Equipmentmanagementboostingsustainability

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

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."

Improved sense of control over equipment

Malmö Live is a versatile concert and event facility in Sweden’s third-largest city, Malmö. It features a concert hall with a capacity of 1,700 spectators, a black box called Kuben for 650 people, a foyer stage for around 200, and various pop-up stages in its common areas.

The state-of-the-art concert hall, opened in 2015, features the latest technology and exceptional acoustics. Malmö Live is also the home of the Malmö Symphony Orchestra.

Technical Manager Martin Berglund and the technical team provide sound, lighting, and stage solutions for approximately 400 concerts and events each year.

In addition, the Malmö Symphony Orchestra performs about 60-70 concerts per year at Malmö Live and other venues in the Malmö Region. The orchestra also tours a few times each year.

To ensure events run smoothly, Martin and the technical team need complete control over their technical assets. Since early 2022, Martin and the team have relied on the Trail Equipment Management System to manage technical equipment and its usage for these events.

Main challenges before implementing Trail

”We were almost completely self-supplied here at Malmö Live and we didn’t have an inventory of all our technical equipment. We did not have an overview of what we owned, what was the equipment status, what was working, what was missing, when was the equipment purchased, and when it was time to replace it. And we didn´t have a proper way of booking equipment for different projects.” Martin describes the situation before implementing Trail.

”I had been looking for a system like Trail for quite some time. It got so far that I at one point started making one myself using a simple database manager, ODBC. I did give up though due to the Sisyphos side of the project. I was quite pleased when I came across the ad for Trail.”

Malmö Live is continually expanding its inventory and adding more data to Trail. Even during the implementation phase, they began booking equipment for events to easily see what was available and what was not.

Sense of control and other benefits

The biggest benefit Trail has brought to Malmö Live is a clear sense of control over their technical equipment. The comprehensive overview of equipment provides insight into available resources and identifies any gaps. As a result, they now have concrete knowledge of their equipment rather than relying on assumptions.

“The ability to see the life cycle of the equipment makes it easier for us to predict future expenses. Moreover, the co-workers can see who is using what and where, which also improves responsibility.” Martin continues.

Martin has also been impressed with the Trail team’s customer service: “The contact with the Trail team is pure pleasure!”

Best practices of equipment management in a concert hall

When asked about best practices he could share, Martin stated, “We haven’t been using Trail for very long. However, I would recommend encouraging staff to book equipment for all projects, even the smaller ones. It’s much better than just grabbing things straight off the shelf.”

Achieved benefits:

• Enhanced control over equipment

• Complete visibility of equipment status, maintenance requirements, investment needs, and purchase history

• Ability to leverage equipment data for budgeting and investment planning

• Increased sense of responsibility among employees

• Capability to plan equipment usage for upcoming events and book necessary equipment

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

Up-to-date equipment data supporting the technical operations of Helsinki City Theatre

"Trail’s functionalities were superior compared to the competition" says Henri Sneck, Technical Manager at Helsinki City Theatre.

The largest professional theater in Finland, the Helsinki City Theater creates unforgettable theater productions on five different stages around Helsinki. Approximately 240 theater professionals create approximately 1,000 performances every year.

The technical operations of large-scale theatre productions and simultaneous shows require precise planning and process know-how. Up-to-date and reliable equipment information is an essential factor in the theatre’s technical production.

What does the Helsinki City Theater use Trail for?

Technical Manager Henri Sneck notes that before the introduction of Trail, information about existing equipment was fragmented and unreliable. Now, equipment details, including purchase information, are easily accessible. For example, vendor details, purchase dates, prices, and warranty periods can be retrieved in seconds. Trail’s investment planning feature has significantly improved the process of planning future equipment purchases.

With Trail, equipment status is always up-to-date, providing reliable information on location, condition, maintenance status, and availability—all crucial for planning technical production for upcoming shows. Sneck also highlights the "device audited" functionality, calling it a "handy feature that conveniently confirms the device's location information."

Trail’s maintenance management module is essential for overseeing and ensuring equipment compliance. User manuals for lifting aids and devices, inspection protocols, and other device-specific information are readily available in the item cards. The asset reservation feature in Trail further ensures equipment availability at the specified time.

Achieved benefits:

• Up-to-date information on equipment condition, availability, and location is readily accessible

• Enhanced visibility into equipment purchase details

• More informed investment planning with detailed equipment data

• Equipment compliance guaranteed through Trail’s maintenance management