The process
After the procurement of the software the main objective for this project was to successfully extract all the data from the legacy system, undertake a data mapping exercise and match this data to the data load templates ready for loading into Concerto. The Property module was loaded where templates were completed for Sites, Block and Land Blocks. Following this, the Estates data was prepared relating to all leases and licences, creating the lease records and then linking these to the relevant tenants.
Helpdesk configuration sessions took place along with process mapping of how calls are logged, and the work flow they follow.
Planned Preventative Maintenance types and disciplines were collated, along with the PPM Activities. These were all prepped into data load templates ready for loading. User Acceptance Testing took place for each module, to ensure the system functionality, before going live with each module.
The results
Watford Borough Council now have an up-to-date property system, with a compliant contract. Sites and Blocks have been created with the correct level property structure and detailed information relating to ownership and occupation, as well as compliance and estate management information. Lease information has been cleansed and uploaded to the software ensuring that the Council know who is in occupation and the lease and service charge terms. The Council now has a much better understanding of their corporate estate, and building occupiers and users can raise helpdesk calls for breakdowns and be assured that buildings are being manged in accordance with relevant legislation and that they are safe to use.