5 minute read
INNOVATIVE MANAGEMENT INITIATIVE
Projects demonstrating new ways of leading, facilitating, administering, controlling or ensuring a particular outcome is achieved and that make positive changes to management of an organisation’s practices or projects.
JUDGING CRITERIA
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Clarity of program/project objectives and outcomes Originality and effectiveness of the initiative Achievement of project versus intention Sustainability/transferability of the initiative Demonstrated leadership
WINNER
HIGH COMMENDATION
WINNER
INNOVATIVE MANAGEMENT INITIATIVE
Brimbank’s Asset Services Team embarked on a program to introduce digital mapping for waste collection drivers and replace an outdated paper-based system. The all-in-one digital solution wasn’t just about replacing cumbersome paper-based mapping and procedures with GPS-like mapping, event log and digital forms. It was about using technology to improve driver safety. This project has resulted in significant savings, improved efficiency and it is also helping reduce waste-stream contamination. This is a result of event log data being saved directly into the customer relationship management, instead of being phoned through. Customer Services Team members can then contact the household concerned within five minutes of a driver sighting issues via the “hawk” on-board camera. The team produced a customised solution that integrated digital mapping, a visual route trace, events log and paperless data collection. The resulting mobile solution has delivered Brimbank with a smarter, and more sustainable waste collection process that’s constantly evolving to best match driver and community needs. Drivers can focus on the road, instead of diverting their gaze to reference a large and cumbersome paper map. The system is integrated with Council’s records and customer relationship management systems and has the potential to be repurposed to other services, including street sweeping and meals on wheels. The system has improved team efficiency, as it previously took 10 weeks to test, adjust and print paper map books. The old approach was also time-consuming with any changes to a catchment area requiring revisions and reprinting. Driving with the cumbersome books was an ongoing pain point for drivers, as it diverted attention from the road and required local knowledge to avoid obstacles (such as low-hanging cables) and street works. The paper-based system also proved challenging for substitute drivers who were unfamiliar with an area, leading to increased instances of human error and often putting drivers in dangerous situations. Previously, the waste collection service was an eight-step process. This included starting the shift by filling out a checklist, using an intercom to troubleshoot with depot staff, navigating the streets using a combination of the map books and memory, manually documenting bin lifts, as well as providing paperwork to a coordinator who would then scan all documents and save them into the records management system. These steps have now been reduced to six, with all transactions recorded directly into the appropriate Council systems. This project’s primary aim was to support drivers by removing the “pain points” associated with the old system and help them undertake their role with improved safety. The digital system has streamlined reporting, digitised forms, significantly reduced paper use and contributed to reducing errors. The fleet of 24 collection trucks has been fitted with a tablet each and drivers received training.
HIGH COMMENDATION
INNOVATIVE MANAGEMENT INITIATIVE
The Innovation at Brimbank Pilot Program was developed to enable Brimbank to make innovation part of the organisational DNA. The primary objectives were to grow existing pockets of excellence across the organisation and deliver projects that add value to Brimbank City Council and ultimately the community. The program laid a foundation for expanding the innovation mindset across all directorates and business units. It is believed to be unique within Local Government for its approach to increasing pockets of excellence across the organisation through the training and development of multiple participants in various streams. In October 2019, a pilot program commenced with 10 business units across the five directorates. During the ideas gathering phase participating staff generated over 250 ideas. These were then peer reviewed, creating a Top 21 that was further narrowed to a Top 10. These 10 received funding and a project team. Working together the teams have progressed through five innovation phases (Ideation – Evaluation – Initiation – Experimentation and Implementation – Value Realisation) using a comprehensive matrix of best practice tools and templates, all the while being supported by the Innovation team and governance support structures to successfully deliver their agreed result. The COVID-19 remote working environment meant teams had to explore new ways of working in order to keep connected, stay engaged and make progress. Through online meetings and digital whiteboards covered in virtual sticky notes, teams have started to build a cultural change of collaboration. All participants received training in addition to being guided through each of the program’s five innovation phases by a comprehensive tools matrix that provided best practice templates for use. At Brimbank, when they talk about innovation, it’s within a Local Government context. Therefore it’s not about having the shiniest tool, or latest piece of tech, but about providing the best service outcome for the community they serve. At the beginning of November 2020, seven of the original 10 project teams that started the program were progressing towards completion and delivering their agreed upon project outputs. These projects range in diversity from the digitisation of processes, to targeted youth recruitment and prevention of rubbish into storm water drains. Quotes from participants include: “It’s our favourite hour of the week, every week,” and, “I'm making a project that I am passionate about come to life”. Round 2 of the Innovation at Brimbank program is in development. As the program grows and develops with each iteration, it is projected community engagement for the purposes of idea generation, project shortlisting and active participation will take place in 2022/23.
