First Wessex Aspireview Case Study
Published by Coactiva for coactiva in Housing and also in Local Government
First Wessex is a Hampshire-based housing association providing homes and services to local communities throughout Hampshire and parts of Surrey. Delivering high quality homes and services, they manage and maintain around 20,500 affordable homes for rent or purchase and currently develop in excess of 300 new homes each year. Last year, after two years of planning and preparing, First Wessex went out to tender for a performance, project and risk management solution. After an extensive selection process, they decided to select Coactiva as their preferred supplier. After beginning a pilot in May 2012, they have now been fully live on Coactiva’s Aspireview solution for over four months.
Drivers behind the selection process
Prior to using a fully integrated system, First Wessex’s Performance team used a series of spreadsheets to keep track of their performance indicators (PIs) and risk registers. This information was then pulled together into one centralised master document for review. This would be passed round for team managers to update and add commentary. However, using this approach meant that it was sometimes difficult to maintain version control and didn’t allow for multiple users to update the document at one time. This ongoing issue would normally lead to the Performance team working to very tight schedules, whilst also having to check and correct any data errors identified from manual returns.
Once the spreadsheets were updated with commentary and results, a reviewing period would take place, which added further to the time pressures for report production. It was important for First Wessex to see value for money when selecting their performance improvement solution. “Aspireview was simple to use and implement and didn’t have the added extra costs that their competitors had. It included all the functionality we needed and was simple to use. It was obvious that it was built for users, not analysts. We liked that.” Tony Sanderson, First Wessex’s Corporate Planning and Performance Manager.
First Wessex has between 25,000 and 30,000 data items within their framework for their 990 users. They now use the system to monitor their management and board reports, strategic and operation risks as well as other performance areas:
- They have partially integrated Orchard Housing Management System with Aspireview so data imports are fully automated on a monthly and quarterly basis.
- All strategic and operation risks are monitored using the risk management area.
- Multi dimensional dashboards have been developed for reporting Key Performance Indicators for over 140 estates.
- Once comments are added to the reports, they are PDF’d and stored within the system so users can access them at any point.
- Development work has been undertaken to integrate the ESRI GIS System so performance can be viewed on their mapping service.
- A framework for managing self assessments has been devised and is in the process of being agreed for use by the business.
- Department PIs are starting to be measured and monitored within the performance area of the system and this is an area that will be developed further in 2013/14
“From the beginning, we knew that there would be a good cultural fit between our team and the Coactiva team. The planning sessions and planning process was organised and clear. We knew it would be delivered on time and on budget”, comments Tony.
Fully integrated performance management
With Aspireview in place, the manual checking and review times have significantly decreased.
“We have made significant efficiency savings estimated to be around six man-days of data and report production time. This means we are now able to more easily meet deadlines for board reports. It has made a massive difference”, adds Tony.
First Wessex is no longer using the historical spreadsheets that were once in place. Instead, nearly all corporate performance is now monitored and managed through the online system, giving managers the opportunity to view and comment on fully up-to-date results.
First Wessex now plans to conclude the integration of information with improvements to customer insight to help with the upcoming welfare reform, as well as integrating the property services data including the repairs information.
Tony says: “We’re very happy with the support we’ve received from Coactiva. You’re always at the end of the phone and happy to help and can always find a solution to our problems.”