By Martin Radbourne, Head of Business Intelligence at CHIC
A repair is ready to go ahead, but the materials haven’t arrived. Someone needs to check the order and chase an update with the supplier. What should be a straightforward task becomes another delay in an already busy maintenance programme.
Across the housing sector, teams and organisations often work with separate systems. When information does not flow between them, everyday tasks like this can take longer than they should.
In my role as at CHIC, I build and develop integrated systems. Materials ordering is one area where I see the value of a more connected approach. CHIC’s Order Management System (COMS) helps social housing landlords and local authorities coordinate materials ordering through a shared platform.
These costs go beyond the time spent chasing an order. If materials are unavailable when work is due to begin, appointments may need to be rearranged, leaving residents waiting longer for repairs.
Where disconnected processes create problems
Materials ordering relies on information reaching the right people at the right time. Housing providers need to coordinate work with their contractors, while suppliers need accurate details to fulfil orders.
When information is spread across separate systems, keeping everyone informed can prove challenging. An update recorded by one organisation may not be visible to another, which can create a wider administrative burden to keep everyone on track.
Across a busy maintenance programme, this can divert staff time from organising work. It can also make it harder to spot delays early enough to adjust plans.
Van stocks are another part of this picture. Knowing which materials operatives already carry, and what needs replenishing, can help avoid unnecessary trips to suppliers and delays to repairs.
Is your current approach working?
It can be tempting to accept these frustrations as part of managing repairs and maintenance. But how much time does your team spend chasing order updates, and are staff regularly comparing different records to confirm the same information?
Reviewing how an order moves from request to delivery can help identify where time is being lost. It also gives you a clearer basis for assessing technology: start with the problem you need to solve, then consider whether a system can address it.
A more joined-up approach
COMS brings members together with their contractors and suppliers to manage materials ordering, including access to product catalogues.
Bringing ordering activity into one place helps the organisations involved coordinate programmes of work. It can reduce the need to piece together information from separate records, making the process easier to manage day to day.
For members reviewing their current arrangements, a demonstration offers an opportunity to explore how COMS could support their ordering process and whether it suits the way they work.
Could your materials ordering process work more efficiently?
