Revised workflows and visibility

The Council tasked themselves with revising workflows to address the gaps identified and implement the improvements to become more proactive with work management, provide improved Council and customer visibility on job progress, and to better understand the asset lifecycle needs. Operational requirements were redesigned to adapt the contract model to match the Council’s Enterprise Resource Planning system to better manage and automate processes and resources. They further restructured the delivery model for road maintenance contracts to provide consistency, data quality and standardisation on a single working model.

Operational Performance

Measurements of operational performance need to be established for all cyclic activities performed by the Contractors, with the Council introducing financial at-risk penalties should performance measures not be met. Field audits needed to be transitioned from paper-based inspections to the Thinkproject ASSET & WORK MANAGER solution to reduce effort and enable significantly larger audit samples.

Desktop audits were to be introduced to monitor response times and the use of GPS data for specific quality-based tasks such as network coverage and speed.

Data 360⁰

At the time, Thinkproject had begun the migration of the Asset Management Citrix to the new Asset Management HTML platform, requiring the relearning of behaviours. The Council saw the need to develop a regional Asset Management User Group for the Road Controlling Authorities and its Contractors to provide a unified direction and feedback loop, further using the Group to support the migration to HTML.

Major change required major stakeholder involvement

The Council’s overhaul of workflows needed its personnel, its Contractors and its Vendors fully committed to ensure its success, along with an intuitive approach to change management.

Collaboration, integration, clarity

The introduction of a risk management model, new end-to-end processes to help workflow management, a data warehouse for reporting, and shifting to Microsoft Power BI were just a few of the many key deliverables. Stakeholder engagement, collaboration, knowledge sharing and training were pivotal to the project. Robust performance frameworks were implemented and supported by auditing using the solution Inspection module with all cyclic activities and reporting of key measures and response times via the data warehouse.

Thinkproject’s ability to integrate ASSET & WORK MANAGER with the enterprise system, SAP, played a key part in enabling visibility of reporting for increased funding across the Council, further assisted by utilising the Budget module for on-tool budgeting and tracking.

Our single source of truth

Workflows were introduced to approve estimates before accepting them into the work program, approve change of authority and controls, and produce structured programming. All of which enabled the Council to aggregate and prioritise jobs to achieve customer satisfaction. A location-based fault field was introduced on the platform to provide another process for prioritising jobs, as well as the ability to auto-claim, further streamlining processes both in-field and in-office.

The Council’s changes enabled better understanding of their data blind spots and gaps in the data. Their new contract requirements reinforce and embed the use of Thinkproject ASSET & WORK MANAGER as a single source of truth for all stakeholders.