Brimbank IMS Club Manager Ashley Fleming Sport and Recreation Coordinator

2 Introduction Brimbank overview Past facility inspection and allocation processes Facility Inspection Software Facility Allocation Process Review Online Sports Facility Allocation System Online Facility Booking System Questions

3 Brimbank Overview Located in the Western Suburbs of Melbourne with over 185,000 residents Ranked 2 nd on SEIFA Index of Disadvantage for Metro Melbourne and 3 rd in Victoria 43.4% of population born overseas and 53.7% speaking a language other than English at home (including over 150 different languages) 34 sporting reserves, 46 sporting pavilions, 94 playing fields and 40 courts used by 67community sports clubs

4 IMS Club Manager

5 Past Facility Inspection System No formal inspection system Council highly reactive to contact from sports clubs identifying issues No records of issues with facilities over time Management attended a sports pavilion and was unhappy with its condition which forced change

6 IMS Club Manager Facility Inspections Approached IMS to develop Facility Inspection Software Refined software to meet specific needs of Council Now conduct bi-annual inspections of all sports facilities Automated majority of tasks which has saved significant amounts of time for Council and sports clubs All sports clubs have access to IMS.

7 Facility Inspection Process Attend sports facilities with IPads System breaks every component of facility down and has set questions. Items are either: – Compliant : no action required, meets expectations – Action Required: Club or Council must do something within 2 weeks – Urgent : unacceptable issue to be rectified in 24 hours – Notice: no action required, noting something for future reference. Officers walk through entire facility and answer questions. Photos are taken of Action Required/ Urgent items

8 Inspection Questions

9 Action Required

10 Facility Inspection Process Following inspection – Clubs and Council receive an automatic with copy of report – Council receives automatic Confirm requests for its items – Once issues are rectified clubs tick them off in IMS or Confirm automatically ticks them off once complete – If items not ticked off within specified time frame an automatic reminder is sent to the club with a further week to rectify. Council receives monthly summary report on all inspections undertaken for the month

11 Facility Inspection Process

12 IMS Club Manager – Facility Allocations

13 Past Facility Allocation System Paper based manual allocation system Labour intensive for both clubs and Council officers Approximately 4-6 week process once allocations submitted Significant time wasted on administration tasks: – Following up incomplete applications – Developing spreadsheets – Making bookings – Scanning and saving applications

14 Allocation Process Review & Project Brief 1. Undertook a review of the allocation process including: Assessing all components of the current allocation process Identifying time consuming administration tasks Looking at how technology could be implemented to improve the process 2. Developed a Project Brief for a new online allocation system that aimed to: Make it easier and quicker for clubs to request facilities Make it easier and quicker for Council to assess and approve facility allocations Collect information from clubs in a time efficient manner

15 Online Sports Facility Allocation System New Online Sports Facility Allocation module developed in existing Facility Inspection Software Module was extensively tested to identify and resolve issues Implemented first time for Summer 2013/14 Allocations System refined based on club and officer feedback Implemented for Winter 2014 and Annual Allocations Implemented for all clubs on leases Preseason Training Requests built into system

16 Comparison of Allocation Systems Old Manual SystemNew Online SystemEstimated Time Saved Notification of allocation period open Manual at beginning and manual reminders Automatic from system at opening and reminders during open period 2 hours Application method Clubs submit via / mail All information submitted online electronically 1 hour Incomplete applications Clubs half submit applications Applications must be complete or cant be submitted 16 hours Ground requests Manual excel spread sheet developed by staff System automatically develops spread sheet 8 hours Ground clashesClashes identified manually from spread sheet System automatically identifies clashes and has system to resolve 4 hours

17 Comparison of Allocation Systems Old Manual SystemNew Online SystemEstimated Time Saved ApplicationsScanned and saved into folder Collated into 1 pdf document per application 8 hours Allocation bookings Manually entered into another booking system Will be automatically entered into a new purpose built booking system 30 hours Confirmation of allocation Letter sent with listing of all dates Tick box that automatically s confirmation to club 3 hours Future year allocation requests Repeat information year after year Future year pre populated with data for review 2 hours Fees, Charges and Discounts Worked out manually and sent to Rating and Revenue Department for invoicing Will be incorporated to automatically calculate fees, apply discounts and Rating and Revenue 24 hours Club Contact Database Separate database updated manually Database automatically updated 6 hours Total104 hours/ 13 days

Online Sports Facility Allocation System 18

Online Sports Facility Allocation System 19

Online Sports Facility Allocation System 20

Online Sports Facility Allocation System 21

22 IMS Club Manager

23 IMS Club Manager – Club Log In

24 IMS Club Manager – Club Log In

25 Online facility booking system Currently developing a online booking system to replace ineffective software that has been used for years Booking system will be linked to the Facility Inspection and Online Allocations to ensure only one system is used by Council and clubs System will handle all casual sports ground hire (e.g. schools), synthetic sports facility hire and sports club facility allocations will be automatically entered once approved System will calculate charges and automatically Rating and Revenue to invoice charges Currently being tested with aim to go live in coming months

26 Online facility booking system

27 Online facility booking system

28 Online facility booking system

29 Summary An overview of new systems developed in association with IMS have been presented which show how a streamlined approach to sports ground management and seasonal ground and facility allocations can benefit both clubs and Council Ongoing improvements are being made to the system to further enhance its capabilities

30 Questions ? Ashley Fleming Sport and Recreation Coordinator