Case Study: Parks Operations Performance Information (POPI) Management System
As Birmingham City Council's ICT partner, Service Birmingham was
asked to implement a package of ICT improvements to deliver
increased value for money services for the users of Birmingham's
parks. The resulting service improvements were Highly Commended in
the Local Government Chronicle Awards (LGC) 2011, narrowly missing
out on the overall crown for Efficiency.
The Parks Management service was also a finalist in the Birmingham
City Council Chamberlain Awards for the Efficiency category for
2011.
Challenges and Goals
Improvements in Birmingham City Council's Parks service
were being hampered by the use of a number of systems and by
relying on a number of separate databases.
The variety of systems in place meant that data storage was
frequently duplicated, management information was unreliable and no
robust system was in place to monitor performance of grounds
maintenance contractors or provide statistical and performance
management evidence - essential to keep up high standards for
citizens who frequent the parks and use their many
facilities.
Service Birmingham was asked to provide a modern IT system to
manage:
• Grounds Maintenance performance
• Tree safety
• Enquiries
• Allotments
• Playgrounds
• Nature Conservation
• Parks asset management
Expected Outcomes
The project was expected to deliver a number of outcomes to
improve the parks service for Birmingham:
• The removal of duplication in data inputting and storage
• Better sharing of information and removal of data reconciliation
issues
• More up-to-date information, for example issuing of variations
and works orders, confirmation of completed work and performance
monitoring
• Improved management information, for example the ability to
profile expenditure by activity, location, client and contractor at
any time, for any period
• Streamlined processes and quicker response times
Our Approach
The council's 'Logicat' Grounds Maintenance and 'Confirm' Tree
Management systems were replaced with a single Parks Operations
Performance Information (POPI) management system which incorporated
the functionality of a number of separate databases. The extension
to mobile working by the extensive use of personal digital
assistants (PDAs) allows council officers to carry out inspections
from sites and provide responses immediately.
Service Birmingham staff worked closely with Parks Officers from
the initiation of the project. This successful working relationship
has been fundamental in completing a very challenging project which
is leading the way in the complex management of major contracts and
is used by both the contractors and Birmingham City Council.
Results and Benefits
POPI has supported changes resulting in savings of more than £1.3
million a year - an efficiency saving of 17%. The system, which can
be accessed from the office or remote outdoor locations via a
handheld device, helps the council to manage the parks service and
the grounds maintenance contracts. POPI also plays a crucial part
in driving efficiency and cultural change. Strategically, Service
Birmingham's POPI project linked to four of Birmingham City
Council's wider Business Transformation Programmes in the following
ways:
• Customer Services - POPI provides the council with an enquiry
management tool that will integrate with Customer Relationship
Management software.
• Corporate Information Management - POPI involves the
digitisation of Contract Services paper-based asset mapping
information and the publishing of this on Localview
• Working For The Future - POPI enables mobile working by
providing and supporting personal digital assistants (PDAs).
• Corporate Services Transformation - Payment information is
calculated by POPI and transferred to the council's corporate
finance system by way of an interface.