Estates and Facilities Helpdesk with Coventry and Warwickshire Partnership Trust

FM providers are increasingly expected to deliver more value using the resources they already have.

A SMART HELPDESK SOLUTION

mpro5 connects Coventry and Warwickshire Partnership Trust with its subcontractors...

INTRODUCTION

Managing the estates and facilities of any NHS trust is no easy task...

This is even more challenging for Coventry and Warwickshire Partnership Trust (CWPT), who have a relatively small estates team and more than 90 different sites to manage.

CWPT have used mpro5 to replace many of the functions of their previously over-burdened help desk, acting as the glue between their own CAFM system and their 125 subcontractors.

They are also increasingly using mpro5 to carry out estates and facilities jobs.

Ultimately, effective compliance and efficiency serves to better patient care in CWPT.

DELIVERING AN EFFICIENT, SAFE SERVICE

“mpro5 covered more ground in six weeks than our old system did in three years. This was the first step in realising my vision of the Estates Department at CWPT.”

- Sat Padda Senior Compliance Manager

PROBLEM

Managing 110 varied buildings in a healthcare setting, where safety is paramount, is a sprawling challenge....

They rely on sub-contractors to carry out most of the repairs, maintenance and inspections for the trust that keep sites safe and operational.

The trust’s previous system was becoming out-dated and failing to keep pace with their requirements, but CWPT had just six weeks remaining on their existing supplier’s contract and would have been forced to renew for a full 12 months.

They needed us to configure a solution, with 171 functional requirements, to replace the existing system before they were forced to renew.

CWPT were manually administrating works across the trust, which was time-consuming and inefficient.

SOLUTION

With an urgent deadline of six weeks before their existing system was switched off, we fully configured and deployed mpro5 within just four...

On a day-to-day basis, mpro5 removes the need for the estates team to chase jobs and, at the same time, enables them to monitor the performance of subcontractors.

Managing SLAs, Statutory PPM tasks and handling external work tasks that are passed out to a wide network of sub-contractors, mpro5 ensures compliance and the timely completion of jobs and reporting.

The platform also provides overviews of any building and the reactive tasks which have taken place.

ALERTING, ACTION, INSIGHT - MAKING SUBCONTRACTOR MANGEMENT SIMPLE

The trust plan to expand the use of mpro5 into areas including cleaning and fire risk assessments.

RESULTS

CWPT have streamlined their helpdesk, making it more efficient and effective...

CWPT's maintenance helpdesk has been reduced from nine people to just two, freeing up department time to focus on more complex tasks such as assessing completed work.

Reporting is also far quicker and easier thanks to mpro5's structured database and accessible reporting functions.

Double data entry has also been cut as contractors use the mpro5 to send data straight to the cloud.

Now that the system has been well-established, the trust are gradually bringing in more and more functions to the platform, including logistics jobs and fire door checks.