Management of all equipment across the city
The biggest challenge was the lack of centralised information
Before the Trail Equipment Management system was implemented, the City of Pori’s equipment data was scattered across multiple systems and unit-specific spreadsheets. Some of the data had not been compiled anywhere. There was no centralised view of all equipment and their lifecycle information.
In addition to gaining a comprehensive overview, the City of Pori set the goal of standardising asset management practices and improving the efficiency of equipment utilisation. The aim is to promote sustainable development through the efficient utilisation of equipment, improved maintenance management, systematic planning of repairs, and predicting replacement needs.
“The goal is that these new practices will make it possible to make better use of recycled equipment that is still in good condition.” - Erja Haavisto, Finance Manager, City of Pori
From a risk management perspective, improved registration of equipment was also identified as a means of preventing the loss and unauthorised use of such assets, thereby strengthening internal control and risk management practices.
Trail provided a modern solution suitable for the city’s needs
After comparing various systems, the Trail Equipment Management service was selected as the City of Pori’s solution for equipment management. The decision was influenced in particular by the system’s support for tracking stock balance items and its item-based pricing model, which suited the city’s needs. In addition, the system was found to be user-friendly, technologically modern, and adaptable to identified needs.
The success of the implementation was the result of many factors
The City of Pori was successful in implementing the selected equipment management solution.
Several factors contributed to the successful implementation:
Efforts were made at the city level to provide guidance and information.
Sufficient staff resources were allocated to carry out the system implementation, and staff received extensive training in data collection.
The implementation was well planned, and the groundwork was thoroughly prepared.
The business units were committed to implementing the system, and responsible personnel were appointed
Trail System’s key account manager and technical support team provided assistance during the implementation
One key factor in the project’s success was that the City of Pori was able to get its staff on board with compiling asset data and using the system. In this regard, securing the commitment of the various departments and appointing designated personnel were crucial components of the overall effort. The designated personnel were also provided with training and access to a shared support group to assist them in their work.
When the system was implemented, it was emphasised that each unit could go beyond the minimum requirements defined for their specific needs, and those in charge were given the freedom to decide for themselves how to use the system on a day-to-day basis. Initially, steps were also taken to ensure that responsibility was not placed excessively on any one person.
“We were able to build a strong sense of shared purpose among the admin users.” - Bettina Nirhamo, Lead Designer, City of Pori
Achievable benefits
The centralisation and standardisation of equipment management have increased visibility and awareness of the city’s entire equipment inventory. At the same time, the conditions for establishing consistent operating practices have improved, and equipment recycling and lifecycle management have also advanced. The goal is for the Trail Equipment Management system to eventually be in use throughout the entire city organisation.
Using Trail Equipment Management service is also expected to deliver financial benefits, particularly through increased equipment rotation between units and more systematic lifecycle management.
Achieved benefits:
A comprehensive overview of the city’s equipment
The ability to quickly check whether the city already has any equipment available for the task at hand
The ability to integrate risk assessments and maintenance procedures into equipment data
