How To Use Concerto.Com

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1 ASSET AND FACILITIES integrated software solutions 01 EXECUTIVE SUMMARY SOLUTION OVERVIEW Concerto provides a secure, web based, property asset management suite of software incorporating comprehensive asset management, facilities management, project management, and performance management modules for the full life-cycle of your assets. The asset and facilities management solutions form two of the four core Concerto modules which can be employed either independently or as a single integrated solution linking to a single, shared database. Concerto s solutions contain comprehensive functionality that is highly flexible to be configured to suit each organisation s individual requirements. Integration of the Concerto facilities management and asset management solutions allows for comprehensive estates management and complete operational and non-operational management of your assets. Both the Concerto asset management solution and the facilities management help desk and PPM solution can be integrated with existing systems such as finance software to provide an overall holistic overview of an organisation s asset performance. The Concerto suite is entirely web based and can be accessed via smart phone and other hand held devices as well as your desktop with a customisable work flow and dashboard. Concerto offers both a fully hosted and an in-house secure and fully supported hosting solution depending on your organizational requirements. As a result of working with Concerto, public sector organisations can demonstrate that they are able to do more with less, helping to protect front-line services in line with government directives.

2 THE ISSUES Many organisations have incomplete, duplicated or out of date information on their assets and and rely on separate, non-electronic records to provide a holistic view of their often large and diverse estates and operational property portfolio. This lack of good quality data will potentially compromise the efficiency of property and asset management and without one central point for knowledge and information it is impossible to ensure everyone is working towards the same goals. Concerto offers a modern, easy to use, collaborative and central platform for all stakeholders to instantly share validated and up to date information and knowledge in order to make informed decisions at every level.

3 01.2 THE CONCERTO TEAM We are public sector specialists with over 50 years experience working within and along side the sector. Concerto understands the dynamics of the public sector in terms of current issues, the implications of trends and the pressures its buyers face at unitary, county and district levels. We can quickly assess customers needs in detail and appreciate the nuances of individual situations. From this assessment we are in a position to provide a tailor made solution. Concerto s software suite has been designed from the outset to be an exact fit for public sector requirements; it is not adapted to fit from another system. Concerto is ready to start work immediately; there is no wasted time in learning curves. Customers are able to provide feedback and input to future features/releases of Concerto software via regular user group feedback sessions. At Concerto, we work closely in partnership with our customers offering support every step of the way. Our Customers always deal directly with the developer, not an intermediary, ensuring accuracy, speed, high levels of understanding and mutual trust.

4 1.3 KEY FEATURES ASSET SOLUTION COLLABORATIVE SOFTWARE CASE DOCUMENT CUSTOMISABLE WORKFLOW ORDERS & INVOICING WATER MONITORING ESTATES FM & PROPERTY HELPDESK ASBESTOS SURVEYS EQUIPMENT & PPM ASSET DASHBOARD AND REPORTS SURVEYS MOBILE WORKING CAD/GIS FACILITIES SOLUTION REACTIVE REPAIRS WATER MONITORING PPM RUNNING COST COST & MATERIALS ENERGY ROOM BOOKING MATERIALS REMEDIAL RISK ASSESSMENTS WORKFORCE DASHBOARD AND REPORTS

5 1.4 KEY BENEFITS 5 NO NEED FOR MULTIPLE PIECES OF SOFTWARE WITH ADVANCED COLLABORATIVE TOOLS UNDER A SINGLE UMBRELLA SOLUTION 5 PROVEN TO IMPROVE EFFICIENCY AND GENERATE SAVINGS 5 INTEGRATED DATA ENVIRONMENT ENSURING VALID UP-TO-THE MINUTE INFORMATION IS SHARED AMONGST ALL STAKEHOLDERS 5 SUPPORTS BIM / GOVERNMENT SOFT LANDINGS 5 HOLISTIC OFFERING WITH INTEGRATED PROJECT, PERFORMANCE AND PROPERTY WHERE REQUIRED 5 HIGHLY FUNCTIONAL, VERSATILE AND SCALABLE TO PROVIDE 100% FIT FOR PURPOSE SOLUTION 5 SEAMLESS DATA ENTRY FROM ENGINEERS / CONTRACTORS ON THE JOB 5 CUSTOMER-CENTRIC DELIVERY MODEL ENSURING LONG TERM MUTUAL TRUST

6 01.5 CASE STUDIES MANCHESTER CITY COUNCIL Manchester City Council originally selected the Concerto asset management solution to maintain their full property portfolio. At the start of the Manchester Central Library Project, Concerto was also invited to work with the council to facilitate the BIM environment, particularly during the operational phase. The Concerto facilities management help desk solution was integrated with the Concerto asset management solution to allow the Council to use the BIM resource going forward for facilities management. The Concerto facilities management tool is providing Manchester City Council with a BIM integrated FM help desk solution for the post operational phase of the Town Hall project. The solution facilitates the management of planned and reactive maintenance and works required at the complex and displays 3D BIM data as and when required. It has also enabled the carrying over of information from the project phase which has smoothed the transition between the build and operational phase and facilitate the on-going operational management of the assets involved. Concerto have been very supportive to Manchester City Council in assisting them to achieve their short term and long term vision for using BIM data for FM. The interface is simple to use by FM teams. If a worker reports that a room is too cold, the FM department can pull up the systems supplying heat to that room and isolate these from the highly complex M&E systems supplying everything else. This makes it much easier to identify potentially faulty items, such as the boiler supplying the cold room. Once the offending piece of kit has been identified, it is centred on the user s screen and placed in context, enabling the FM team to work out how to access it. They can also link to the operation and maintenance manuals and fault codes for that boiler, historical work, cost and survey information. TOWN HALL COMPLEX CLIENT PROGRAMME MANAGER

7 01.5 CASE STUDIES BLACKPOOL COUNCIL Blackpool Council has been using the Concerto software since The initial brief was to provide a centralised asset management database, data previously being held in various locations and formats. The main benefit of the system is that the Council now has all it s property data in one place and every user is seeing that same information. The management of the property portfolio has become more defined and therefore reduces costs. The system also ensures that legislative compliance is managed effectively. Our overall experience has been very positive. The system is easy to use and currently there are over 250 users of the system throughout the Council. The relationship with the Concerto team is very good and their help and support has been second to none.

8 02 SERVICE DEFINITION BACKGROUND Concerto is a public sector specialist partner, ISO and ISO accredited. Our years of experience and best practice provides public sector organisations with valuable input to help to achieve an even better result more quickly. The Concerto asset management suite was launched in 2004 by Steve De Rycke (Technical Director) and Kevan Davey (Managing Director) to meet requirements of advancing technology and changes and challenges within public sector property asset management. It is now employed across the UK in over 50 Local Authorities along with public and private sector clients. Concerto solutions are developed alongside public sector clients to ensure we continually need the government changing requirements. The software can be adapted easily and specific modules can be added or removed to suit specific asset-related applications and requirements of many different types of organisations.

9 02.1 SERVICE DEFINITION SOFTWARE BENEFITS ASSET 5 DASHBOARD AND SUMMARY SCREENS, SLICING AND DICING OF DATA AND REPORTING, FLEXIBLE DRILL-DOWN CAPABILITIES, ALERT SET- UPS, DOCUMENT AND VERSION CONTROL ARE STANDARD FEATURES OF CONCERTO S ASSET SOFTWARE 5 THE CONCERTO SITES ASSET SOLUTION CONTAINS ADVANCED COLLABORATIVE TOOLS VIEWED VIA A CUSTOMISABLE DASHBOARD TO PROVIDE A SINGLE, CONSOLIDATED UP TO DATE VIEW OF THE ENTIRE ESTATE WITH SUPPORTING DOCUMENTATION AND FUNCTIONALITY UNDER THE SAME ROOF 5 TAKE ADVANTAGE OF LINKED SITE, DOCUMENT, EQUIPMENT AND ACQUISITION / DISPOSAL REGISTERS (INCLUDING SITE REVIEWS, CONDITION SURVEYS AND VALUATIONS) WITH INTEGRATED CAD AND GIS 5 BENEFIT FROM FLEXIBLE AND INTELLIGENT REPORTING CAPABILITIES. GENERATE STRATEGIC REPORTS REQUIRED TO AID KEY, PROPERTY RELATED DECISIONS 5 EFFECTIVELY MANAGE ACQUISITION OF A PROPERTY, TRACK ANY REVENUE OR CAPITAL SPEND, AND REPORT INTO AN IFRS COMPLIANT CAPITAL ACCOUNTING MODULE 5 CAPTURE DETAILED SURVEYS AND ASSESSMENTS ON SITE WHICH ARE SEAMLESSLY FED BACK TO THE DATABASE 5 THE SOLUTION SUPPORTS THE BIM ENVIRONMENT (AND GOVERNMENT SOFT LANDINGS) FROM DESIGN THROUGH TO OPERATIONAL PHASE OF YOUR PROJECTS 5 INTEGRATION WITH THE CONCERTO PROJECT MODULE ALLOWS FOR COMPREHENSIVE PROJECT AND FINANCIAL ACCOUNTABILITY, PARTICULARLY REGARDING THE EFFECTIVE USE OF CAPITAL FOR NEW PROJECTS, CAPITAL RELEASE AND REDEPLOYMENT ENSURING LONG -TERM LOW RUNNING COSTS. USED SEPARATELY, THE PROJECT MANAGEMNET MODULE CAN BE USED TO MANAGE NON-PROPERTY RELATED PROJECT, SUCH AS IT PROJECTS

10 5 LINK WITH THE CONCERTO FACILITIES SOLUTION (BELOW) FOR OPERATIONAL OF BOTH REACTIVE AND PLANNED MAINTENANCE 5 CONCERTO S SOFTWARE IS HIGHLY VERSATILE, ENABLING CUSTOMERS TO MANAGE NEW/CHANGING/DIFFERENT ASPECTS OF THEIR OPERATIONS WITH EASE FROM A SINGLE, STANDARDISED SYSTEM AT NO EXTRA COST 5 THE SOFTWARE HELPS TO IMPROVE THE WORKFORCE PRODUCTIVITY AND QUALITY LEVELS OF ORGANISATIONS BACK OFFICE FUNCTIONS INVOLVED IN MANAGING ASSETS AND PROJECTS 5 OUR SOLUTIONS ARE HIGHLY FUNCTIONAL AND SCALABLE TO SUIT VARIOUS SIZES OF ORGANISATION AND VOLUMES OF TRANSACTIONS 5 CONTINUALLY EVOLVES IN STEP WITH THE CHANGING NEEDS OF ITS CUSTOMERS

11 02.2 SERVICE DEFINITION SOFTWARE BENEFITS FACILITIES 5 LOG HELP DESK CALLS FROM REMOTE LOCATIONS VIA THE SYSTEM. DATA CAN BE DOWNLOADED TO MOBILE DEVICES, USEFUL WHEN WORKING ON SYSTEMS BURIED DEEP IN A BASEMENT OR IN A REMOTE AREA WHERE THERE IS NO DATA SIGNAL AVAILABLE 5 A COMPREHENSIVE WORKFLOW ELEMENT ALLOWS THE EFFECTIVE OF CALLS 5 IMPROVED COMMUNICATION AND EFFICIENCY WITH AUTOMATIC UPDATES TO THE SITE USERS VIA ALERTS, IF REQUIRED, REGARDING THE STATUS OF ANY JOB 5 HOLD COSTS AND TIME INFORMATION AGAINST THE COMPLETION OF EACH CALL/JOB FOR A 360 DEGREE VIEW OF A HELP DESK REQUEST 5 KNOW YOU ARE IN LINE WITH STATUTORY REQUIREMENTS WITH EASY OF ALL PLANNED HEALTH AND SAFETY MAINTENANCE REQUIREMENTS FOR EACH SITE WITH AUTOMATED REMINDERS 5 A MORE STREAMLINED PROPERTY HELP DESK PROCESS WITH SEAMLESS INTEGRATION WITH INTERNAL FINANCE SYSTEMS

12 02.3 SERVICE DEFINITION BUSINESS BENEFITS 5 MAKE INFORMED STRATEGIC DECISIONS BASED ON A BETTER UNDERSTANDING OF THE PERFORMANCE OF ALL ASSETS 5 IMPROVED EFFICIENCY RESULTING IN BETTER DELIVERY OF KEY OBJECTIVES 5 CUSTOMERS CAN SPEND THEIR TIME MORE PROACTIVELY MANAGING PROJECTS AND ASSETS, WITHOUT HAVING TO SPEND MORE TIME THAN ABSOLUTELY NECESSARY ON AUDITS AND CONTROLS 5 ORGANISATIONS WHO USE CONCERTO S ASSET SOFTWARE FOR ALL THEIR PROPERTIES WILL EXPERIENCE ADDITIONAL EFFICIENCY IMPROVEMENTS IN RELATED DEPARTMENTS, EG H&S, TECHNICAL SERVICES, PLANNED & PREVENTATIVE MAINTENANCE 5 HAVING CONCERTO S ASSET SOLUTION LINKED TO ITS FACILITIES AND PROJECT SOFTWARE DELIVERS SIGNIFICANT PRODUCTIVITY IMPROVEMENTS, ADDITIONAL FUNCTIONALITY AND AUDIT CAPABILITIES TO BUYERS 5 CONCERTO CAN AID THE MERGER OF PROPERTY RELATED DEPARTMENTS, BOTH COMMERCIAL AND TECHNICAL 5 CUSTOMERS HAVE PEACE OF MIND THAT THEIR STATUTORY REQUIREMENTS AND INDIVIDUAL SITUATIONS ARE UNDERSTOOD EXACTLY 5 CONCERTO S SOLUTIONS ENABLE CUSTOMERS TO IMPROVE THE PERFORMANCE, PRODUCTIVITY AND QUALITY STANDARDS OF ASSET AND PROJECT FUNCTIONS, MEET AND EXCEED SET KPIS AND REALISE THE ASSOCIATED COST SAVINGS 5 CUSTOMERS DEAL DIRECTLY WITH THE DEVELOPER, NOT AN INTERMEDIARY, ENSURING ACCURACY, SPEED AND HIGH LEVELS OF UNDERSTANDING AND MUTUAL TRUST 5 CUSTOMERS HAVE CONTROL OVER THE FUTURE DEVELOPMENT OF THEIR SOFTWARE PACKAGE

13 03 SOLUTION FUNCTIONALITY The Concerto asset and facilities management modules can be deployed independently or as one complete solution and use a central database accessed by both asset and facilities management users. The inclusion of each of the modules listed below is flexible and highly dependent on the needs of your organisation. EQUIPMENT 5 EQUIPMENT LOCATION 5 EQUIPMENT TYPES 5 CORE EQUIPMENT DATA 5 SERVICE SCHEDULES 5 WARRANTEE 5 BIM INTEGRATIONS CASE 5 CASE TYPES 5 CONFIGURABLE WORKFLOWS 5 SLA S 5 DEPARTMENTS 5 DOCUMENTS & TEMPLATES 5 ROLES ESTATES : 5 VALUATIONS 5 DEEDS & LEASE 5 TENANT 5 ESTATES INVOICING 5 RATEABLE VALUES SURVEYS: (CAD & GIS INTEGRATION) 5 SUITABILITY 5 CONDITION 5 DDA 5 FIRE RISK 5 ASBESTOS 5 LRA

14 ORDERS AND INVOICING: 5 BUDGET 5 SUPPLIER 5 COMMITMENT ACCOUNTING 5 EXPENDITURE ACCOUNTING 5 ORDERS AND INVOICE APPROVALS 5 BUDGET LIMITS IFRS CAPITAL ACCOUNTING (OPTIONAL) CONCERTO FACILITIES & PROPERTY HELP-DESK: 5 REACTIVE REPAIRS 5 WATER MONITORING 5 PLANNED PREVENTATIVE MAINTENANCE MODULE 5 RUNNING COSTS 5 COST AND MATERIALS 5 ENERGY 5 ROOM BOOKING 5 REMEDIAL FUNCTIONALITY 5 BIM DATA INTEGRATION

15 03.1 SECURITY & ACCESS Concerto has extensive experience in maintaining the confidentiality of client data at all stages of its life, from its creation or receipt through processing and storage to deletion or return. The underlying ethos of confidentiality and protection is part of the company culture and is extended to cover all client data, whether protectively marked or not. Concerto s obligations under the Data Protection Act are taken seriously, this is demonstrated through the company s Business Management System, accredited to ISO Concerto offers both an in-house and fully hosted cloud based solution. The hosted solution is highly secure and fully supported. SECURITY FEATURES OF THE PORTAL INCLUDE: 5 SECURE ACCESS VIA HTTPS USING SSL CERTIFICATION 5 ACCESS RESTRICTED TO INDIVIDUAL NAMED USERS WITH PASSWORD CONTROL 5 ENFORCED CHANGES TO PASSWORDS ON A REGULAR BASIS THE HOSTED SERVICE INCLUDES A SUPPORT DESK AND TECHNICAL SUPPORT TEAM TO PROVIDE: 5 SERVICE SUPPORT AND BUG FIXES 5 DAILY HOUSEKEEPING ACTIVITIES E.G. BACKUPS 5 RESTORATION OF DATA IN THE EVENT OF SYSTEM FAILURE

16 04 COMMERCIAL OVERVIEW SOFTWARE AS A SERVICE SOLUTION PRICING Based on unlimited number of users including external contractors and consultants. Our pricing is based on the following factors to derive whether the organisation is small, medium or large. 5 NUMBER OF SITES 5 NUMBER OF PROJECTS SMALL CONCERTO ASSET CONCERTO FACILITIES MODULE MEDIUM CONCERTO ASSET CONCERTO FACILITIES MODULE LARGE CONCERTO ASSET CONCERTO FACILITIES MODULE 550 PER MONTH 250 PER MONTH 750 PER MONTH 350 PER MONTH 850 PER MONTH 450 PER MONTH The cost provided for Concerto is based on an unlimited number of users but restricted to one business area only. Other business areas who subsequently wish to use the solution will be offered an existing user discount.

17 SERVICES Subject to scoping and detailed discussions, the following services would be required, as a minimum, to implement our standard service to implement each of the modules above. CONFIGURATION, DATE MIGRATION AND CONVERSION SERVICE PROJECT AND PROJECT SCOPING IMPLEMENTATION CONSULTANCY (BUSINESS PROCESS MAPPING) TRAINING All service days are invoiced as they are used. Concerto would be willing to consider increasing the subscription price to include these services, on the basis of a minimum 3 year fixed term contract. OUR OFF-BOARDING DATA EXTRACTION SERVICE IS PRICED AS FOLLOWS: 5 OFF-BOARDING DATA EXTRACTION SERVICE 1100 STANDARD RATE CARD RESOURCE DAILY RATE ( ) IMPLEMENTATION CONSULTANT 800 PROJECT MANAGER (PRINCE 2) 800 SOLUTION ARCHITECT 800 BUSINESS ANALYST 800 DATABASE ANALYST 750 SENIOR SOFTWARE DEVELOPER 750 TRAINER 800 EXPENSES 5 MILEAGE AT FOR ONSITE WORK.40P PER MILE FROM CONCERTO HEAD OFFICE 5 FIXED HOTEL COST 60 PER NIGHT WHERE AN OVERNIGHT STAY IS REQUIRED