Axians and Antumo for PKP Intercity: Digitization of Rolling Stock Inspectors’ Documentation

PKP Intercity is the national rail carrier that operates long-distance passenger services throughout Poland as well as international routes. PKP Intercity currently operates over 500 trains daily, offering a range of service categories—from local trains to Pendolino express trains, which provide the highest level of travel comfort. The carrier systematically invests in modern rolling stock and IT infrastructure. PKP Intercity is committed to digitizing operational processes and implementing modern IT solutions that improve both the quality of passenger service and the efficiency of its own technical teams. 

The Challenge

PKP Intercity, a long-distance rail carrier, faced a key challenge related to modernizing the processes for controlling and managing technical inspectors’ documentation. The goal of the implementation was to digitize the document workflow, which would enable even faster information exchange and automatic archiving of technical data, supporting the highest standards of traffic safety. Managing paper documentation was time-consuming and required physical archiving, which negatively impacted the availability of information needed for rapid operational decision-making.

Areas Covered by Optimization and Digitization

The rolling stock inspector plays a key role in ensuring the safety and efficiency of the rolling stock. In their daily work, they are responsible for the technical and operational documentation of the train set and must, among other things, complete detailed technical inspection reports, such as safety system test reports and vehicle readiness status reports. 
PKP Intercity employees needed an IT tool to digitize and automate the workflow for these documents.

To carry out this task, the company partnered with Axians. The team was responsible for the strategic and operational management of the project, as well as work related to integrating the solution with the rest of the carrier’s IT ecosystem. Antumo (formerly M2T P.S.A.), a company specializing in IT projects in the public transportation sector, served as the project’s main subcontractor. Antumo’s engineers conducted a needs analysis for PKP Intercity and developed the software’s functionalities.

The solution

The system automated document workflow processes, reducing the number of errors, improving data availability, and streamlining document management. Another goal of the implementation was to create a tool that would not only increase the efficiency of inspectors’ work but also ensure compliance with legal requirements and industry standards.   
Thanks to this project, PKP Intercity has increased operational safety and introduced greater transparency and standardization into the daily work of rolling stock inspectors.

Project Scope

As part of the project, Antumo developed a dedicated mobile app called “Teczka Rewidenta” (Auditor’s Folder)—a modern tool that enables digital document management and streamlines the work of technical auditors.

Now, inspectors have access to a train’s complete technical documentation and inspection history, and can report inspection results in real time. “The system uses secure, encrypted data transmission channels that are fully integrated with PKP Intercity’s cybersecurity policy,” says Joanna Siecińska, Member of the Management Board for Finance and Business Development at PKP Intercity.   

Axians’ engineering work included the delivery and implementation of the “Inspector’s Folder” system.

Results

The system is continuously developed and adapted to the organization’s changing needs, allowing PKP Intercity to respond flexibly to new operational requirements and streamline the auditors’ daily work.

Customer Benefits

• Automation of inspection and reporting processes. The modern system has reduced the need for paper documents, which has shortened work time and reduced the risk of errors.
• Increased efficiency of auditors’ work. Access to digital databases and the ability to generate and send reports in real time have significantly streamlined train preparation and accelerated the process of dispatching trains.
• Data security and availability. Ensuring rapid access to information and protecting it against loss.
• Compatibility with IT infrastructure. The system integrates with other tools used at PKP Intercity, supporting the consistency and efficiency of operational processes.
• Support for the sustainable development strategy. Reducing the use of paper documents helps decrease the consumption of natural resources and lower the carbon footprint, aligning with the company’s environmental priorities.