Improving Data Collection and Efficiency with K2 Software at Wales & West Housing

• Functional Applications - Computerized Maintenance Management Systems (CMMS)
• Robots - Wheeled Robots

• Buildings
• Telecommunications

• Maintenance
• Quality Assurance

• Onsite Human Safety Management
• Time Sensitive Networking

• Cloud Planning, Design & Implementation Services
• Training

Wales & West Housing (WWH), a non-profit organization providing homes and services to over 22,000 people, was facing significant challenges with its data collection and management processes. The organization's housing, maintenance, and care professionals needed to collect large amounts of data, some of it confidential, and access it from any location at any time. However, WWH relied on Microsoft SharePoint and several other key IT systems in areas such as housing and repairs, but these different technologies were not connected to each other, creating massive inefficiencies. The organization was spending too much time and resources on administrative tasks, limiting their ability to gather and disseminate reliable information to stakeholders. They needed a better way to collect business data, share it across various systems, and make it accessible to mobile employees working in the field.

Wales & West Housing (WWH) is a non-profit organization founded in 1968. The organization aims to make a real difference in people’s lives and communities by providing good quality homes, particularly for those most in need. With as many as 22,000 people living in its properties, WWH has an important mission: to deliver quality housing and services for all tenants, as cost efficiently as possible. The organization’s housing, maintenance, and care professionals need to collect large quantities of data – some of it confidential – and access that information from any location, at any time. WWH relied on Microsoft SharePoint and several other key IT systems in areas such as housing and repairs.

WWH turned to Nintex K2 Cloud to develop more than six separate business process automation solutions to support its operations. One solution allowed mobile employees to access information about historical property repairs while making site visits. Using any web-enabled mobile device, employees could log in, load a form, and enter their enquiry details. Another solution enabled employees in the field to collect data about ad hoc maintenance jobs. Data was recorded in a SmartForm, via mobile, and automatically sent to the relevant back office systems. As part of its 50th anniversary celebrations, WWH launched a program that allowed residents to apply for a range of innovative grants. Residents filled out a SmartForm with details of their planned projects, notifications were immediately sent to the relevant teams, and collected data was transferred automatically into the decision-making process. WWH also created a K2 Cloud process that sends alerts when inspections are due at any of its 9,000 properties every year, automatically raising a job order.

• The implementation of Nintex K2 Cloud has significantly improved the operational efficiency of WWH. The mobile solutions have unchained employees from their desktops, allowing them to spend more productive and meaningful time in the field with stakeholders. The automation of data collection and transfer processes has not only reduced errors but also saved hours of productivity. The solution has also facilitated the team in improving tenant safety by automating the process of health & safety tests at all properties. Furthermore, the organization anticipates that this process will remove the need for full-time administration, creating cost savings.

• Saves hours of productivity by enabling employees to access and input data from any location
• Reduces errors by automating data collection and transfer processes
• Accurate record keeping by updating central records automatically