Client Profile
Inner West Council is a progressive local government agency committed to providing exceptional services to its vibrant community in New South Wales, Australia. They manage a diverse network of over 350 venues, including parks, recreation facilities, open spaces, event spaces, community centres, stadiums, function centres, and libraries, catering to a community of approximately 200,000 residents. Prior to partnering with OptimoGov, Inner West Council faced challenges managing bookings for these facilities through a manual system. This inefficiency impacted both council staff and the community, hindering accessibility and creating administrative burdens.
Challenges Faced
Inner West Council’s pre-existing booking system relied on manual processes, making it difficult to manage bookings for their extensive network of venues. The challenges included:
- Limited Accessibility: The community lacked a convenient way to browse availability, book venues, and manage bookings online.
- Time-Consuming Administration: Council staff spent significant time managing bookings manually, hindering their ability to focus on other crucial tasks.
- Lack of Real-Time Information: It was challenging to obtain real-time information on venue availability and booking status.
- Cumbersome Bulk Bookings: Clubs, schools, and regular hirers faced difficulties managing complex bulk bookings through the manual system.
The OptimoGov Solution
In 2019, Inner West Council partnered with OptimoGov to implement a comprehensive online booking system. This user-friendly platform addressed the council’s challenges and offered a range of features and benefits:
- Community Online Booking Portal: Residents can now conveniently search for available venues, book online, and make payments securely. The portal allows them to check real-time availability, view booking invoices, and upload necessary documents like public liability insurance or permits.
- Streamlined Booking Management: Council staff can manage bookings efficiently through a centralised online system. This includes allocating resources, generating reports, and communicating with residents seamlessly.
- Seasonal and Regular Allocations: A dedicated portal simplifies bulk bookings for clubs, schools, and regular hirers. The system offers a user-friendly rollover function, ensuring a smooth booking process for recurring activities.
- Integrated Waste Management (Add-on): Recognising the council’s need for efficient waste management, OptimoGov developed a customised waste booking and routing system. Residents can book bulky waste collections, considering their free allowance, with the option for paid bookings if they exceed the limit.
- Optimised Waste Collection Route Planning (Integrated Waste Management): The system seamlessly integrates with ESRI, a geographic information system, to generate optimised collection routes based on waste types and zones. This intelligent allocation ensures efficient waste collection by assigning collections to specific trucks and drivers.
- Mobile App for Drivers (Integrated Waste Management): Empowering drivers with a mobile app, OptimoGov’s solution provides real-time route updates, allowing them to track progress and update collection status. The app also features a checklist for tasks and an incident reporting system with images.
Seamless Integrations for Streamlined Operations
OptimoGov’s online booking system seamlessly integrates with Inner West Council’s existing technology stack, ensuring a smooth flow of information and eliminating the need for manual data entry. This not only improves efficiency but also minimises the risk of errors. Here’s a closer look at some key integrations:
- Financial Management: Integration with TechnologyOne Finance ensures bookings and payments are automatically reflected in the council’s financial system, streamlining accounting processes and providing accurate financial data.
- Online Payment Processing: Secure integration with Bpoint and BPAY allows residents to make online payments conveniently using trusted payment gateways. This eliminates the need for manual handling of cash or cheques.
- Document Management: Integration with TechnologyOne ECM (Enterprise Content Management) enables secure storage and retrieval of booking-related documents, such as public liability insurance or permits. This ensures all necessary documentation is readily available within the system.
- Active Directory (AD) Integration: For secure user access and authentication, the system integrates with Inner West Council’s existing Active Directory, ensuring authorised personnel can access the booking system and manage bookings effectively.
- Property and Rating Integration: Integration with TechnologyOne Property & Rating allows for seamless data exchange between the booking system and the council’s property management system. This ensures accurate information on property ownership and eligibility for booking certain venues.
These integrations not only streamline operations for Inner West Council but also create a more user-friendly experience for residents. By leveraging existing systems and ensuring seamless data flow, OptimoGov’s solution provides a comprehensive and efficient booking and waste management platform.
The Impact: Efficiency Gains and Enhanced Community Experience
The OptimoGov solution has significantly transformed booking and waste management processes for Inner West Council. The online booking system now processes a staggering 2,500 to 3,000 bookings weekly, streamlining operations and improving efficiency for both the council and the community.
- Residents: The community benefits from a convenient and user-friendly platform for booking venues, events, and waste collections. Real-time availability information and online booking capabilities empower residents to manage their needs effectively.
- Council Staff: Staff can now manage bookings efficiently through a centralised system, freeing up valuable time for other crucial tasks. The system also provides valuable data and reports for informed decision-making.
- Optimised Waste Management: The integrated waste management system ensures efficient waste collection, reducing operational costs and environmental impact.
A Seamless Customer Experience
Imagine a resident booking a tennis court for a weekend match, a community centre for a birthday party, and a bulky waste collection for old furniture – all through a single, user-friendly platform. This is the power of OptimoGov’s integrated solution, creating a smooth and efficient experience for Inner West Council’s community.
Future Collaboration
The successful partnership between OptimoGov and Inner West Council demonstrates the transformative potential of our online booking and waste management system. By streamlining processes, empowering residents, and optimising waste collection, OptimoGov is proud to support Inner West Council in delivering exceptional services to their community.
For more information visit our website optimogov.com.