Asset Management

Business intelligence system for asset management

Slovak Post is a company with a long tradition of providing postal services. It operates the largest branch network in Slovakia, managing over 1,500 different offices. Because of the size of the network, asset management posed a major challenge for the company.

The Asset Management Department of Slovak Post was responsible for the administration. They faced IT problems typical for small departments – the use of multiple local tools and databases with no standardized procedures. Frequent duplication, obsolete data, and lack of information made it virtually impossible to communicate effectively. The only solution was to unify the data and develop a cloud application.

Step-by-step

First, we started by analyzing the work practices, data and processes in the individual departments. Data stored in various Excel files needed to be standardized in a single structure. Next, we created a prototype of the data structure, which we then verified with the client.

The basic unit we used for developing the asset management system is an object. Each location – office, facility or administrative building administered by Slovak Post was identified as an object. In total, we found 1,700 objects.

IMPLEMENTATION CHALLENGE

Our aim with Slovak Post was to prepare a complete business intelligence system for asset management. For this reason, we included simulations, projections - and impact studies of planned or performed operations with its assets. The system can proactively direct the client towards the cost effective operations regarding the management of their assets.

We needed to decide how to display the data for decision-making. We decided to use OLAPs. Using simple graphs, the OLAPs display important information such as fluctuations in energy consumption at delivery points, over-consumption, or regular equipment audits. With OLAPs, the management of Slovak Post gained higher level of control over the company´s assets.

In order to keep the visualization of the individual objects simple we decided to embed Google maps into the application (GIS layers). This way we provided the users with a visualized network of objects where they can clearly see the distance between them or their distribution across different regions, and the technology also allows them to take a virtual walk around an object.

During the implementation, we encountered problems regarding the input of large amounts of specific data for different types of assets. We solved this by developing forms that are fully configurable using application screens. This way our client he can display data as required.

Results

The asset management system saved Slovak post their costs. Thanks to the harmonization of data and the unified storage, the employees now have direct and immediate access to the information they need. The management team gained advanced tools for monitoring the company and making decision. After receiving positive references, we were invited to implement the asset management system for another big client.

Until the implementation of the new system, records of asset were handled manually in xls tables, with a large amount of data processed locally and ineffectively. With the implementation of the information system, we created a tool for recording and analysis used for optimizing the use of our assets. We now have central, complex and reliable records of long-term assets.

Iveta Vrbiková, Slovak Post