A team of officials from the City’s Transport Directorate has implemented a solution that aligns the spatial, operational and financial data of transport assets to better respond to enquiries and fault reports.

‘I am thrilled to unveil this mobile device which has revolutionised the way our depot staff works. It is fully automated, cuts out the middle man and eliminates the old traditional clipboards and has definitely improved our turnaround times. Orders or complaints that have been open for longer are now visible, meaning management can act proactively and direct our actual human resources, materials, equipment, vehicles, and so forth more efficiently,’ said the City’s Mayoral Committee Member for Transport, Alderman Felicity Purchase.

On a typical day:

  • A resident reports a road fault, for example, a pothole or a faulty traffic signal via email, Twitter, a call to the Transport Information Centre or the City of Cape Town contact centre;
  • This is then allocated to the appropriate area depot which is determined by the geographic location of the fault reported;
  • The depot foreman then assess the reported incident and relays that to the maintenance planner who then schedules the maintenance and advises the depot of the impending work;
  • The maintenance team at the depot then executes/ performs the required work.

The team is required to take before, during and after pictures using the mobile device. All of this happens in real time, meaning, the person not on site is able to view the site before, during and after and while it is happening. The time it took to do the repair or maintenance work, and the materials used are also updated in real time.

Another plus is that the devices are GIS enabled, therefore the pictures are a true reflection of where the work was done. Once the work is done, the foreman gets a notification and schedules an inspection to ensure compliance with quality standards and if necessary, schedules corrective work.

The solution has enabled accountability and control for asset management. This has created a template that can be implemented for other asset types even outside of the Transport Directorate.

The solution provides valuable insights in terms of available and allocated resources, works orders and order confirmations.

Teams do not now need to go back to the depot to capture work done as this is now done in real time, and on site. Depot managers are also able to monitor in real time how many orders are being completed.

‘The device is set to enhance service delivery and improve our residents’ living conditions. It speaks to a number of our priorities, including commitment to excellence in service delivery and using technology to transform Cape Town – all for the benefit of our residents.

This solution optimises and standardises business processes across the local transport depots for roads and networks. This means that the process is the same across the city.

The devices were rolled out to depot managers, project managers, superintendents, foremen, artisans, special workmen and supervisor drivers across 21 road depots, four traffic signal depots and eight districts.

Currently, the solution is rolled out to 400 users.

The staff received training when the device was implemented and this is ongoing, especially when a new enhancement is added to the solution.

We have Super Users across the depots who assist with day to day support of the teams. The Super Users in turn, provide feedback through regular meetings with the technical teams on possible improvements to the solution from both a process and technical aspect view.

‘It is no wonder the City was recognised with a Gold SAP Innovation award for being the most innovative public SAP customer. I am proud of the team that worked tirelessly on this solution, ultimately placing the City of Cape Town on the road to being the most digital city in Africa. I also want to encourage residents to report issues on their roads – if we don’t know about it, we can’t fix it,’ said Alderman Purchase.