How to Reduce Costs, Save Time and Streamline Work Processes in Public Works A smoothly-run public works department means a smoothly-run community, and with today’s technology, achieving this is easier and more-cost effective than ever. Imagine being able to hit a button and create work order with location and type of work, which is then instantly uploaded to a map that is viewable by everyone. Instead of struggling to understand who is working on what projects and where, you have real-time information and updates. Or visualize what it would be like to always have access to the data you need, such as where the next closest work request is or how many inspections you’ve done this year so far. Armed with that kind of information, your department runs like a well-oiled machine, quickly completing jobs, ensuring high priority items are addressed first, and providing data to decision-makers and regulatory bodies in a timely manner. Challenges for Public Works Working in public works is no easy task. On top of the budget reductions, limited personnel and increased scrutiny, infrastructure is aging and in need of major investments to keep everything in working order. The only way to keep up with the needs of your community is with an increased focus on technology to propel improvements in productivity. An asset management software enables you to: »» Eliminate paperwork with electronic work orders and record »» »» »» »» facilitydude.com management Improve communication between those in the office and the field Control costs by driving point-to-point, reducing fuel usage Keep up with preventive maintenance Analyze work history to track trends and identify issues WHITE PAPER How to Reduce Costs, Save Time and Streamline Work Processes in Public Works 1 5 Ways to Improve Department Productivity 1. Improve communication A key factor in successful operations is effective and coordinated communication. It’s essential that supervisors and those working in the field are able to easily share information and stay in step with what is going on within the department. An asset management software can alert workers that a new work item is waiting for them. They can pull up their full list of waiting requests on a mobile device, sorted by proximity or priority. Armed with that kind of information, they can seamlessly move from one job to the next with minimal downtime trying to understand what to do next. Supervisors are able to quickly gauge where crews are and ensure high priority items are addressed in a timely manner. The time savings from this improved communication can add up to a substantial amount. For operations as complicated as public works, organization is critical to ensure items are not overlooked and projects are tackled according to their priority. 2. Get organized For operations as complicated as public works, organization is critical to ensure items are not overlooked and projects are tackled according to their priority. Working out of a single system means that all daily work items and routine tasks are in a central location for all to reference. Moving away from the burden of paper towards the ease of electronic records makes it simple for anyone to access the information they need at any time. Being able to view the real-time status of work items helps supervisors quickly know what has been done and what is being worked on. An asset management system also ensures that thorough information is collected about work requests so crews know where to go and what to do. 3. Automate routine tasks Scheduling routine tasks in advance helps avoid surprises and ensures they get done. Being able to create daily, weekly, monthly and annual work items in advance helps employees plan and ensures everything gets addressed. Regular inspections and maintenance tasks can identify problems early so things are caught before a critical failure. This saves the time and money of having to deal with larger, more complex repairs. facilitydude.com WHITE PAPER How to Reduce Costs, Save Time and Streamline Work Processes in Public Works 2 4. Reduce unnecessary driving Fuel costs can add up, and when you factor in the wear and tear on fleet vehicles, the expense of operating them is high. Being able to use some crews as scouts for others reduces the amount that fleet vehicles need to drive throughout the community. Via a mobile device, crews can simply hit a button to create a work order for another division if they are out and see an issue. For example, the regular household trash pickup truck can hit a button to create a request signaling there is a bulky item for pickup to save drive time for the bulky item pickup truck. The reduction in unnecessary driving can mean big savings over time. Data collection, management, and storage is central to public works. 5. Keep an online work history Data collection, management, and storage is central to public works. Asset management systems help eliminate lost or incomplete work requests by providing a central point for all records to be kept. It’s easy to search and update information and quick to create reports detailing what you need to show. Reviewing historic data can reveal trends and areas for improvement. Reports can show how quickly items are addressed and whether routine tasks are being kept up with. There’s no headache when it comes time to report information to regulatory agencies because a system simplifies that process. Reaping the Rewards Hear how using asset management software helped these public works departments streamline operations and communication, saving both time and money: One public works department has found having an online work history especially helpful. When the director needs to know something, he can get into their software system and find it quickly. This has made the process of submitting reports to the state much easier for them. For example, when he needs to report a sewer overflow, he knows he will have all the relevant information at his fingertips, such as the coordinates, a picture, and any other information he records for documentation. Sanitation trucks for one public works department were making pickups at every home twice a week to remove household trash and collect recyclables. Additionally, a pair of brush trucks and a second pair of bulk facilitydude.com WHITE PAPER How to Reduce Costs, Save Time and Streamline Work Processes in Public Works 3 The savings have been significant: three man days are saved and there has been a 68% reduction in costs due to the savings in fuel, vehicle maintenance and labor hours. trash trucks would drive up and down every street looking for waste items to remove. This process could take from one to three weeks to complete. With the introduction of a software program to track their work in the field, the sanitation vehicles collecting trash and recycling now act as scouts for the other trucks. They simply hit a button to drop a flag on a web-based map to show the other drivers what they need to pick up, allowing them to drive point-to-point. The savings have been significant: three man days are saved and there has been a 68% reduction in costs due to the savings in fuel, vehicle maintenance and labor hours. One wastewater department has used asset management software to improve communication between field workers and those in the office. Having a system in place allows those in the field to check the queue and then decide on their next assignment, rather than having an administrator continuously tracking down operators to hand out work. Through the use of tablets, employees no longer have to worry about keeping up with paperwork in the field plus, their information is captured and shared in real-time, with no delay in communication between field and office workers. These examples are just the tip of the iceberg when it comes to the benefits of using asset management software. The financial savings and improved productivity far outweigh the costs of a system. FacilityDude 11000 Regency Pkwy #110 Cary, NC 27518 1.866.455.DUDE (3833) info@facilitydude.com facilitydude.com WHITE PAPER How to Reduce Costs, Save Time and Streamline Work Processes in Public Works 4