The organization
A municipal public works department maintains streetlights, parks, playgrounds and public buildings, and runs the trucks, mowers and machines its crews use every day.
Residents report problems to the city and expect them fixed, while the council expects to know how the department spends its budget across neighborhoods.
The challenge
Citizen complaints arrive by phone and email and are passed to crews on paper. Vehicle servicing depends on drivers reporting their mileage.
- Citizen reports are logged in a call log that crews never see.
- Residents call again because they cannot tell if anyone is on it.
- Crews get jobs outside their area because nobody sorts them by location.
- Fleet services are missed when mileage is not reported.
- Spend by neighborhood and asset type is impossible to show the council.
How it is set up in Asset Infinity
The department runs requests, crew work and fleet maintenance in Asset Infinity, with every asset placed by location and area.
Citizen requests
Residents and call center staff raise requests by web or email, or by scanning the QR label on a streetlight pole or park bench. (Work)
Crews by area
Requests and work orders are tied to an asset and its location, so each area supervisor works from their own queue and assigns their crew. (Work)
GPS trackers on the fleet
Trackers report each vehicle’s location, odometer and engine hours, which feed preventive plans for trucks, mowers and machines. (Connected)
Inspections and plans
Playground inspections and building plans run on dates, with required fields and photos. A failed playground check raises corrective work. (Maintenance)
How it works day to day
Here is how a citizen report and the fleet’s upkeep run in Asset Infinity.
- Resident: reports a dark streetlight. A resident scans the QR label on the pole and reports the light out, with a photo. The request is linked to that pole and its area.
- Area supervisor: assigns the crew. The request appears in the supervisor’s queue for that area. The supervisor turns it into a work order for the lighting crew.
- Crew lead: fixes and closes. The crew replaces the lamp, issues it from stock to the work order, adds a photo and closes the job on the mobile app.
- Parks technician: inspects playgrounds. Monthly playground inspections have required checks and photos. A cracked swing seat fails the check and raises corrective work.
- System: tracks the fleet. GPS trackers send each truck’s odometer and each mower’s engine hours. When one reaches its interval, a service work order is created.
- Fleet manager: schedules the shop. The manager assigns the service to a mechanic and plans it around the crew’s schedule.
- Public works director: reports to the council. Scheduled reports show requests, completion times and spend by area and asset type.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Citizen reports | Call log crews never see | A request linked to the asset and its area |
| Crew assignment | Paper job lists | Each area’s own queue |
| Fleet servicing | Depends on drivers reporting mileage | Odometer and engine hours from GPS trackers |
| Playground checks | Paper forms | Inspections with photos; failures raise work |
| Council reporting | Built by hand | Scheduled reports by area and asset type |
The first month
- Assets and areas loaded. Streetlights, parks, buildings and vehicles are imported with their locations and city areas.
- Labels and trackers. QR labels go on poles and park assets, and GPS trackers are linked to each vehicle.
- Queues and crews. Area supervisors and crews get their queues, and the first playground and fleet plans start.
Example results
- Every citizen request tracked from report to close
- 100% of fleet vehicles serviced on mileage or engine hours from GPS trackers
- 1 register for streetlights, park assets, buildings and vehicles
- Residents who report a problem can be told its status.
- Requests left waiting trigger reminders to the area supervisor.
- Playground inspections are recorded with photos and signatures.
- Spend and work by neighborhood and asset type come from scheduled reports.
Why it worked
Reports reach crews
A citizen report becomes a request on the right asset in the right area’s queue, instead of a line in a call log.
Fleet serviced by use
Trackers supply mileage and engine hours, so vehicles are serviced when they are due.
Accountable spending
Work and costs by area and asset type are on record, ready for the council.
Looking ahead
With requests tied to assets and locations, each crew works from its own area’s queue, and residents’ reports reach the people who fix them.
The fleet is serviced on the miles and hours it actually runs, and the department can show the council what it spends on each neighborhood and asset type.