The Village of Itasca faced time consuming challenges managing their Fleet assets to track asset inspections, maintenance and repair work, and replacement schedule based on asset condition, maintenance costs, and years in service. In addition, even with significant time spent manually collecting information for reporting, the Department still struggled to provide detailed information in support of requested asset purchases. The inability to produce desired reporting also hampered the Department’s ability to apply for desired grants due to their stringent reporting requirements.
Baecore Group’s solution specialists met with the Village of Itasca Public Works and Maintenance department staff and gathered information on the steps they took from the report or discovery of a repair issue on an asset or piece of equipment to its resolution. Baecore Group worked with the Village to identify requirements, create an RFP, select and implement an Enterprise Asset Management system. Throughout the implementation, Baecore Group provided guidance to the Public Works project team members to ensure the configuration not only supported more efficient processes but was also capable of producing the departments required reporting.
Hours of manual data entry, process eliminated through the modification to process and use of available system automations. Freeing staff time spent on burdensome administrative activities allowed them to focus on more time on providing maintaining equipment. Additional reports were created to pull the Fleet asset information, condition records and photos from the EAM system to create a packet for the budget presentation and review.
Through process improvement, automated electronic storage of photos, enhanced condition assessments, electronic inspection records and work management cost tracking, staff was able to provide enhanced data to back up budget requests for Fleet equipment replacement. The enhanced data allowed decision makers better information for making decisions and prioritizing budget requests for Fleet equipment replacements.
Through deliberate requirements gathering, selection, and implementation of an EAM system the Village of Itasca Public Works department were able to eliminate redundant systems and several manual processes. Business processes were put in place to take advantage of the new system functionality, resulting in a computerized way to track service orders, work management, and resource management. This will allow the Village to better manage assets and funds spent to maintain those assets moving forward.
Work Reduced - Staff Time Saved
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