Simple and fun budgeting with Planima

Challenge

Unstructured planning without an overview

In our interview series Hållbara Hus Daniel Grönbek, head of property at Bollebygd Municipality, talks about how the municipality’s maintenance work has been done historically.

“…very short-term and a lot of emergency call-outs. Our technicians reported in if there was something that was in bad shape and really looked bad and needed to be done. It popped up and then you had to apply for money for it.”

So the maintenance work was aimed at whatever was urgent at the moment. There were also no tools for planning, and the most expensive projects were left on hold.

“At most, there was some Excel file somewhere on the computer that we worked with back then – and the planning was accordingly.”

Solution

High time for change

By 2015, the maintenance backlog had grown so much that they realized it was time to do something about it. The municipality then needed to develop a new maintenance plan that could be presented to the politicians. Daniel and his colleagues needed to start over and do a thorough inventory.

After comparing systems, they chose to purchase Planima as a planning tool in 2017, and an intensive inspection effort followed. It turned out to require extensive work, and Planima was brought in to assist the municipality with the planning.

The work resulted in a considerable improvement of the maintenance plan for all the municipality’s facilities. The plans were presented to the politicians, who now for the first time got an overview of and insight into the improvement measures that were required. The reactions were very positive, and they were glad that there were now concrete plans for how to work going forward.

Results

Effects of systematic maintenance work

Today, all planning of the facilities’ maintenance and investments is done in Planima, and the municipality can now: – Budget better: The municipality has budgeted 10 MSEK annually for planned maintenance, with a buffer for unforeseen maintenance work. – Prioritize projects: Focus on the facilities’ outer building envelope and weatherproof roofs and facades. Planima can suggest the work that is most urgent. – Make day-to-day work more efficient: Work for the following year is planned as early as the fall, and through Planima the municipality can select what is most urgent. Today, the facilities are better maintained, and the operations in the premises are satisfied and grateful for a better work environment.Daniel Grönbek says that budgeting has become more fun today, especially when he sees the results so clearly. They also get more done for the money thanks to the maintenance plans. It’s now also easier to communicate exactly what has been done and what is planned going forward, something the politicians really appreciate. On top of this, it’s noticeable what a big difference the money makes and how much actually happens thanks to the boost in operations. Daniel also says how important maintenance programs have become for Bollebygd Municipality today:

“I couldn’t manage without a maintenance program today, it’s out of the question. We get more done.”
Daniel Grönbek, head of property at Bollebygd Municipality