Case Study - Oxfordshire's Maintenance Management 
 
Introduction 
Wilson Pym May seconded two members of staff to help Oxfordshire County Council upgrade their maintenance management systems and to help improve current data collection methods.  
This case study is an example of the use of management consultancy, data validation and asset management being used to provide an effective solution.  
 
Problem 
Oxfordshire County Council operated a maintenance management system which, due to under-investment, provided little functionality and was used purely as a method of storage. A new approach was formulated as part of a corporate business process review to further develop and upgrade the system so as to provide a core structure on which to develop and manage their future Asset Management strategies. 
 
Solution 
Wilson Pym May seconded two members of staff to Oxfordshire’s Policy and Asset Management team to address staffing issues and to provide expert professional advice on the use and development of both the Authority’s Maintenance Management System and their Pavement Management System. 
 
Initially after overseeing and project managing the upgrade for both systems it was clear that some of the business processes in place for data collection and analysis were poorly defined or missing. To improve the low confidence levels in the data Wilson Pym May carried out a series of gap analyses to determine where quick wins could be made. This in turn allowed users to be more self–assured in the knowledge that the decisions they were taking could be robustly supported. 
 
With additional users gaining trust in the systems, Wilson Pym May were able to develop Oxfordshire’s business processes to more accurately reflect actual working practices and to reconfigure the data structures within the systems.  
 
After validating the digitised highway network within the PMS, more efficient and accurate routes for condition survey data collection were produced and deployed. Wilson Pym May followed this by: 
 
Defining and documenting the rules and items required for establishing an Asset Inventory. 
Writing a Highway Safety Inspection policy and operational manual. 
Designing solutions for both underground drainage asset management and land & highway records. 
Representing the Authority at meetings with Contractors and other Agencies. 
 
 
 
Maintenance Management Systems
 
Outcomes 
Through better data definition the Asset Management Team can now provide quality monitoring of their survey and service provision contractors. 
 
Whilst Wilson Pym May have provided consultancy advice to Oxfordshire they have done so by sharing knowledge and mentoring the Client’s staff. It is this approach which has led to the successful implementation of changes and to stronger links developing between the different teams responsible for managing assets - highlighting a better understanding of their complementary roles. 
 
There are many advantages to using this package of solutions to solve the problem faced by Oxfordshire County Council, these include: 
 
• All responsible teams work together allowing better communication and decision making. 
 
• Data collection has been standardised through the County Council. 
 
• Meaningful Contract Performance Indicators have been developed enabling Oxfordshire to develop an asset centric approach to the mechanisms for contract extension and contractor profit
 
“Wilson Pym May have brought a level of knowledge and expertise to Oxfordshire County Council's transport services that has surpassed the Client’s expectations of a professional consultant. Their attention to detail has helped the Authority ensure that all component parts relating to the operational delivery of it’s services are engineered to run efficiently and so drive forward the asset management priorities of the council.” 
 
Grant Cawte, Contract Development & Procurement Manager