Senate Properties
Senate Properties is the work environment partner of the Finnish government. Senate Properties is responsible for the maintenance and development of the premises of government organisations and creates work environments that support customers' operations.
Trail was introduced to Senate Properties in 2018 through a public tender. As part of the implementation, a security and administrative audit of the system was conducted to ensure Trail's suitability for use by the state administration.
"The goal was to gather all the life cycle information of office furniture and AV equipment across different locations," says Jenna Mustonen, Adviser, Maintenance in Workplace and Maintenance Services at Senate Properties.
Efficient inventory
Trail is currently used to manage tens of thousands of Senate Properties' furniture and AV equipment throughout Finland. Physical RFID tags are attached to the equipment for individual tracking. The tags have basic item information and a QR code, enabling fast and effortless defect reporting through Trail's mobile application.
"We decided to label the devices with Trail’s RFID smart chips so that repetitive inventories can be completed using remote reader devices. In this way, inventories can be completed in a fraction of the time compared to before", says Mustonen.
Trail's mobile application and RFID reader are used to identify remotely readable RFID tags. In practice, a mobile device is connected to the reader, where Trail's application registers all RFID tags scanned by the reader, and then updates the system with the latest information.
A powerful RFID reader allows tags to be read from a distance of up to 10 meters, making inventory execution very fast. As an example of efficiency, about 800 articles from the entire floor were inventoried in less than 10 minutes in one of the Helsinki offices.
Gathering equipment information
Gathering equipment information into Trail works smoothly for Senate Properties as equipment suppliers provide the information in a system-readable format.
"With Trail, we finally have a comprehensive view of the locations we manage and the furniture and equipment used by different customers - and it's easy. In the past, compiling and updating such information was practically impossible," says Mustonen.
User rights management
All systems used by the Senate Properties must operate seamlessly and reliably in terms of user rights management. With Trail's comprehensive access control possibilities, information on equipment in different parts of Finland is only available to relevant personnel.
Achieved benefits:
Up-to-date view of all equipment
Efficient and reliable inventory
Efficient equipment data collection
Effective user rights management
