After thoroughly researching leading mobile apps, we decided to team up with FacilityDude to implement its Mobile311 app, which is available on both iOS and Android devices. This app streamlines communication between those in the field and those in the office because field workers can record location and type of work, which is instantly uploaded to a real-time map for supervisors.
In Sanford County, we decided to transition to a mobile system incrementally, starting with our 13-employee Wastewater Department. When operators are in the field, they collect a very large amount of data, and keeping their notes dry and up-to-date was a daily challenge, both of which were remedied by transitioning to tablets. We are also in possession of real-time data, and when a job is complete, crews no longer have to worry about data entry and paperwork, which means increased efficiency.
Less paperwork also relieves pressure from our front-office administration, helping them remain in compliance more easily. With our old system, our crews had to come in and enter their data into the computer, which was followed by our administrators transferring the data into another system to generate a bill. But now that crews in the field now utilize tablets and enter their data in real-time, we can cut out two steps and optimize our operations.
Having everything available in a digital format also makes it simple to review existing data: We can effortlessly pull up all work orders that were executed between January 2014 and January 2015. Tracking down something that old in our paper-based system would have been a monumentally daunting task.
In the past, field operators relied on office administrators to assign them tasks from the centralized queue, but the Mobile311 app gives operators more autonomy, letting them accept tasks from the queue more rapidly. Our operators also have access to a GIS map through Mobile311 so they can see precisely where each work order needs to take place — an invaluable feature.
Accessing work orders in the mobile system empowers our operators, giving them more responsibility and enabling them to complete as many tasks as possible throughout the day. We have also reduced the number of phone calls made to operators in the field, which saves us time and money. And, with Mobile311, we now have the capability to accept citizen requests and respond more quickly.
The app also has improved transparency in our operations and simplified our reporting process. Biannually we must submit our numbers to the state for inspections, which Mobile311 has made more efficient thanks to the real-time data capture.The mobile technology has reduced the number of steps in this process.
Next to migrate to the mobile app is the Street Department, followed by Solid Waste and the Water Department. The Street Department's expansion will be a large undertaking, largely funded through county taxes, but Mobile311 will be extremely beneficial to this department, since accurate record-keeping is critical in state reimbursements for our road maintenance and repair costs. The Mobile311 app also gives us a certain peace of mind in that we can collect a large amount of data regarding our projects that can be used in case of an audit.
Our transition to the app was smoother than anticipated; our crews and employees kept an open mind about the new system and process, especially knowing it would eventually make their jobs much easier. In that vein, it is often difficult in government to find the funds to hire that extra staff person, so this system helps us do more with the workforce we currently have.
