Mobile Solutions and Surveying Case Study

How Handheld Computers Changed the Way We Work

Until recently all the contract documents (for example Bills of Quantities, Contract Administrators Instruction, Interim Certificates etc) in Central Maintenance Services (CMS) at West Lancashire District Council (WLDC) were hand written. These would then be typed up to produce finished documents.

A change in management and an increase in workload led us to seek a less labour intensive alternative. Handheld data capture seemed to be the answer to our problem. After considering several packages we decided to purchase PowerSurvey software from DataBuild. This operates through the Psion Workabout hand-held computer which links to an MS Access database in the office.
After piloting the product we realised that it was capable of far more than we had originally envisaged. We set up meetings with DataBuild to draw up a specification to streamline the whole contract documentation process from inception through to the completion stage of a project.

The resulting system generates all our contract documentation. This includes Bills of Quantities; Contract Administration Instructions; Valuations and Interim Payment Certificate; Practical Completion, Extension of Time and Final Completion Certificates. The database also ensures that up-to-date financial monitoring information can be generated at a keystroke. This includes a logging system for omitting items from the Bill of Quantities and adding new items of work. It also allows us to group properties into contracts, carry out site surveys using hand-held computers and store details of work required to produce a Bill of Quantities for tendering purposes. All this in far less time, using fewer staff, with greater accuracy.

In addition, when a contract is awarded it enables us to enter contractor’s particulars. Once a contract has started, the hand-helds are used to issue site instructions using portable printers as well as logging details of completed work. The information gathered on site during the construction phase is finally fed back into the main database, back at the office, to produce valuations and Contract Administrator’s Instructions.

The good news is that a substantial amount of deskwork has been eliminated. This allows more time for site supervision and has reduced the administration support we previously needed. An added bonus is that all CMS staff can access the information on the main database in the office. This means they can quickly respond to queries from tenants and other WLDC staff regarding the status of contracts and carry out financial monitoring more accurately than before.

With the system now fully up and running we are in an excellent position to deploy our stretched resources to meet future challenges and increasing workloads. The bottom line is we are now working smarter but not necessarily harder.