With a mixture of urban and rural conurbations, approximately 70% of the population live in the coastal towns of Troon, Prestwick and Ayr. The rest of the population live within Maybole, Girvan and outlying rural villages.
The Council’s operational property portfolio comprises of schools, community facilities, sports facilities, offices etc. This pertains to approximately 228 operational establishments. The Council’s commercial portfolio includes shops, industrial units, ground lets etc which amounts to approximately 270 establishments. Historically property data and information had been held within a variety of sources.
The Council’s core property information was held on an Oracle based database system, Uniform, whilst additional maintenance and condition information were held within the previous system developed by The Technology Forge, tf facility. Other information, including Compliance and Education data was held within a variety of spreadsheets whilst other information, including help calls and instructions were undertaken via a phone / paper based system.
The Introduction of tf cloud
In 2014 the Council decided to consolidate all of its property management information onto one system to enable them to hold and report data on their estate more effectively. Following the procurement of tf cloud an initial exercise was undertaken to migrate core data across from Uniform and tf facility to the Property Module of tf cloud. tf cloud is a hosted, web-based asset management system which can be accessed from any location using PCs, tablets, smartphones etc.
The Council continued to populate various other modules within the system collecting additional core performance and key data. This included utilising the Help Call Module to streamline and enhance the property fault reporting process, introducing a central point for fault reporting and for issuing instructions to third parties to remedy faults.
Similarly with the utilisation of the Inspections Module for legislative compliance, the Council has moved away from numerous spreadsheets to one central location for all inspection scheduling. South Ayrshire Council has also been working with third party contractors allowing them access to the system to upload certifications once checks are completed. This process has again streamlined previous work practices and saved on both staff time and costs.
Savings and Efficiencies
tf cloud has enabled South Ayrshire Council to revisit and revise internal processes in terms of the various workflows associated with different asset management activities. This streamlining of these processes has resulted in savings in terms of both staff time and resources.
- 4703 inspections programmed for 2018
- 19 inspection types held within tf cloud
- 6 inspection types are submitted directly by contractors
The majority of tf cloud modules have now been successfully implemented, with the exception of the Asbestos Module, which is a priority for South Ayrshire Council in 2018. Additionally, the Council are looking at interfacing the tf cloud system with other Council systems including Oracle. tf cloud has built-in powerful API technology to facilitate integration to third party systems.
Within South Ayrshire Council, there are ongoing conversations with other departments to enable them to also use the tf cloud system to meet a range of internal requirements. This includes the Health and Safety Team which are looking to use the system for health and safety reporting and fire risk assessments.