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New software systems improve efficiencies in estates management
Logging, recording and maintaining estates assets can be a time consuming, laborious and costly business and with the government’s ongoing drive for efficiencies in the public sector, an effective solution to the problem is well overdue. Morecambe based company, In Touch Ltd, has developed two software systems which simplify the whole process of Asset Management and Works Orders. The company’s Asset Inventory Software System simplifies the entire data capture process by allowing fast, accurate input of information via a touch screen mobile device. Integrated GPS software instantly feeds back the information to a central web based system and also logs the position of the asset. The rugged mobile device is tough and durable and has an optional camera facility which can be used to capture a photographic record of the condition of an asset. Using the system allows management to quickly compile an accurate real time database that can be used for monitoring, maintaining and managing both asset conditions and links with works order process. The Asset database also creates a full asset history and audit trail and with its extensive searching, viewing and entry functions and time spent maintaining asset data is minimised. In Touch’s Works Order Software System works hand in hand with their Asset Management System and can utilise the same hand held device. Works orders are entered onto the web based system either manually or by data transfer from the clients existing software system. Instructions, location maps and other documents are then dispatched to workers via 3G in real time. The workers receive the orders on their hand held device and fill in job report data such as start time, completion time, materials used etc. If photographic evidence of a repair is required then images can be captured and immediately fed back to the main database for inspection. The system is very simple and easy to operate and cuts out a phenomenal amount of paperwork as well as giving instant access to data without waiting for paperwork to return back to the office which can often be incomplete or illegible. Work progress is easily tracked and management know exactly where their staff are at any given time, thanks to the GPS functionality. Another advantage of a web based systems is the fact that it’s accessible from any location and there are no costly licenses per user or system upgrades to pay for. Data can be accessed instantly and filtered by various criteria such as date, inspector / worker name, asset type & location. It can also be used for mapping to multiple locations or for export to mapping software such as Microsoft Map Point and Google Earth. Using both the In Touch Asset Inventory and Works Order Systems allows management to monitor the entire process of asset recording and maintenance as well as providing a full audit trail at the click of a button and total command over assets and stock control. 19 May 2009 |
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