Public Sector Software

1. Public Sector Software

2. Who Are PSS? • Public Sector Software was founded in 1989 to deliver unique software solutions at affordable prices to the public sector • We are a small firm who pride ourselves on our ability to be: • proactive in the marketplace utilising new technologies as they become available, and • reactive to customer requests for developments to functionality to meet changing needs.

3. What Can We Offer? • PSS provides software solutions for asset and inspections management: • PlaySafe is the UK’s leading software system for managing the inspections and maintenance for equipped play sites and open spaces. • StaySafefollows the same management process - managing for a broader range of Local Authority owned assets.

4. Key Benefits • Paperless inspections complement your workflow through increased process efficiencies • Designed in conjunction with like-minded authorities ensuring your needs and processes are understood • Detailed inventory enabling storage of information, images and related documents • Intelligent software solution providing access to industry standards to aid best practice.

5. Features & Benefits • Standardised drop down lists of findings and tasks cross referenced to assets providing intelligently populated database • Pre-formatted finding and tasks lists for ease and simplicity of inspections capture • Peace of mind provided by direct links to items requiring action via automated To Do list • Web based upgrades offering instant access to all the latest features.

6. Asset Management Process • Inventory items requires regular inspections to maintain standards • Inspections result in Findings (defects) being recorded • Findings require Tasks (actions/maintenance) in order to resolve them • Tasks need to be done by someone who will require a works instruction to action them. A variety of methods for issuing instruction are available. • Works orders can be sent out to notify the contractor that the works are required to be done. • Budget needs to be allocated when work is carried out as works require labour and parts to be purchased. • When items are completed the dates automatically apply themselves to all relevant stages of the process.

7. 3 Key Sections • Inventory Management • Knowing what assets you have and where they are • Inspections Management • Maintaining a regular schedule of inspections • Maintenance Management • Ensuring maintenance is completed in a timely fashion and who is responsible for seeing it through to completion

8. INVENTORY MANAGEMENT

9. Simple MS outlook style navigation Inventory view provides summary of asset register information. View filters enable ease of searching for specific data. Drag and drop functionality to manage column views. Inventory Storage

10. Site and Asset properties allow the detailed population of your inventory Functionality to link related documents, webpages, notes and photos creates portal style tool. Asset properties specific to asset type e.g. playground items include play value, play criteria, DDA, free height of fall. Site & Asset Properties

11. Input details of users, inspectors, contractors, manufacturers and routes. Personalised inspection types can be included and classified. Local checks can be included and defined. Inspection scheduling is available Budgets codes and allocations can be included. Spending can be tracked System configurable to only show items that you require Configuration

12. INSPECTIONS MANAGEMENT

13. We Provide: • Asset specific checklists with Finding specific Tasks covering all aspects of assets management based on standards and common sense checklists including: • EN1176/7 Playground equipment • EN15312 Outdoor multi-sports equipment • EN14974 Wheeled sport • BS8300 Disability Discrimination Act • BS8409 Soft indoor play areas • Maintenance • Trees • Community Safety • Water Safety • Buildings Management

14. Use PlaySafe/StaySafe on a pocket pc to provide paperless inspection records. Inspections can then be uploaded to the office system (wireless options available) to allow for maintenance planning PDA software enables recording of inspections, completion of maintenance tasks, editing and updating of asset register. Paperless Inspections Using PDA

15. Findings can be recorded into the PDA via a series of drop down menus. Existing Findings show on the PDA to eliminate repeat reporting of issues. Linking photos to findings is available on some PDA units with camera functionality Field Inspection Recording

16. Suggested tasks are linked to every finding within database. Task Monitoring can be used where items need to be reviewed at a later date. Completion dates and times are automatically marked once the item has been resolved. On-Site Task Completion

17. MAINTENANCE MANAGEMENT

18. The To-Do list is updated by the inspections information input into the system. It provides you with an immediate view of priorities and items requiring action. The views within the system will automatically filter to only show the information you select Automated To-Do List

19. Import/Export Facility ensures paperwork is kept to an absolute minimum when 3rd party agents are required to carry out independent inspections on your assets. Database information can be exported to excel for further manipulation. Import/Export Tool

20. Tenancy Module • Input information relating to: • Tenant records (both current and previous) • Payment histories • Responsibilities for maintenance • Licence details • Produce reports to show tenant or property specific information

21. GIS Viewer • Provides an analytical tool for viewing database information with the basic functionality of a GIS application • Enables the display of assets for accurate location positioning on a map format • Works in conjunction with map data from OS Master Map Files, provided locally, which have been configured to work with MapInfo and ESRI. • Use the site hierarchy tool from PlaySafe/StaySafe to aid navigation • Site and asset property information, pulled in via your PlaySafe/StaySafe database, can be viewed, edited and updated

22. Stock Management Module • Keep an accurate record of all stock held • Manage all goods in and out • Update stock records with new products (stock takes) • Record unit price of all stock • Transfer the cost of labour to tasks • Transfer the cost of materials to tasks • Add invoices from external contractors to tasks

23. Costs • Annual Licence per Department - £3000 • Includes phone support, upgrades, standards updates, account management including user group meetings, customer newsletter, access to website • Other service areas • Data Entry - POA • Configuration - £850 • Training – packages from £850 • Installation - £850 (including server installation) • PDAs – from £400

24. Summary • A completely paperless inspections and maintenance management tool. • Enables you to meet the requirements set out by the Freedom of Information Act and the E-government directive. • Provides complete peace of mind in relation to your local authorities requirement to meet their duty of care for council owned assets.