ARCHIBUS Success Story

TAB Limited Gambles on ARCHIBUS

TAB Limited is one of the largest off-track betting operations in the world. TAB Limited Located in New South Wales, Australia, it provides totalizator wagering (total amount of the bets staked on an event is divided among those who placed winning bets on that event) on horse racing, harness racing, and greyhound racing, as well as totalizator and fixed-odds wagering on sporting events. These wagering services are provided throughout New South Wales via a sophisticated network of over 1,450 cash sales outlets and throughout the world via telephone and Internet betting. And, as the sole owner of the Australian television service Sky Channel, TAB Limited telecasts races throughout Australia to commercial subscribers via satellite and to domestic subscribers via pay television. Has the TAB facility benefited from ARCHIBUS? You bet!

Assessing the Odds
The dilemma that TAB Limited personnel faced before the implementation of ARCHIBUS was due to one of the classic characteristics of the non-automated facility: facilities-related information was stored in several disparate locations and systems. In TAB Limited's case, the locations included the corporate mainframe systems and databases, individual and shared PC files and spreadsheets, manual paper filing and ordering systems, personal notes, and, predictably, inside people's heads.

The lack of integration between the systems and information sources resulted in serious operational consequences. Strategic planning and implementation were difficult to carry out. Time was wasted and efforts duplicated due to the unavailability of information by all staff members. Customer requests could not be adequately tracked. Performance measurement was nearly impossible to perform. Resources could not be allocated effectively. Asset history was difficult and time-consuming to track. In short, execution of FM administrative functions across the separate and dissimilar systems frustrated efforts to improve performance.

At the Starting Gate
The commitment to automate TAB Limited's Facilities Management Department was part of the department's Asset Management Plan which addressed this frustrating situation. The direct automation objectives are: The integration of all essential business information; enhancement of strategic and operational planning; integration of all operational processes; maximization of data availability; improvement of customer service; streamlining of administrative functions; enhancement of reporting capabilities; tracking of asset information and supplier performance; tracking of FM Department performance; centralization of customer service functions; and increase of staffing flexibility.

TAB Limited utilized an open bidding system to research the various Facilities Management Systems available. FM Department personnel carried out exhaustive (and exhausting!) suitability testing of each of the proffered solutions. Ultimately, ARCHIBUS was chosen because of its ease of navigation; ease of database and interface customization; reasonable price; its level of fit with TAB Limited's requirements; its large, established worldwide user base; and because of its expandability-the capability of incorporating other modules into one integrated system was key.

And They're Off!
Building Operations Management was the first application activated and has enabled department personnel to transfer the logging of requests and raising of high-priority orders for the cash sales network to the TAB Limited Sales Outlet Help Desk. The establishment of this Help Desk for FM functions is considered one of the primary benefits of using ARCHIBUS. Subsequently, Project Management and Condition Assessment functions went live, interfaces to the financial management system, SAP, were installed, and all the facilities have been polylined and catalogued.

Creating these functions required a bit of customization which TAB Limited personnel carried out with the ARCHIBUS Application Specialist, Plus Facilities Management. TAB Limited personnel report that one of the most pleasant surprises related to ARCHIBUS has been the ease with which a view or report can be designed and then added to the Navigator. The department also plans to implement Preventive Maintenance and supplier Performance Monitoring functions, which will enable them to electronically issue Work Orders and receive invoices.

Integrated with the Work Order and Work Requests tables, is a function that the department calls Programmes and Projects (was developed from scratch) which manages annual programs of capital and rehabilitation projects, individual projects, budgets, contract administration, tendering, and asset creation. Department personnel consider this function to be the most interesting (and, perhaps, even unique).

Winning the Race
Many benefits have been reported as a result of ARCHIBUS. Access to an integrated source of information is now much easier, and, therefore, quicker. This has facilitated improved decision-making. Because maintenance of other legacy systems is no longer required, time management has improved. Benchmarking is now possible. Administrative processes have also been improved and defined. Reporting capabilities have been enhanced. Various reports are now routinely generated for the purposes of control and performance measurement. Ad hoc reports are also used to identify specific instances of activity.

In an industry where every second counts and the race to win is literal, ARCHIBUS has taken the gamble out of TAB Limited's facility management, helping to ensure that the flag will always fall after they've crossed the finish line.

Vital Statistics

TAB Limited
New South Wales, Australia
Facilities Facts:
Approximately 545 buildings- all ARCHIBUS-managed
74,500 square meters
ARCHIBUS Applications:
Building Operations Management
Space Management
Furniture & Equipment Management
Impetus for Implementation:
Needed to: integrate all essential business information and operational processes; maximize data availability; enhance reporting capability, tracking of asset information and customer requests; improve performance measurement capability and resource allocation.
Benefits Gained:
Easier access to an integrated source of information facilitating quicker and better decision making; establishment of Help Desk for FM functions; improved and defined administrative processes; enhanced reporting capabilities; abandonment of legacy systems; benchmarking made possible.
Future Plans:
Periodic (Preventive) Maintenance and Supplier Performance Monitoring functions.
Business Partner:
Plus Facilities Management Pty. Ltd.
Web Site:
©2005 ARCHIBUS, Inc.18 Tremont St.Boston, MA 02108   USATel: 1