Council worker using Mobile Capture on-the-go

Council Size: 275 Employees | Population: 57,800 | Solution: Mobile Capture

The Datacom Mobile Capture platform has allowed WDC to quickly and cost-efficiently work towards the strategic vision for the implementation of a digital mobility framework at WDC.     Jolanda Simon, Chief Information Officer, Waimakariri District Council

The Challenge

Staff at Waimakariri District Council (WDC) work across a large geographic area and consequently there is significant demand for a range of mobile services. This includes the digital processing of service requests, inspections, audits, enforcement tasks, asset management and maintenance, and health and safety assessments.

Operating from both a desk and a mobile environment presents a number of challenges, and when something unexpected happens in the field, staff may not have the right information to hand. Processes were also largely still paper-based which led to significant operational inefficiencies capturing, updating and sharing information across the council.

WDC needed a mobile system that could work ‘off-line’, as parts of the Waimakariri district are in rural areas with no or little mobile coverage. WDC wanted to implement a digital mobility framework which would enable mobile staff to access, process and update information for a range of services in the field via a common platform.

The Datacom Difference

WDC chose Datacom and its Mobile Capture solution to help implement its mobility strategy. The goal was to implement a mobility platform as a core hub for the development of WDC’s mobility based services. Datacom’s Mobile Capture solution was chosen to manage access, security and the development and deployment of friendly mobility services.

Datacom’s Mobile Capture was attractive to WDC because as a shared Software as a Service (SaaS) solution, it enabled WDC to work collaboratively with other councils across New Zealand. WDC can share services, processes and forms with other Councils, thus potentially reducing costs and development time. This also meant WDC could internally build capability over time to be in a position to be able to undertake the bulk of development of its mobility solutions using the Mobile Capture platform when it came to digitising processes.

Results

Datacom’s Mobile Capture delivered savings in both time and money to various departments across WDC. The pilot project in 2016 delivered a range of real business benefits via improved productivity, customer service, staff satisfaction and data collection.

Phase Two of the mobility roll-out started in 2017 with the WDC, Gallus Consulting and Datacom teams working collaboratively to deliver a range of mobilise services including Greenspace Contract Audits, Hazard and Incident reporting and the deployment of five inspection forms for the ESU team (Hairdresser, Camp Ground, Mortuary, Food Premises, Offensive Trade) and an airport occurrence form. The diagram shows the processes digitised so far:
 


Phase 3 of the roll-out will include water unit job management, alcohol licensing inspections, consent monitoring, the new FCP audit form, subdivision auditing and various small form developments like aquatic testing forms.

Time saving has been a big success story in the mobile roll-out. For example, time saved on Greenspace Contract Audits is estimated at 65 days per year, while Lite Forms for Site Audit and Site Inspection have saved around 97 days per year.

Other benefits include:
  • Faster and more professional service for customers, for example, a premises report can be turned around in less than 24 hours after inspection (previously could take 3 to 4 weeks to get final report out)
  • Relevant act and regulation information is available in the field in real time against each question which provides clarity and allows the Officer to discuss with customers
  • Standardisation of forms and reports across units
  • Ability to take and automatically include photos on the reports that tie up directly with observations
  • Clear and more transparent rating scale on the output report which makes it easier to interpret for Council
  • and contractor
  • Results are saved into the line of business system, thereby maintaining the ‘one source of the truth’

The team at WDC have been very happy with the results.

“Datacom’s Mobile Capture solution has allowed WDC to quickly and cost-efficiently work towards the strategic vision for the implementation of a digital mobility framework at WDC. The platform provides one overall mobility platform for corporate wide mobile services which feeds back into the line of business system therefore maintaining one source of the truth. It has also allowed us to deliver more IT services for less through increased collaboration with other councils to share and leverage digital services developed elsewhere.”
Jolanda Simon, Chief Information Officer, Waimakariri District Council

Datacom Group Limited | All content © Datacom 2017

 

You might also be interested in