Scalable solution delivers efficiencies

Pindan Asset Management has implemented IFS Applications, taking just three months to do so, in order to support a mobile-enabled enterprise solution for a WA Housing Authority maintenance works and services contract. Several efficiencies have been achieved, with real-time visibility of work order status, automated invoicing, and the equipping of technicians with the right equipment at the right location to complete jobs within the SLA timeframe.

Pindan Asset Management is a new division created to support the expansion of Pindan and provide whole-of-life asset management and facility maintenance services. Having won a tender to service and maintain the Housing Authority's 6000 houses across various regions in Western Australia, Pindan required a new system that was tightly integrated with the authority's ICT systems for complete visibility and real-time information.

Since its existing systems could not readily adopt the maintenance environment to support the contract, Pindan Asset Management went to market for an integrated asset management and facility maintenance solution with a tight implementation and go-live timeframe of three months.

“It was clear from the onset that IFS was the only vendor capable of meeting all our requirements. With a local team on the ground and excellent local reference sites, we had the confidence knowing that they could deliver," says Stephen Arndt, general manager, Pindan Asset Management.

IFS Applications was selected due to its leading functionality in supporting the complete asset life cycle with a strong mobile platform. IFS Applications' best-of-breed functionality also meets ISO 55001 — “a requirement for our business", says Arndt.

Servicing an area over 1 million km² with high-volume and low-cost transactions is no easy feat. Pindan required a strong mobile platform to ensure its service technicians can work anywhere, anytime. Equipped with mobile devices, technicians work in a completely paperless environment, accessing information shared between Pindan and the Housing Authority. Supported with the right equipment to service and repair the assets, staff can take photos and upload valuable information such as time spent, spare parts, purchase requisitions, expenses and service history to complete each work order.

“Our very first work order in IFS Applications took only 45 minutes to complete, which was highly impressive," says Arndt. “We required our service technicians to be equipped with an office and all the right tools in their van to meet the 150+ work orders a day without returning to base."

IFS Applications has enabled Pindan to employ an efficient lock-step process for each work order, standardising processes for capturing and sharing information across the business. It has forced technicians to be consistent and improved the accuracy and visibility of information to make executive decisions impacting the business.

“It has standardised and created huge efficiencies in the way we respond to a job and, most importantly, we can bill the Housing Authority immediately, which has a positive impact on cash flow." With knowledge of what assets the technicians are repairing, staff can also accurately plan and carry the right spare parts.

At first, staff were reluctant to try a new system. “It took one month to convince our technicians of the benefits and now they just love it," says Arndt. Pindan has also enjoyed higher productivity through IFS Applications. “We are currently processing on average 4–5 work orders per person a day, and in 12 months' time, I foresee this being around 6–7 work orders a day through further efficiencies."

The system is also scalable, so it can grow with Pindan. “By having IFS Applications, we have secured another client and added another 400 houses to our portfolio to maintain — all without having to add additional resources," says Arndt.