an integrated asset & grounds maintenance management solution london parks benchmarking group...

An Integrated Asset & Grounds Maintenance Management Solution

London Parks Benchmarking Group

Paul Callow 30th November 2012

An Integrated Asset & Grounds Maintenance Management Solution

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?

The Vision

Birmingham City Council – Parks & Nature Conservation Division (P&NC)

POPI – Parks Operations Performance Information

109 Page Statement of requirements issued 2008

“I know what I want when I see it, but I have not seen it yet”

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 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

The Existing IT

“Understanding the history will deliver the future”

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

Requirement

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

Overview

An Integrated Asset & Grounds Maintenance Management Solution

System Structure

An Integrated Asset & Grounds Maintenance Management Solution

System Structure • Any parks related

call• SAP CRM including

scripting• Identify asset• Raise M3

Worksheets

An Integrated Asset & Grounds Maintenance Management Solution

System Structure

• Mapping agnostic• Every Asset

captured• Every map asset

on the mobile

An Integrated Asset & Grounds Maintenance Management Solution

System Structure• Attributes can

be defined• Selected from

map• Linked to a site• Linked to task

An Integrated Asset & Grounds Maintenance Management Solution

System Structure

• SAP Interface• Produces invoices

and internal recharge

• Two – way interface

An Integrated Asset & Grounds Maintenance Management Solution

System Structure

An Integrated Asset & Grounds Maintenance Management Solution

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

Mobile – Work List

Mobile – Work Item

Mobile – Assets

Mobile – Confirmation

Mobile – Confirmation

Mobile – Confirmation

Mobile – Confirmation

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 ”

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

Have we got what we wanted and does it deliver benefits to all?”

“

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