Federation Square integrate operations into a single platform, meets compliance and reduces costs
Federation Square (commonly known as 'Fed Square'), is a cultural precinct in the city of Melbourne, Australia, comprising a series of buildings containing a public broadcaster, art galleries, museum, cinemas, exhibition spaces, auditoria, restaurants, bars and shops around two major public spaces.
challenges
To meet legislative and workflow requirements, Federation Square Management were looking for a single integrated software package to replace inefficiencies associated with paper forms, spreadsheets, emailed job requests, contractor attendance, issuing keys and keeping records of service provider contracts and credentials.
Federation Square Management looked at a variety of systems finding that most could only do part of what they required. Many solutions were 'best of breed' applications that would have resulted in an add-hoc solution consisting of numerous different application supported by different vendors.
solution
kwiklook was chosen to provide a 'best of suite', integrated operations management solution where all business functions operate seamlessly together, providing a more holistic, unified solution, in-line with FutureIT's oneresource principles.
kwiklook was implemented over a three week period and now provides an integrated operations risk management solution that meets operational reporting requirements.
Since kwiklook was commissioned, two security companies have been under contract to Federation
Square Management. Both companies have quickly learned to use
incident reporting and visitor management.
business benefits
Mark Bullen, Operations Manager: "other systems, while providing some of the functionality we were looking for did not provide the intergrated functionality of the kwiklook suite of applications." (see: testimonials.)
- Compliance with new OH&S Legislation.
- Accountability heightened by making information more accessible and specifically relevant to user roles.
- Operating costs significantly reduced by eliminating many time consuming, redundant processes.
- More time available to focus on core duties.
- Improved staff moral through unity of processes.
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story details
The kwiklook solution implemented at Fed Square is broad, reaching across Operational departments to Management.
Maintenance Department
The Maintenance Department replaced the paper-based form system, used by all Staff to report corrective maintenance issues, with web kwiklook, which is hosted on the Fed Square Intranet. Staff can now track progress of individual reports via the Intranet, saving the need for assisted calls to investigate.
kwiklook Maintenance is employed to manage and simplify the processes involved with Planned and Corrective Maintenance.
Security Department
The security department have been empowered with a number of kwiklook modules to assist daily processes; these include: kwiklook Visitor Attendance, kwiklook Incident Reporting, kwiklook Communications Diary and kwiklook Certification & Training modules.
External Service Providers and Staff sign-in and out, on arrival and departure to & from site, via kwiklook Attendance Kiosk located near the Security office, providing an accurate record of attendance for easy future reference. Security Staff may supervise Visitor entry using kwiklook Visitor Attendance.
All minor and major Incidents are reported using kwiklook Incident Management. This enables the Security Supervisor to review Incidents with an electronic sign-off. When an OH&S or major Incident of specific criteria occurs, pre-defined Staff are alerted automatically via SMS and email.
Management
kwiklook provides Management with a single maintainable operations platform that meets FutureIT's oneresource principles. The Operations departments are dynamically linked through integrated business processes, maintain and share common information such as Human Resources, External Service Providers, geographic location tree data and contact lists.
IT Services
The IT Department endorsed kwiklook and now support a single platform for the various independent operational departments within Fed Square, eliminating a series of non-consistent, add-hoc software applications, each with specific needs.