An Integrated Asset & Grounds Maintenance Management Solution London Parks Benchmarking Group Paul Callow 30 th 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 Assets CRMMobileFinanceMAPs System Structure

An Integrated Asset & Grounds Maintenance Management Solution Assets CRMMobileFinanceMAPs System Structure Any parks related call SAP CRM including scripting Identify asset Raise M3 Worksheets

An Integrated Asset & Grounds Maintenance Management Solution Assets CRMMobileFinanceMAPs System Structure Mapping agnostic Every Asset captured Every map asset on the mobile

An Integrated Asset & Grounds Maintenance Management Solution Assets CRMMobileFinanceMAPs System Structure Attributes can be defined Selected from map Linked to a site Linked to task

An Integrated Asset & Grounds Maintenance Management Solution Assets CRMMobileFinanceMAPs System Structure SAP Interface Produces invoices and internal recharge Two – way interface

An Integrated Asset & Grounds Maintenance Management Solution Mobile System Structure

An Integrated Asset & Grounds Maintenance Management Solution Mobile 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

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