Client Profile
Wyndham City Council, located in the dynamic region of Victoria, Australia, serves over 280,000 residents across a broad expanse. With a commitment to providing a high level of community services, the council oversees a diverse range of facilities, including community centers, cultural venues, sports grounds, and open spaces. These venues play a crucial role in fostering community engagement, offering a wide range of programs, activities, and events for residents.
Challenges Faced
Before partnering with OptimoGov, Wyndham City Council faced several challenges in managing venue bookings efficiently. The existing system relied heavily on manual processes, with some business units using online forms, paper forms, or basic diary systems to manage their spaces. A lack of integration with the council’s finance system, Oracle ERP, added to the administrative burden.
Furthermore, disparate booking processes across business units created inconsistencies in communication, booking procedures, and user experience. Existing software solutions were inadequate in addressing these integration and management challenges.
The OptimoGov Solution
To address these issues, Wyndham City Council entered into a 3-year partnership with OptimoGov, beginning in September 2023. The project was designed to unify the council’s booking system across five key business units. Initially, one business unit was onboarded, with the remaining four to follow in phase 2.
OptimoGov’s comprehensive solution included key features such as the OptimoGov Diary, OptimoGov Booking Manager, and OptimoGov Task Manager. These tools streamlined venue management and provided the council with a centralized system to handle bookings across all venues.
OptimoGov’s Casual and Regular Booking Portals offered an improved user experience for the public, allowing easy online access to venue availability, booking, and secure payments through BPOINT and BPAY integrations. In addition, the system was configured to replace the council’s internal room booking and catering portal, further simplifying venue management.
Setup & Configurations
OptimoGov implemented several integrations and configurations to meet Wyndham City Council’s needs:
- Oracle ERP Integration for seamless finance management
- BPOINT and BPAY Gateway Integrations for secure online payments
- Microsoft Azure ADFS for Single Sign-On (SSO)
- O365 Email Integration for communication
- SMS for instant notifications
These integrations ensured a unified and efficient system, improving internal workflows and simplifying the booking process for both council staff and residents.
Venues Managed through OptimoGov
Wyndham City Council manages all of its community centers and halls using OptimoGov. These include prominent facilities such as Manor Lakes Community Learning Centre, Point Cook Community Learning Centre, Tarneit Community Learning Centre, Arndell Park Community Centre, Dianella Community Centre, Featherbrook Community Centre, Penrose Promenade Community Centre, Truganina Community Centre, Saltwater Community Centre, Diggers Road Soldiers Memorial Hall, and the Old Shire Office. These venues play a crucial role in supporting sports, leisure, and community events, fostering local engagement and accessibility for residents.
Phase 2 Implementation
As part of the ongoing project, phase 2 will introduce OptimoGov to three cultural venues, one youth center, 500 plus open spaces and over 40 sports grounds/fields. The council is also set to replace its current catering portal, further enhancing the booking and management experience.
Implementation and Outcomes
The implementation of OptimoGov brought about significant improvements for Wyndham City Council. By automating booking processes and integrating with Oracle ERP, the system reduced administrative workload, providing real-time availability of venues and resources. Consistent communication across business units and the ability to manage venues in one unified system significantly improved the overall experience for residents and staff alike. The system’s flexibility allows for future expansion, with potential additions such as ticketing for events and management of courses and classes.
Implementation and Outcomes
Wyndham City Council is excited to continue its collaboration with OptimoGov, focusing on ongoing improvements and innovation in venue management. With the successful implementation of phase 1 and future developments in phase 2, the council is poised to deliver exceptional service to its community, driving engagement and efficiency. Through this collaboration, OptimoGov is proud to support Wyndham City Council in providing a seamless, unified, and accessible venue management experience.
For more information visit our website optimogov.com.