WCBC Housing Repairs Software
Wrexham County Borough Council | Published March 28, 2017
We are looking to procure Housing Repairs software that lets us schedule our workforce, manage van stocks, plan voids, sub-contract and stay on top of job profitability. We want the software to reduce non-productive time, reduce admin, and give us more visibility. We want the software to include mobile working and case management solutions designed for Housing that can be implemented quickly and affordably. We want to completely eliminate paperwork to increase productivity and reduce costs, as well as provide a more effective service to our tenants. Job details will be sent out without the need for trips to and from the office and office admin reduced as jobs are updated electronically. We use Samsung Tab A 10 inch tablets on Android which are issued to operatives (x100) and supervisors (x7). Orchard Housing is our Housing Management Information System and invoices are processed through Proactis P2P. Housing Repairs software must interface seamlessly with both. Facility Requirement:- Order Creation - Enter directly or process from external systems, create from mobile device, flexible pricing. Process orders from interface with Orchard Housing. Appointment Booking - Real-time availability based on skills and location. Get the right resources to the job. Book on-line and mobile. Allow operatives to re-book follow on work from site. Scheduling - Dynamic demand-pull scheduling. Minimise travel while keeping appointments. Map and diary visualisation. Get the right person to the job every time - instantly see how much extra travel will be created for each appointment slot and calculate the most effective travel routes. Keep customers updated with SMS and email and allow customers to re-arrange their appointments, again by SMS and email. Mobile - Comprehensive job management plus flexible form design - get up and running quickly. Customise forms to our exact needs. Health & Safety - Incorporate Risk Assessments, site surveys, vehicle checks and more. Escalation of issues and database of checks. Risk assessments - Run work-type specific questionnaires and e-mail reports based on the outcomes. Job Codes - Record work completed, support for multiple contracts. Quick and easy code search, clear view of remaining work. Material Management - Record parts used on each job, raise orders and/or requisitions. Multi-supplier model, direct integration to major merchants (Travis Perkins). Van Stocks - Automate replenishment orders, track usage and monitor stock balances. Eliminate paperwork and save time lost waiting at Travis Perkins. Stores - Complete solution for managing central stores. Automatic order suggestions based on re-order points. Surveys - Migrate all our paper based surveys, & inspections to the mobile device. Create and email custom formatted documents as soon as forms are completed on device. Alerts - Define location / customer alerts, prompt or enforce on the mobile device. Detailed Asbestos database option as standard. Provide GPS mis-match alerts (device and active job location). Job Costing - Sophisticated job costing incorporating labour, materials & direct purchases. Include fixed and variable overheads per contract. Raise orders for direct & indirect items and apply costs directly to jobs. Define approval by supplier. Sub-contract work straight from the job. Costs applied as work completed, costs separately identified. Voids and Planned Work - Complete solution for Void and planned work. Detailed inspections, planning board and detailed work instructions to operatives. SURVEY • SoR’s by location • Photos, instructions, property info, copy EPC, • E-mail and print reports PLAN • Assign work to teams and individuals • Manage contractors • Prioritise and release work MONITOR • Performance • Workload • Progress and status COST • Time recording • Material Orders • Direct Purchases • Detailed Cost Reports Servicing - Manage cyclical work like Gas and Electrical inspections. Standard templates, generate, approve and send certificates, manage no-access process. Timesheets - Eliminate manual timesheets. Productive and non-productive time recorded throughout the day, summary and detailed reporting. Visit Checking - Automated visit analysis - system checks completed work against flexible business rules and highlights exceptions for review. Invoicing - Flexible invoice batching, manage approval process, create pre-invoice reports, and put individual jobs on hold. Interface with Proactis P2P. Order Profitability - Detailed job costing rolled up to order level in real time. Monitor WIP in real-time and view profitability by operative / contract / team. Customer Focus - Appointment updates by SMS & email. Customers can amend appointments by SMS and email; staff can book appointments on site. Supervisor Dashboard - On-the-go alerts for issues that need management attention - over-running work, cost concerns etc. Manage pre-inspection process via mobile device. Planner Dashboard - Focused alerts showing appointments at risk, operatives running out of work, Operatives not yet logged on today and any device issues. KPI Dashboard - Monitor financial and non- financial indicators that show how the business process is performing. Multi-contract - Run different mobile forms and code jobs from different rate books depending on the contract associated with each job. Compliance inspections - Gas and electric inspections using standard templates. View, download and print certificates on-line with automated e-mail distribution. Purchasing - Raise orders for direct & indirect items and apply costs directly to jobs. Define approval by supplier. Sub Contract - Sub-contract work straight from the job. Costs applied as work completed, costs separately identified. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=64678.