CASE STUDY: Assets & Facilities Maintenance Management for the Zoo & Aquarium Public Institution in Al Ain, UAE.
Zoo & Aquarium Public Institution in Al Ain (ZAPIA).
Government – Tourism
Location and Date:
Al Ain, United Arab Emirates (UAE) – June 2016
Scope of Work:
Rosmiman® Terminal Web for Technicians.
Rosmiman® Notifications Web.
Rosmiman® Contractors’ Web.
Rosmiman® Health & Safety Module.
Rosmiman® GIS Module.
Rosmiman® Helpdesk Module.
Rosmiman® Energy Management Module.
Rosmiman® Vehicle Fleet Management Module.
Rosmiman® Real Estate Module.
Oracle i-Supplier, SSHR, HHRR, Fixed Assets, Inventory. AutoCAD, Abu Dhabi GIS System, Etisalat SMS Gateway, Active Directory, Exchange.
Founded in 1968 by the late Sheikh Zayed, Al Ain Zoo is a true family destination, providing entertainment and learning experiences in a natural outdoor environment. Being concerned about the wildlife and nature of his homeland all his life, the late Sheikh Zayed established this unique zoo in the Middle East with the vision of creating natural habitats for animals to live freely.
The Zoo & Aquarium Public Institute in Al Ain (ZAPIA) is a 900-hectare park, home to over 4,000 animals, with at least 30% of its 180 species considered endangered.
Since its founding, Al Ain Zoo has been a centre for endangered species conservation, most notably the successful breeding of desert antelopes and gazelles, such as the endangered Arabian Oryx. Conservation efforts have been strengthened by its strategic partnerships with the World Conservation Union and Species Survival Commission, San Diego Zoo, Edinburgh Zoo, the World Association of Zoos and Aquaria (WAZA), among others.
Through education, research and conservation programs, Al Ain Zoo is building a reputation for excellence and leadership in the international conservation community through saving endangered species and their habitats.
Project, Needs & Objectives
The Zoo & Aquarium Public Institute in Al Ain is a very innovative institution that required to have a CAFM (Computer Aided Facilities Management) software integrated with Real Estate functionalities (aka. IWMS system) in order to provide state-of-the-art technology solutions for the Facilities Management Department to be helpful in the common daily tasks related to Reactive and Preventive Maintenance that are being held for the Zoo infrastructure.
The main concern was to integrate all features in one single software platform with their existing software and databases belonging to ZAPIA and to the Abu Dhabi Municipality to avoid duplicating data in many systems at the same time.
The main required functionalities were:
- FM Department HelpDesk.
- 52” Screen Dashboard.
- Reactive Maintenance.
- Preventive Maintenance.
- Vehicle Fleet management.
- Integrations with current Oracle Suite from the Abu Dhabi Government.
- Integration with AutoCAD and GIS Systems.
- Mobility solutions for technicians using PDAs.
- Asset register and tagging using QR codes and barcodes.
- Auto-emails and auto SMS generation using SMS gateways.
Currently, the Zoo is a huge space to manage and technicians cannot be always at their desk, so, mobility solutions and going paper-less were a must.
ROSMIMAN® IWMS Global Site is the provided solution that integrates all of the requirements requested by the customer.
The Facilities Management Departments is currently using the ROSMIMAN® HelpDesk Module, a robust solution that gives the end-users the possibility to:
- Create new requests to the FM Department related to Mechanical, Electrical, Plumbing, Landscaping & Horticulture, Irrigation, Civil and Geo-spatial.
- Query the current status of the request, with real-time updates to the advance on the requested works.
- End-User validation, survey and feedback through the ROSMIMAN® Notifications Web.
The Facilities Management Department, by using ROSMIMAN® Facilities, can now electronically communicate with the internal/external staff and service providers using auto-emails and auto-SMS notifications systems setup accordingly to their own specific work-flow.
“No need to provide a user & password…ROSMIMAN® is integrated with the organization’s Active Directory and I can log-in to the system with one single-click…”
After the request is received by the HelpDesk Team, validation is done and the request is converted to a Work Order, automatically sending an email to the proper engineer based on their capabilities and type of work of the request.
Service Providers receive an auto-email or SMS based on the priority /urgency of the request, they can access the system using the ROSMIMAN® Contractors’ web to report their activity including time sheets, materials used and executed tasks.
The engineers assign the work order to a technician that using the ROSMIMAN® Mobile App for Technicians will start the work order, add a picture before/after works, add the used materials / request materials from the store, automatically the time-sheet is generated in the system after the work order is completed.
End-users will receive an email with the confirmation that the requested tasks have been completed, they have 48 hours to validate and fill the survey using the ROSMIMAN® Notifications Web, otherwise the system will automatically assume that the request is closed and accepted.
Monthly reports controlling the SLAs and KPIs are being automatically generated and can be shown using the current status on the 52” screen dashboard.
About the Vehicle Fleet Management Module
The Zoo counts with a fleet of 200 vehicles that need to be managed maintained and controlled electronically. Controlling so many vehicles is easier now with the ROSMIMAN® Vehicle Fleet Management Module.
The related information for each vehicle was held on many different databases, software and even on paper, now the system integrates this data in one single place, helping the managers to save time.
This module gives the Zoo the possibility to control their vehicles in a smarter way, programming the inspections, controlling the petrol consumption, registration renewals and expiry dates, etc.
ROSMIMAN® Facilities helps the Al Ain Zoo by reducing response times, controlling SLAs & KPIs, cost savings, staff and resources planning, cost effective PPMs, improve communication and follow-up with requestors and final end users.
“This system implementation places us at the forefront of technology at organizational and regulatory level as well as in the use and operation of facilities and critical services for the conservation-based zoos and aquariums.…”
About ROSMIMAN® IWMS Global Site
Rosmiman® IWMS (Integrated Workplace Management System) is the new generation of systems designed to control and comprehensively manage the entire REAL ESTATE portfolio of buildings and assets, their infrastructures, equipment and services, within a single unified platform.
General benefits by using ROSMIMAN®:
- Lower Investment: Save time and resources in infrastructure, management, staff and maintenance of your IT systems to focus on your own business goals.
- Overall Visibility: Users will have access to a variety of predefined reports and KPIs while information will be centralized, thus you will have a more global view of your business.
- Immediate ROI: Reduction in implementation times and investment, with which you will perceive your return on investment and achievement of goals faster.
- Higher Performance: Your applications will benefit from the latest updates and will be kept at the cutting-edge technologies, in a powerful and efficient infrastructure for better performance of their operations.