The client
The client is a government agency responsible for a diverse set of public assets, including roads, utilities and public transport vehicles that citizens rely on every day.
Several departments look after these assets, and the agency’s ERP already held its financial data. Maintenance, budgets and asset records had to come together for the agency to serve citizens well.
The challenge
The agency found it hard to track its assets, plan their maintenance and decide where budgets should go. Repairs were mostly reactive, and downtime affected citizen services.
- No reliable view of the location, condition and status of public assets.
- Reactive maintenance led to more downtime and emergency repairs.
- Budget allocation lacked data on how assets were performing.
- Asset information was split across departments.
What they set up in Asset Infinity
The agency made Asset Infinity its central asset repository, planned maintenance there, and connected it to its ERP through the API so finance and operations share data.
One repository for public assets
Existing asset data was mapped into one register showing each asset’s location, condition and status, open to every department that needs it. (Assets)
Planned maintenance
Preventive plans by date or meter, plus scheduled inspections, replace waiting for failures. A failed inspection raises corrective work. (Maintenance)
Prioritized work orders
Maintenance tasks are scheduled and prioritized as work orders, assigned to crews and tracked to close. (Work)
Connected to the ERP
Asset Infinity was connected to the agency’s ERP through the API, so asset and maintenance data informs budget decisions. Workflows were configured to the agency’s processes. (Platform)
How it works day to day
Here is how public asset maintenance now runs at the agency.
- Asset team: keeps the register current. Each road section, utility asset and vehicle has a record with its location, condition and status, shared across departments.
- System: raises planned work. Preventive plans create work orders when an asset is due by date or by meter reading, before it fails.
- Inspector: inspects in the field. Inspections are completed on a mobile checklist with readings and photos. A failed check raises a corrective work order.
- Supervisor: prioritizes and assigns. Work orders are prioritized and assigned to crews, so the most important repairs for citizen services come first.
- Crew: completes the work. The crew records what was done and closes the work order, building the asset’s maintenance history.
- System: shares data with the ERP. Asset and maintenance data flows to the agency’s ERP through the API, alongside its financial records.
- Budget team: allocates funds. Reports on asset condition, downtime and maintenance cost point budgets to the areas that need them most.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Asset visibility | Hard to track location, condition and status | One register shared across departments |
| Maintenance | Reactive, with frequent downtime | Planned maintenance and inspections |
| Repairs | Emergency repairs drove costs up | Fewer emergency repairs, substantial savings |
| Budgets | Allocated without asset performance data | Directed by asset and maintenance data |
| Citizen services | Disrupted by asset downtime | Roads, utilities and transport consistently available |
How it rolled out
- Asset data mapped. Existing asset records were mapped onto the new register so the move did not lose history.
- ERP connected. The agency’s ERP was connected through the API, linking maintenance and asset data to financial planning.
- Workflows configured. Maintenance workflows were configured to match the agency’s own needs and processes.
The results
- A significant decrease in asset downtime from planned maintenance
- Substantial cost savings from fewer emergency repairs and better use of resources
- Longer working life for critical public assets
- Roads and utilities consistently available to citizens
- Public transport vehicles running more reliably with timely inspections and repairs
Why it worked
Data mapped, not retyped
Existing asset records were mapped onto the new register, so departments started with history they already trusted.
Finance in the loop
Connecting to the ERP put maintenance data in front of the people who set budgets.
Planned beats reactive
Planned maintenance cut downtime and emergency repairs, which is where both the savings and the better services came from.
Looking ahead
With its public assets in one place and connected to its ERP, the agency moved from reactive repairs to planned maintenance and made budget decisions on asset data.
Citizens see the result in roads, utilities and transport that are available when needed, and the agency gets longer life and lower repair costs from the assets it already owns.