FOI Request - Software Used for Maintenance Management Systems

Request 101003541914

I am writing to request information under the Freedom of Information Act regarding the maintenance systems and associated software used within the local council.  

Specifically, I would like to request the following information:

1.  The name(s) of the software used for maintenance management systems (Typically known as CMMS, EAM, Asset Management, Facilities Management) within the council.

2.  The number of users licensed to use the maintenance management system software.

3.  The annual cost associated with the maintenance management system software.

4.  The individual or department responsible for managing and overseeing the maintenance management system software.

5.  The expiration date of the current contract(s) for the maintenance management system software.

Additionally, I would also like to request information regarding the following:

6.  The software used to manage the allocation of equipment within the council, for example lawn mowers, road sweepers, waste collection vehicles.

7.  Additionally, to this, how are the above jobs allocated.

8.  The software used for maintaining buildings, homes, playgrounds, green spaces & grounds etc. within the local council.

9.  The software used for registering accidents or damages within all equipment or assets owned or leased within the facility.

10.  How failures of equipment, machinery, vehicles, damages to property and supplies are logged within the facility.

11.  Name of software used to ensure equipment, machinery and any other items are fit for use for example periodic testing and calibration, for example fire extinguishers.

12.  With property, how are they maintained, how is the data logged for example testing, alarm checks, inspections of homes and which software is used to support this if any?.

Response 02-05-2024

1. NEC Housing  from NEC Software Solutions UK LTD is used to manage Council housing stock
Confirm EAM from Brightly is used to manage public buildings & Playgrounds / Open Spaces
Tranman from Civica for vehicles and equipment

2. NEC Housing system – site licence
Confirm EAM – 40 users (shared between the Environmental Protection and Property sections)
Civica Tranman – 15 users

3. NEC Housing -  Council housing stock - £105,655
Confirm EAM– Playgrounds/Open Spaces & public buildings - £37,160
Civica Tranman - £15,390

4. NEC Housing – Housing department
Confirm EAM: Playgrounds / Open Spaces – Open Spaces section within Environmental Services; public buildings – Property department
Civica Tranman – Fleet Section with Environmental Services

5. NEC Housing System – 31/03/2028
Confirm – 31/12/2024
Civica Tranman - 30/06/2024

6. Confirm EAM for Playgrounds / Open Spaces
Civica Tranman for vehicles and equipment

7. The asset/site is inspected and jobs allocated where necessary through the systems.

8. NEC Housing
Confirm EAM
Tranman

9. NEC Housing
Confirm EAM

10. Failures/defects with Council housing stock are reported to the Council’s customer services team and logged into the NEC Housing system.

Failures/defects with public buildings are reported to the Council’s property section and logged into the Confirm EAM.

Failures with vehicles and equipment are reported to the Council’s fleet maintenance section and logged into the Tranman system.

Failures with Playgrounds / Open Spaces equipment are reported to the Open Spaces team and logged into the Confirm EAM system.

11. NEC Housing  for Council Housing
Confirm EAM for public buildings & Playgrounds / Open Spaces
Civica Tranman for vehicles and equipment

12. Housing and Property sections have inspection regimes is set up. These are maintained in NEC Housing for council housing stock and in Confirm EAM for public buildings.