Supportedimplementation

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

Equipment management system successfully implemented

"The introduction of Trail has clarified our own processes and operating models." Pia Jänkälä, IT Support, Lappia

Lappia Vocational College operates across five locations in Northern Finland, providing education to approximately 4,500 students, supported by a staff of 340. Its operations span 30% of Finland's geographical area.

In addition to offering basic and professional degrees, Lappia provides a wide range of training and services for young people, adults, and businesses.

The school's IT department manages thousands of critical pieces of IT equipment. To maintain a clear overview and simplify equipment loans, Lappia adopted Trail Asset Management.

What changed after the introduction of Trail?

Before the implementation of Trail, item data was very scattered. "There were several different tables, purchase orders, and systems in use. Gathering the overall view of all IT equipment from various sources was a huge challenge" states Pia Jänkälä from Lappia’s IT support.

With Trail, all IT equipment was consolidated into a single register. Now, asset information is easily accessible and can be kept up to date.

"The introduction of Trail Asset Management has streamlined our processes and clarified our operating models. Today, Trail also helps us manage equipment loans, create budgets for future purchases, and maintain inventories," Jänkälä continues.

An intuitive system and proper preparation streamlined the implementation

Lappia's IT team thoroughly prepared for the implementation of Trail, carefully considering the users, items, and categories to be added to the system.

"We limited the item categories in Trail to keep the content more manageable. Additionally, we decided that access rights would be granted only to IT personnel and those managing loans, ensuring that the information in the system remains well-controlled."

Jänkälä emphasized that easy data input was crucial for a smooth implementation. Inventory data can be imported into Trail in Excel format, avoiding time-consuming manual entry.

Trail's user-friendly design further supported the implementation. "As a product, Trail is clear and easy to adopt. We also found the mobile app to be relatively intuitive."

Achieved benefits:

• All IT equipment information is centralised in one system

• Tracking equipment reservations and loans is simple

• Easy way to get a comprehensive view of equipment and its lifecycle

Improved control over the gear used in crisis management

The Crisis Management Centre Finland (CMC Finland) is a centre of excellence for civilian crisis management established in 2007 and operates as an independent centre under the Ministry of the Interior. CMC Finland is responsible for training, recruiting and equipping Finnish civilian crisis management and international rescue experts for global missions.

Operating internationally, CMC Finland has around 120 civilian crisis management experts permanently deployed worldwide. This has led to the need for better management of the various types of equipment distributed to experts in the field. Ville Mertamo, responsible for planning the Centre's logistics, sought an effective solution for managing stock balances. He's responsibilities include the storage, procurement, delivery and return of equipment for the experts.

Why Trail?

The challenge was to get the warehouse in order, maintain a clear overview of who had been issued what equipment, and ensure that everything was in working order. Mertamo noted that some equipment abroad was labelled with "best before" dates, and there was insufficient data to plan purchases effectively. After comparing several equipment management systems, Trail was selected as the most suitable, particularly due to its user-friendly lending feature.

"The possibility to use barcodes, QR codes and a mobile app were important for us. Pricing was made easy."

Smooth implementation

The implementation of Trail in 2021 went well, with a few colleagues trained to use the system alongside Mertamo. They managed the distribution of equipment to staff, responded to stock changes with reminders from Trail, and knew when to purchase new equipment. Taking the time to categorise warehouse items facilitated rapid deployment.

The biggest benefits

Mertamo cites the ability to view stock balances remotely as one of the biggest everyday benefits, freeing up time for other tasks. Information on the maintenance history of satellite phones, for example, or the availability of different equipment, is easily accessible from anywhere. This, in turn, aids in budgeting for future purchases and reducing unnecessary investments. By using Trail, wastage is minimised, as it is clear what equipment each person has on loan. Mertamo particularly values having all information centralised in one system rather than scattered across separate Word or Excel files.

Given Trail's effectiveness in managing various types of equipment, an expansion to other activities may be on the horizon. "Trail is a good basis for a wider roll-out for managing office furniture and equipment, for now, Trail is being used with gear," says Mertamo.

Mertamo also offers a tip for other Trail users: "Trail allows you to add other devices within your devices. I used this feature to create separate satellite phones and connections. The connection is listed under the phone's name and can be transferred to another phone if necessary, such as if the device breaks."

Sustainable equipment management in Göteborgs Operan

”The benefits of equipment sharing are so obvious for the environment and for the economy. Now, the users have the possibility to borrow, rent, and share equipment that they can’t afford or do not have by themselves.” Håkan Jönsson, Facility Manager and Member of the Board, Göteborgs Operan

Håkan Jönsson, the Facility Manager at Göteborgs Operan, plays a crucial role in ensuring the smooth operation of this renowned Swedish opera house. His responsibilities include overseeing maintenance and services, logistics, and warehousing, as well as managing the complex stage machinery. In his role, he leads a team of around 30 professionals, from electronic engineers to cleaners.

The biggest challenge was the lack of control over the equipment

Before implementing Trail as their equipment management solution, Göteborgs Operan faced numerous challenges in managing their equipment. Håkan's team struggled with locating equipment, determining its usability, monitoring status, and tracking quantities. These challenges not only hampered operational efficiency but also made it difficult to deliver seamless services to their audience.

Trail Equipment Management provided an effective solution to these challenges. The decision to adopt Trail was strongly influenced by positive feedback from the Finnish National Opera and Ballet, which had already experienced significant benefits from the platform.

At Göteborgs Operan, Trail is central to their equipment management strategy. It helps maintain order across a vast inventory, simplifying the process of ordering and placing equipment both on-site and in storage. Additionally, Trail enables efficient equipment sharing among multiple theaters, including Göteborgs Operan, Göteborgs Stadsteater, and Folkteatern Göteborg. This collaboration not only streamlines logistics but also promotes sustainability and cost-effectiveness.

Sharing equipment boosts both the environment and the economy

The Trail Sharing functionality is highly valuable to Håkan and his team. They believe that equipment sharing offers numerous benefits, not only for their organisation but also for the environment, local economy, and broader community. By sharing resources, theaters can reduce their carbon footprint and ease the financial burden of purchasing expensive equipment. It also democratises access to high-quality equipment, ensuring that even smaller theaters and groups have the tools they need to deliver exceptional performances.

In addition to the tangible benefits of Trail's equipment management capabilities, Håkan highlights the exceptional customer-supplier relationship they've built with the Trail team. They have found Trail to be receptive to their ideas and responsive to their needs, making the system’s implementation and ongoing improvements a collaborative and rewarding experience.

In summary, Trail Equipment Management has elevated equipment management at Göteborgs Operan, providing a streamlined solution that enhances efficiency, promotes equipment sharing, and supports sustainability. With Trail, Håkan and his team can focus on what truly matters — delivering outstanding performances while ensuring that equipment is in the right place when needed.

Achieved benefits:

• Ability to maintain order and control over a vast array of items

• Simplified process of ordering and placing equipment in the correct locations on-site or in storage

• Improved logistics between venues

• Facilitate efficient sharing of equipment among partners

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