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
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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
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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.
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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
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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.
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