city parks services - works management improvement project

City Parks ServicesWorks Management Improvement

Project

Full Facility Service Provider

Service Local Government & Private Organisations

300+ Skilled & Qualified Staff

9 Distributed Depots

750+ Vehicles & Equipment

60000+ Work Orders Monthly

40000+ Assets

Streetscapes mowing, vegetation control, spraying and street sweeping

Stormwater

Sports Fields

Auckland Domain and Wintergarden

Building Infrastructure & Trade Services

Playgrounds

Cemeteries

Public Toilets

Event Clean Up

Golf Courses

◦ Landscaping

◦ Infrastructure Maintenance

◦ Sportsfield Renovations

Various Software Products including multiple spreadsheets

Incomplete Asset Register

Manual Work Scheduling

Disconnected Mobile Application

No measurement of Resource Utilisation and Efficiency

Manual Contract Management & Reporting

Poor Asset Location Information

Customer Billing & Invoicing on Spreadsheets

Limited Capability to Chase New Contracts

Provide a Fully Managed Service (Cloud)

Improve & Consolidate Data for

Contract Management

Work Scheduling

Streamlined Service Request Process

Field Workforce Mobility

Automated Customer Billing

Health, Safety & Environment

Manage & Measure Results using

Business Intelligence & Reporting

Cloud based offering

Asset Management Scheduler

Work Order Management

Contract Management

Mobile Application

Integrated Financials

Cloud based offering: Low cost solution upgrades and the ability to easily stay on current

software versions;

The agility to expand (and contract) license levels to suit current

workloads and staffing levels;

The ability to access the system from anywhere and any connected device;

Access to on-stream expert advice and assistance in the configuration

and use of the MaxiCloud suite of software.

Start / Stop buttons to record WO

time.

Allocation of Tools & Materials to

WO

Add Tasks within WO

Standard functionality in Datasplice to capture GIS coordinates and photos including the ability to mark up the photo.

Integrated Google Maps in Datasplice providing directions to the exaction asset location from the Work Order.

New Outcome Based Contract with New Services & Locale

Compressed Timeframe of 5 months

Multiple Data Loads with Incomplete Datasets

Business Resources not Dedicated to the Project

Field workforce – Varied IT Skills / Aged Workforce

Mobile Devices Needed Replacement

Network Infrastructure at Depots Insufficient

Project Manager Change

300 MaxiCloud Users

165 Datasplice Users

30,000 Work Orders Generated for July

Field Staff Operational on Mobility App

Ordering of Stock & Materials

Business Operational

‘Vanilla’ Product Implementation

Tight Management of Project Scope

Phased Delivery Approach

Committed Project Team & SMEs

Dedicated Testing Team for Integration & Data Input

Dedicated Project Resources Essential

Change to Organisational Structure & Contract Terms - not

ideal

Current Business Processes Defined Prior to Project Kick Off

Dedicated Training to Ensure Understanding & Adoption

Change Management Underestimated

Infrastructure Requirements to be Determined Early

More Time Needed on Financial Integration & Workflows

More Time Needed Upfront on Dashboarding & Reporting

Timesheeting Application

B2B Integration to Auckland Council’s SAP system to

Provide Real-time WO Data & Claims and Contract

Reporting

Cognos BI Reporting & Advanced Analytics

Madge Wilkinson

Head of Transformation & Support

madge.wilkinson@cityparks.co.nz

021 728 786