Decision details

Implementation of the Atrium property asset management system, outlining progress towards adopting the corporate landlord model

41.1     The Chief Operating Officer introduced report and Matthew Powell, Asset Strategy Manager, to the Committee. The department is very close to having the full system up and running, which has also been implemented across a number of authorities in the South East (e.g. Surrey, Hampshire, Lewes, Eastbourne and Brighton & Hove City Council). The Atrium system is live for web based ordering, so supply chain contractors can see the status of orders. The next stage will be implementing planned maintenance programmes for both revenue and capital funded work.

41.2     The Committee asked a number of questions about the implementation of the new system, which are summarised below.

·        The Asset Strategy Manager informed the Committee that all modules will be live very soon, but there had been some delays due to the hosted nature of the system which requires partners to work together on Atrium implementation.

·        The projected cost of implementing a new property asset management system was not identified at the start of the project. This was because the Council had to replace system the previous SAP based system, which no longer met the Council’s needs.

·        The project looked at the procurement work and market testing that other Local Authorities had undertaken before procuring the new system. A saving of £85,000 was achieved in the procurement cost of the new property management system.

41.3     The Committee sought clarification on the policy around the renewal of leases, especially the new storage facility at Ropemaker Park in Hailsham. The Chief Operating Officer responded that ESCC had taken over an existing lease at Ropemaker Park which determined the initial term, andwill provide further information on the lease renewal policy to the Committee.

41.4     The Committee RESOLVED to note progress made to date on the implementation of the Atrium Property Asset Management System and welcomed the work that had been undertaken.