The Challenge & Opportunity
In 2019 the City of Victor Harbor (CoVH) recognised the benefit of transitioning from a somewhat disconnected, paper-based customer request process to an enterprise asset management system capable of meeting its long- term requirements across the full scope of modern asset management and reporting.
The challenge for the small team was:
- To create and maintain asset management strategies that ensure assets don’t fail those who rely on them most, and
- To ensure necessary work was performed proactively, efficiently and accurately the first time, creating savings by avoiding unnecessary labour and resources
In order to achieve this, CoVH decided to transition to a service-driven, latest-tech asset management approach.
CoVH & Brightly
A Brightly client since 2009, CoVH began the migration to a fully cloud-enabled solution in November 2018 continuing on an impressive trajectory since:
- Jan 2019: First training with Assetic
- June 2019: First capitalisation completed
- July 2019: Commenced active use of Assetic Maintenance (with a staggered approach to ensure issues are addressed efficiently)
- July 2019: Construction
- Sept 2020: Open space
- Mid 2021: Buildings
Key to this success was the collaborative relationship between CoVH and Brightly. The project spanned a number of critical areas such as migration planning, IT systems integration, data cleansing, migration timing in light of capitalisation and audit, and effective train-the- trainer techniques.
GIS integration enabling asset condition to be spatially displayed improves stakeholder communication across the board, powerfully explaining asset management needs irrespective of subject matter knowledge
City of Victor Harbor initially embarked on a journey for the installation of a modernised maintenance solution to enable a paperless, instant, in-field process – to efficiently respond to Customer Requests, and collect and document all information in the construction and maintenance of our assets. Not only has this goal been achieved but now we can apply true insights from this maintenance activity, mapping hotspots, preplanning preventative maintenance, efficiently completing WHS compliance documents in the field, and provide transparent reporting to Auditors and Council.
Jodie Sandercock
Asset Officer
Featured Results
OPERATIONAL EFFICIENCY
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Council transitioned to a cloud-based system, improving processes, engaging key stakeholders both internal and external, enabling field crews, identifying and managing risks, flipping to a service driven approach, and ultimately modernising asset management overall. As a result, CoVH spends its money strategically across its 33 asset classes, rather than in a reactive or ad hoc manner when issues arise.
Puts the city in control:
- Renewal ratio for strategic asset management 98%: long-term financial plan is sustainable and asset backlog risk is mitigated • Maintenance reporting to identify critical failures
- Mapping and identification of rogue assets
- Statutory reporting: all liable assets (e.g. drowning risk areas)
- Fully compliant AASB outputs
- Prospective and retrospective financial reporting
- Automated Depreciation Journals
Powerful system integration enables:
- Accurate mapping of assets with API connection of ESRI GIS and Assetic Maintenance, improving engagement with all stakeholders – customers, field staff, executive and elected members
- Boosted efficiency and engagement of depot teams, with connection of CRM and Assetic Maintenance – crews see customer requests in the field instantly and can address and prioritise in real time
- Instant WHS reporting from field to office, with documents updated through Council intranet and attached to specific job plans, reducing carbon footprint and eliminating paper in depot vehicles
- Greater confidence in data integrity and efficient identification of any discrepancies thanks to a CoVH-created automated cross-check between the asset register and live GIS layers
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