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An Integrated Asset & Grounds Maintenance Management Solution

An Integrated Asset & Grounds Maintenance Management Solution. London Parks Benchmarking Group Paul Callow 30 th November 2012. BCC – Journey. Birmingham City Council Vision Debbie Needle - Lead Parks Horticultural Performance Officer Existing IT Size of the task

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An Integrated Asset & Grounds Maintenance Management Solution

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  1. An Integrated Asset & Grounds Maintenance Management Solution London Parks Benchmarking Group Paul Callow 30th November 2012

  2. BCC – Journey • Birmingham City Council Vision • Debbie Needle - Lead Parks Horticultural Performance Officer • Existing IT • Size of the task • Requirements of a new system • System structure • Mobile • 4 way Partnership • The benefits • What’s next?

  3. “I know what I want when I see it, but I have not seen it yet” • Birmingham City Council – Parks & Nature Conservation Division (P&NC) • POPI – Parks Operations Performance Information • 109 Page Statement of requirements issued 2008 POPI is more than a single software package. It requires an asset management database, a geographical information system, mobile functionality, financial information, and comprehensive reporting. All these need to be bound together using screens that pull and push information from several systems at once The Vision

  4. The Existing IT • The Background - IT • Core Database known as Logicat – 16 years old • 9 Access Databases • 1 Lotus Notes Database • Small number of maps using Cartolgy and 13,000 scanned plans • Tree System Supplied by CONFIRM • 40 Users • Monthly interface into Finance System “Understanding the history will deliver the future”

  5. Volumetric • The size of the task • 5,000 sites • 35,000 scheduled jobs for grounds maintenance • 13,000 scanned plans • 7,000 variations / works orders raised per year for grounds and trees • 12,000 enquiries per year (excluding chase-ups) which 76% relate to trees • 800 highway inspections each month • 200,000 assets • 229 users required of new system • 165 mobile access required

  6. Requirement Overview • Minimum Requirement • Single System Integrated Solution • Comprehensive Mapping • Customer Contact Centre Integration • Positive Conformation • Mobile solution • On / Off line • Every map image • Minimum monthly fee • Total Financial Management / Modelling

  7. System Structure

  8. System Structure • Any parks related call • SAP CRM including scripting • Identify asset • Raise M3 Worksheets

  9. System Structure • Mapping agnostic • Every Asset captured • Every map asset on the mobile

  10. System Structure • Attributes can be defined • Selected from map • Linked to a site • Linked to task

  11. System Structure • SAP Interface • Produces invoices and internal recharge • Two – way interface

  12. System Structure

  13. System Structure • BCC already selected Merlin • On/Off line - less £5 per month line costs • Field study with BCC/Contractor operatives • 220 devices deployed across Birmingham • Windows 6.5 mobile using HTC Sensations • Inspections – including play equipment • Additional Works orders • Inspections on samples / service provider • Service provider evidence of work not done • Self correcting work / asset • Customer Enquiries from CRM • Tree System provides all of the above • Service Provider Work Scheduler

  14. Mobile – Work List

  15. Mobile – Work Item

  16. Mobile – Assets

  17. Mobile – Confirmation

  18. Mobile – Confirmation

  19. Mobile – Confirmation

  20. Mobile – Confirmation

  21. 4 way partnership • The end user – Birmingham City Council • Northgate Customer – Service Birmingham (Joint venture Capita and BCC) • Merlin Mobile Contractor to Northgate • M3 Public Protection – additional 2,000 man days of effort • Requirements capture, functional specification, software development, testing, field testing, re-work • Cultural change for BCC and Service Providers • Everybody to use IT solution • SP given work schedules • Mobile devices • Penalty enforcement • Total Commitment by all Partners “A successful partnership - no secret just communicate ”

  22. Have we got what we wanted and does it deliver benefits to all?” • Totally integrated Business solution to manage the Parks Operation in BCC • Business Process Review / Transformed the Parks service • Save time / Accurate record of assets and work being done • Now paying for work that is being done / charging penalties • 200 plus users of the system • Quality management information allows for informed decisions to be made • Enquiry Lifecycle from receipt to completion The Benefits “

  23. What’s next? • Finish the project delivery • Allotments • Sightings • Extend the Asset management recording to non GM assets • Move to the Android Mobile • Faster • Cheaper devices • Implement Tree Enhancement Pack • Northgate – Sell and promote the Birmingham experience

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