Data capture systems

Auckland Council and specifically Community Facilities (CF) use two main systems to manage our asset data.

SAP – we use the Plant Maintenance and Real Estate modules, with an interface to our facility contractors to enable work order management.

We currently have three levels of interface:

Adobe – an adobe e-mail from our system to the contractor, they will update the adobe e-mail and return, which in turn updates our system.   Fields to update are limited.

B2B version 1 – Council asset information is held in the contractor work order management system, and therefore when a work order is created, it is automatically uploaded into their system, for them to manage, by changing certain fields, the Council system will be updated.   There is limited functionality on what fields can be updated.

Xyst is working with a number of clients mapping and updating asset data used for new contract development and asset management purposes. Our approach uses skilled and knowledgeable parks professionals to gather data including condition grading. The end results have seen significant improvements in contract information, asset mapping and asset register completion. Xyst would be happy to chat with any organisation considering reviewing their current processes. Our approach enables organisations to move away from reliance on a traditional asset management system and uses modern flexible GIS Cloud computing standards and places the focus on the more important aspects to parks rather than “the needs” of a traditional asset management system. Our approach also enables full integration with Council’s GIS systems without the need for resources from the GIS department

We are about to kick off with a similar exercise (draft project plan attached for your info).

We currently have an Authority AM dbase which we are struggling with. This is part of our corporate package which includes finance and heaps more.

We are seriously looking at IPS which is used for our 3 waters (previously called Infor and Hansen).

Naturally we are interested in anything that may come out of this exercise.

Until recently we ‘used’ Civica Authority’s AM module.  If you’ve never head of it, never mind, we were possibly the last user in NZ.

We ‘had to’ use this one because Civica Authority is our corporate ERP system. While other modules of Authority (e.g. CRM) work really well little attention seems to have been paid to developing the Asset Management module.

I had issues with it form the start. It couldn’t map anything (not particularly useful when you’re dealing with land-based assets) and it seemed to take our assets officers about two days to extract any data out of it. I  was dumbfounded at how clunky this AM system was compared to one I had used at CityCare (10 years ago) which was able to spit out reports from databases with 100 times as many assets  in no time whatsoever.

We recently utilised ‘GIS Cloud’ for a full data cap our District, our asset management system for Parks is SPM but would in time like to transition over to AssetFinda.

- Kieran Smith (Taupo)