Effective and cost efficient digital maintenance
The NCA manages a wide portfolio of facilities and fleet assets, including 48 buildings and 100 vehicles. However, its operations were entirely paper-based, which made managing leases, maintenance tasks, vehicle requests, and vendor activities inefficient and difficult to monitor.
A key challenge was lease management. Tracking deadlines, renewals, and payment schedules for various tenancies relied on spreadsheets and manual checks. These outdated methods created gaps in oversight and increased the risk of missed renewals or late payments.
Maintenance tracking was equally challenging. Preventative maintenance, parts replacements, and general upkeep were monitored manually, often resulting in inconsistent records and delayed responses. Vendors provided maintenance schedules that had to be managed separately, with no centralized system to track service history or enforce timelines. Technicians often postponed tasks, with no clear accountability or alerts to flag delays. The organization also lacked a reliable system for sending service reminders or ensuring maintenance deadlines were met.
Similarly, managing the fleet of 100 cars was cumbersome. Requests for vehicle use were done via paper forms, while maintenance records, fuel logs, and mileage tracking were kept across logbooks and various spreadsheets. This made it nearly impossible to get a unified view of the fleet’s health, usage patterns, and service needs. Across departments, including Administration, Legal, Finance, and Fleet Management, there was a clear need for a more transparent, structured system to oversee both assets and operations.
