Working directly for a specialist Restaurant Group with over 50 locations nationwide, Simply Solutions were engaged to review the current FM processes utilised through the business.
With the quality and wellbeing of the sites being of the utmost importance house, the Facilities Manager wanted to ascertain a different model targeting both costs and outcomes.
The business had over 2,200 assets across their restaurants from catering equipment to refrigeration. The client needed a way to manage and monitor the life cycle of these assets with a view to extending their timeline to avoid any need for capital costs.
The client also had their own mobile fleet of handymen and tradespeople which they needed to manage:
After discussions, the requested the following:
- The engineer Apps, for the 11 engineers to manage their workload of daily tasks.
- Helpdesk / job requests for restaurant managers to create job requests to the central help desk.
- The electronic forms allowing jobs requests to be customised by job type.
- The strong asset management and ability to add assets to a job request.
- The ability to record and cost the time spent by engineers and to use timesheets.
- Run scheduled reports.
Approach and Further Details
The Business was very clear about the deliverables and was quick to spot the gaps in their current FM offering. We agreed a timetable of improvements which they sponsored. Within a few months we were able to go live.
Training was provided online over a few sessions on Zoom to each individual engineer, showing them how to use the system and how to provide the key data stream that we required.
Pre-Covid, they were booking up to 800 jobs per month. Most of these have come in from job requests created by the restaurants.
Then the helpdesk approved these job requests into jobs, which in turn have been sent out to the engineers. Then, the engineers view and complete the jobs on the Resource App, including the management of bespoke Risk Assessment when the need required.
Job Costs were recorded directly from engineer application, with accurate time records and timesheet contributing to monthly job and cost reports sent out to regional and group managers.