Challenge: Managing a diverse leisure portfolio for the benefit of the community

Aiming to improve the wellbeing of customers and local communities, Mytime Active provides leisure, golf and health services across the UK, managing a vast estate comprising six leisure centres, golf courses and various other public venues.

Given the social enterprise’s responsibility for a diverse portfolio of public spaces, the team identified the need for a reliable facilities management system that could ensure that each customer and community benefits from a competent and compliant service. This would allow for complete control of all Mytime Active properties, and manage the entire facilities portfolio effectively, regardless of size or location.

The organisation went out to tender, looking for an all-encompassing solution that would answer its multi-faceted facilities management needs. Following the competitive process, the team identified CAFM Explorer as the solution of choice.

Solution: Consolidating high-quality asset data for greater visibility and maximised productivity

Without a facilities management system in place previously, Mytime Active wanted to ensure its asset data was consolidated from multiple sources before uploading to CAFM Explorer. The team selected Assets55 to oversee all asset data collection, cleansing and upload preparation.

As specialists in their field, Assets55 offered a complete service to kickstart the project – from data gathering and configuration, to technical advice, Planned Preventative Maintenance (PPM) schedule creation and import support, with quality and efficiency at the heart of the delivery.

Assets55 managed asset collection for 27 leisure and golf complex verification surveys, identifying key critical assets and system dependencies. Condition ratings, lifecycles and risk profiles were completed for over 4,000 assets, with each one uniquely coded to industry standard, providing a single version of the survey database.

The structure of the verified asset data was also aligned with the CAFM Explorer system configuration, ensuring a seamless data transfer and upload. Following the asset collection and configuration phase, Mytime Active is now able to realise the true benefits of its CAFM Explorer investment.

Modules – including Reactive Maintenance, PPM and Reporting – assist with the full lifecycle of all scheduled and unscheduled maintenance, as well as deliver greater business insight and process automation. In particular, the team is focusing on using the system to manage planned and reactive maintenance for all of its sports-related venues, as well as rents and leases for its properties.

Deliverables At A Glance

» Completion of 27 leisure and golf complex surveys, identifying critical assets and system dependencies

» Collection, verification and configuration of over 4,000 assets, providing consistent and quality data ahead of system import

» Seamless transfer of high-quality data into CAFM Explorer for Planned Preventative Maintenance (PPM) set up

» Conformity with industry PPM standards and statutory compliance requirements

» Automation of key processes, ensuring ongoing data auditing and PPM programming and scheduling

» Efficient partnership working, successfully delivering an end-to-end project which provided complete data management and technical support, fully aligned to a market-leading CAFM system

Outcomes: A perfect partnership that drives efficiencies and compliance across a national estate

The CAFM Explorer and Assets55 collaboration has delivered a successful end-to-end facilities management project for Mytime Active, spanning asset specification, high-quality data management and transfer, PPM programming and scheduling, and ongoing asset data auditing. With vast experience and
expertise across both teams, Assets55 and CAFM Explorer were able to provide complementary technical advice, support and systems to ensure a flawless project, catered to Mytime Active’s specific needs.

The increased asset visibility, control and accuracy will allow the Mytime Active team to ensure fully-compliant facilities for its customers and communities, with mobile access to CAFM Explorer only adding to the ability to speed-up processes and enhance working efficiencies.

Simon McGee, Head of Asset Management at Mytime Active, is keen to continue to evolve the service the social enterprise provides, and deliver a first-class service to all customers, benefitting from the ongoing support from the CAFM Explorer and Assets55 teams.