and see the assigned services. Throughout the route, they record necessary data — such as the number of bins collected, kilometers driven, or relevant notes — and submit it at the end. Even without internet during the route, the app stores records locally and syncs automatically as soon as a connection (Wi-Fi or mobile data) is available.
This offline functionality was crucial, especially in the early stages when many operational centers lacked network infrastructure. Today, all centers have Wi-Fi, and the devices used by drivers include mobile data access, making syncing nearly instantaneous.
In the back office, supervisors still play a key role. After submission of the daily report, they validate the recorded information and make corrections if needed. This double-check ensures data quality and allows team performance to be assessed based on concrete, real-time indicators.
The app was initially developed using Xamarin and .NET to integrate with the existing back office. Over time, it was migrated to the .NET MAUI framework. During the migration process, bugs were fixed, performance improved, and new features added — such as the registration of different fuel types (to accommodate electric, gas, and hybrid vehicles), and automatic capture of the device serial number, enhancing record traceability.
More than just digitization, the implemented solution became an integrated operational management tool. It aligns with internal processes, adapts to on-the-ground realities, and evolves with the organization’s technology. Perhaps most importantly, it’s now accepted by the drivers, thanks to ongoing training and ease of use.
"Our relationship with Xpand IT has been positive. Whenever we reported a problem, we got a response and the issues were resolved."
Elsa Sousa
Developer, SUMA
Benefits: automation and agility
Significant reduction in errors
by eliminating interpretation mistakes and data duplication.
Immediate information
through real-time access to recorded data, even before final validation.
Time optimization
with faster data entry for drivers and simpler validation for supervisors.
Total dematerialization
with the elimination of paper forms and manual data entry.
Greater operational control
with more reliable data available for performance evaluation.
Widespread acceptance
of users (drivers) that use the app daily and have ongoing training support.
"Our relationship with Xpand IT was always good and cordial."
José Santos
Director, SUMA
Technologies
About SUMA
Headquarters: Lisbon, Portugal
10,000+ employees
Mission and values
- Commitment to technological development
- Present in 5 countries and 4 continents
- Priority is the protection of the environment and the quality of life of communities
Type of solution
- Project focused on transitioning to a digital system;
- Development of an application simple and easy to use;
- Ensure fast and centralized access to essential business information.
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