Case Study: Property Asset Management Systems Procurement

Overview

Watford Borough Councils property asset management system was no longer supported by the software supplier. The software support for the existing product was on the verge of being terminated and therefore the project timeline was dictated by the availability of the existing product and the datasets. OCG were instructed to undertake the procurement of a new software system and the implementation of the successful suppliers product.

Scope of Services

OCG were instructed to deliver the procurement of a new product first. This involved the facilitation of stakeholder engagement workshops to collate business and IT requirements that were prepared using the MoSCoW prioritisation method, the development of service specifications, pricing documents, quality questions and undertaking market engagement. OCG then supported the procurement itself by preparing the ITT documents, answering clarification questions and evaluating the pricing returns.

OCG were instructed to implement the Property module, Estates, Helpdesk and Planned Preventative Maintenance modules. A two phase approach was taken and the project team worked with the software provider and Watford team to extract data from the legacy software, cleanse data and prepare data load templates as well as updating processes and procedures and providing a project management role and framework to successfully deliver the project.

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.

“Waltham Forest instructed OCG to carry out a review of our Facilities Management service. The team were professional, and engaged with our staff and stakeholders in a manner that meant everyone felt comfortable and at ease in discussing what works well and not so well. OCG provided regular project updates, had a flexible approach and a delivered a detailed report with improvement opportunities that everyone could understand and follow. We were very happy with the outcome and look forward to working with the team again in the future”.

Craig Egglestone – Waltham Forest Council

The Facilities team at Tower Hamlets have worked with Consultants from OCG on many different projects over the past 10 years or so. This has included Procurement support, service review, the implementation of the Corporate Landlord operating model and Asset Management software advice and services. The Consultants are professional, knowledgeable, thorough and easy to work with.

Sam Brown – London Borough of Tower Hamlets

OCG have been appointed by Croydon to support the delivery of a range of projects over the past few years. Projects have included drafting the Asset Strategy, delivering our property review programme and the delivery of capital projects. The team are diligent, professional and work with all stakeholders to deliver excellent outcomes for the Council.

Steve Wingrave – Head of Asset Management and Estates