A Successful Implementation Valuable Lessons Learned

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A Successful Implementation Valuable Lessons
Learned

• David Leland
• Deputy Director
• Tracey Jayne
• Resource Manager

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Who Are We?

• Property maintenance and construction company
  servicing 15,000 properties for Atlantic,
  Pavilion and Portsmouth Housing Associations
  (south, east and north Hampshire)
• All responsive and planned maintenance, Grounds
  maintenance, estates , caretaking and handyperson
  services
• Current staff of 200 across three sites in
  Eastleigh Aldershot and Portsmouth
• 134 vans excluding KB and planned Decs crews
  who use their own vehicles
• Projected turnover for 2008-2009 21m
• Current net margin of 5.4- looking to improve
  this

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Scope of our Operation

• 86 operatives currently using the mobile solution
• By 2009 will be 150
• Planned savings of 20 in operative numbers
• Savings of around 500k (Opti-time and Cognito)

• Variety of tradesmen inc Plasterers, roofers and
  Bricklayers all on schedule of rates
• Salaried Grounds maintenance Gas servicing and
  Estates teams

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Choosing Our Preferred Suppliers

• Original project commenced in 2006 Trackers
• Xmbrace Opti-time scheduling system only
  supplier in a specialised field
• Cognito one of many mobile solutions looked at
  
• Had proven working relationship with Xmbrace
• Fully managed service
• Trackers
• Ability to help project manage the implementation

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Key Implementation Factors

• Operative Consultation
• Design of PDA working screens
• Reduction in SOR codes
• Publicising change

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Cognito Log on Screen
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Vehicle Check Details
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Job Acceptance
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H S Risk Assessment
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Job Completion
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Lessons Learned

• PDA training 2 Operatives at a time
• Never under estimate the period of the pilot
  group consultation
• Convincing SOR operatives of system validity as
  staff not salary based
• SOR codes do not work for initial job diagnosis
  best description and appointment code used
• Take on board and continually review PDA
  requirements and suggested amendments
• Keep it simple

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The Future

• Cognito/Orchard Partnering
• Automated order completion
• Asbestos information retrieval
• Automated order creation from PDA to Archouse
• Forms CP12s, NICEIC Certificates
• Dedicated stores provider
• Van stock management