The ICON System by ICON

KEEP CALM AND

USE ICON

Welcome

Introducing ICON Managing information: your business's most valuable asset. Enterprise-wide Property Information Management, Business Process Management and Document Management for over 5,200 users from more than 3,800 companies.

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Managing property portfolios, controlling construction projects and maintaining corporate design standards all require information that is accurate, easily updated and available at all times.

The ICON System is a web-based business process, electronic document and specification management application. The system provides a set of solutions which help users communicate project information prior to, during and after the construction process. The solutions are also used to manage the assets and maintenance of large property portfolios.

Introducing ICON Since in 1995 ICON has been specialising in construction industry information management. The ICON System has been in continual development since 2001. The company has a number of teams that deal with client liaison, information management and system development. Employees have a mixture of backgrounds such as Architecture, Retail, IT, Public Sector and Training.

Information Management Specialists

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The ICON System is currently in use by large retailers including Sainsbury’s, Boots, ASDA, Greggs, John Lewis and Waitrose. They use the ICON system to manage various aspects of their property portfolio throughout the complete property life-cycle. The ICON system can store and manage every conceivable piece of information about all of your properties from concepts, design specifications, construction, shop-fitting, health and safety, maintenance, surveys, etc.. By choosing the solutions you require, the system can be set-up to meet the needs of a particular business and budget. The best-selling solutions are for Business Process Management, Document Management and Specification Management. The System is hosted and managed by ICON, giving you no software installation issues, peace of mind and no maintenance. It provides a single source of accurate upto-date information with immediate updates and text alerts for urgent notifications. It allows efficient recording of all types of building surveys and enables project tracking and reporting in real time. CAD and BIM Integration is available, with the holding of a fully versioned CAD library of all your drawings and models.

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Key Web-Based Solutions:         

Business Process Management

SaaS removes the need for organisations to handle the installation, set-up and daily maintenance often associated with other systems.

Document Management Specification Management Project Tracking and Reporting CAD and BIM Integration Property Management Survey Information Management

Chris Lovelock Managing Director ICON

Asbestos Information Management Health and Safety File Coordination and Storage

The system is supported by ICON’s unique service to assist customers in its implementation and on-going use.

ICON has a number of solutions to help those involved in Business Process Management, Specification Management, Property and Project Management.

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 Statutory Certification Management  KPI Scoring  Announcement Management

Nicola Bingley, Customer Services Manager, ICON

The System is distributed on a ‘Software as a Service’ (SaaS) basis. The service is charged for on a monthly subscription basis.

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For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

If you would like to know more, please call us on the number below and we will arrange to give you a demonstration. ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk

ICON System

Business Process Management In the course of any business, gathering, updating and reporting on information accurately and in a timely manner is key to delivering any project on time and on budget: forms need filling, reports need creating.

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Part of the core functionality of the ICON System is a template driven, webbased interface used to record, track and report on information.

This functionality is of use to any business type as it can be used to drive and deliver a whole range of business processes. Using the system provides consistency in that there is only one place when the information is logged and updated rather than, as often happens, multiple copies of reports being held and updated by different people.

The ICON Solution Any paper-based form can be configured as a template in the ICON System. The template is then used as a basis for whatever the business project is, a team of users is assigned to the project, permissions are granted and the gathering and disseminating of information can begin. It is also quick and easy to set-up multiple projects at the same time, based upon the same or differing templates.

Create your template from a whole range of information types.

Information can be input by any member of a chosen team of users. By defining permissions, team members will only see the information they are meant to see; they can only edit the information they are meant to edit.

Create a folder structure for any documents you may want to store.

The system records a full audit history; for example who changed a date and when, when a price was increased and who made the change, etc.. File Handling Any type of document can be uploaded to the system. Folder structures mimic Windows Explorer and can go to as many levels as required. Permissions such as full, read-only and hidden, can be set at folder level. All uploads and downloads are tracked. The ICON System has three types of folder. Firstly, a 'standard' folder for any type of document. Next a 'photograph' folder which displays images in a thumbnail format. The third type is a 'certificate' folder where documents are assigned a ‘valid from’ date and ‘validity duration’ for tracking when inspections are due. Reporting A simple reporting tool allows on-the-fly reporting. Selected users can choose which information to report on and have that information compiled into an Excel spreadsheet which is then immediately made available for download.

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Assign permissions to information groups.

Standard Information types:

Choose what information to report on.

Templates can be based upon the any of the following types of information:

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Checkbox, for 'yes' or 'no'

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Note, a free-form text box

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Company, a company Contact, a user Date, in dd/mm/yy or yyyy format Financial, i.e. cost in pounds sterling Hyperlink, a link to any web page Image, to display a picture in the template Number, any numerical value Radio, a set of radio button options Selection, a drop-down list of options

The system provides complex reporting in the format of online dashboards which can have RAG (red, amber, green) statuses, key dates flagged etc.. Reports can be created showing what has changed since the last time the report was run. Rob Wylie, ICON

Value, a single line of free-form text

(Note: more complex information types such as Calculations, Stages, Links, Triggers and Dependencies are also available.)

The beauty of the system is in its simplicity. Within half an hour an administrator can set-up a template to record information with a corresponding folder structure then start the recording process. Chris Lovelock, ICON

ICON’s Business Process Management solution is one of a number of products to help those involved in Specification Management, Property and Project Management.

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For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

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Request a demonstration: If you would like to know more, please call us on the number below and we will arrange to give you a demonstration. ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk

ICON System

Electronic Document Management Poor communication and ineffective collaboration on a project can result in a lack of consistent information, errors, a less efficient workforce, wastage, timescales being missed and so on.

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A good project manager has to ensure that the project team can easily communicate accurate information to other team members, providing secure access and tracking who created, viewed and changed information.

ICONâ&#x20AC;&#x2122;s Project Collaboration solution allows the project team to securely publish and access a range of documents including spreadsheets, CAD drawings, photographs, certificates, to a central location, as and when needed.

The ICON Solution Uploading documents to various parts of the system is a simple process. The system has been designed to function without the need to install additional software. A free plug-in is available which provides enhanced file handling capabilities and helps with the file upload process. The system’s file handling functionality allows administrators to:

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Create highly flexible folder structures with sub-folder hierarchies Set various folder permissions such as Read-Only, Viewable or Full Control.

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Users can:

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Simply navigate through a folder based structure that includes easy to view file counters Search and sort files by name, category, version, upload date etc. Upload and download files without a plug-in Using a free plug-in, bulk upload multiple files Download sets of chosen files using a file ‘download basket’ Lock a file whilst it’s being worked on Email document issue notifications directly from the system to other team members Track other users issued drawings with ‘My Tasks’ Track a file’s complete version history; with access to all previous file versions.

ICON’s Construction Project Collaboration solution can be used on its own or as an integral part of a set of solutions such as Project Tracking, Statutory Certification, Health and Safety File and Asbestos Management.

“ Key Features:  Highly flexible folder structures with sub-folder hierarchies

 Simple navigation, searching and sorting

 Multiple file uploads  ‘Drawing issue sheet’ style document notifications

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 Document locking. Navigation should be instantly familiar to any Windows user who will be able to navigate through folders and sub-folders to upload or download files as required.

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With more than thirty thousand files being added a month, ICON currently stores and manages over two million files for its clients.

view thumbnail images inspection dates

Rob Wylie, ICON

Zena Newman, John Lewis Partnership

Louisa Sugden, ICON

 Photograph folders display easy to  Certificate folders to track test and

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Our aim is to make information easy to share and easy to access by those who need it.

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ICON’s Document Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.

For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON System

Specification Management System ICONâ&#x20AC;&#x2122;s Building Design Specification Management System allows you to effectively communicate the latest requirements and specifications to property design, fit-out and delivery teams.

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Communicating an accurate, current and costed brief to the construction team can be a difficult task for a designer. Holding specification information in the right format should ensure the accurate implementation of requirements on site.

Using ICONâ&#x20AC;&#x2122;s design standards system, specifiers are able to ensure that the exact, non-conflicting information requirements are available at any time to those responsible for delivering construction projects.

Specifications for the design and fit-out of buildings have traditionally been communicated using paper-based or electronic manuals which are distributed periodically. Organisations which have adopted a document management system often find it ends up being a ‘dumping ground’ where no-one coordinates new information or removes out-of-date files. Consequently, it is difficult for users to find what they are looking for and potentially damaging to a project, with different files giving conflicting information.

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Users find they cannot rely on the accuracy of the data and then lose confidence in the information, reverting instead to the specification from the last project, which may not be current. The ICON Solution ICON’s Design Standards solution overcomes these problems by effectively managing all changes to the information as they occur, so the information is always current and users can establish and maintain confidence in it. It does this by adopting a ‘no duplication’ principle, so that when a standard changes, there is only one place to make the change, but the effect is apparent throughout the system. The System also manages information relating to any aspect of the build and fit -out process. It works equally well with large or small quantities of data, as well as prescriptive or performance-based information. The ICON Service A unique feature of the system is ICON’s complementary support service that helps you to efficiently manage all aspects of your standards. After initially collating, rationalising, formatting and populating the system with your current information, we can then pass content management back to you or maintain and manage it on your behalf. See our services page for full details.

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Typical Content:  Corporate Branding Guidelines  Policy Documents (H&S,

Environmental, Corporate Social Responsibility etc.)

 Typical Plans, Operational and Layout Guidelines, Design Guidelines

 Space Planning Guidelines, Area Schedules

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Construction and Shopfitting Details Engineering Services Specifications Signage Guidelines Schedules for Equipment, Finishes, Doors & Ironmongery, Lighting, Signage etc.

 Room Datasheets  Supplier Details

The ICON System is very well structured and covers all areas of Building Standards in detail, in order to produce drawings and details, and fulfil schedules of information required for the contractors master programme. Robert Edkins, Farrell & Clark LLP Architects

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The ICON System provides me with the information I need as a designer to specify the finishes and equipment needed to ensure that the brand is applied correctly to a new store. Anthony Milne, Wates Design

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The key benefit of The ICON System is that users know the data is reliable… when something is changed in one place, it changes everywhere without fail.

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Bernard Novell, Waitrose

Request a demonstration:

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ICON’s Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

CAD and BIM Integration Being able to effectively and fully utilise a CAD application is a key part of the design process for many companies and organisations. With Building Information Modelling (BIM) it is the ‘information’ as well as the graphics that is important.

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We understand that sharing CAD libraries, drawings, details and models can be difficult, especially when the project team is working in disparate locations. As with information held in a BIM system, there is always the danger of inconsistencies - but not when utilising the ICON System.

As Autodesk Registered Developers, we’ve been able to integrate AutoCAD, Revit and 3ds Max with the ICON System. The system's web-based CAD Library, specification and document management solutions means it’s easy to share information, ensuring there is only one master set information.

CAD Drafting Utilising Autodesk’s i-drop® technology, users can drag and drop equipment and layouts directly into AutoCAD, Revit or a 3ds Max model. Hyperlinks link back to the corresponding equipment specification in the ICON System allowing users to access details such as photographs, costs, specifications, suppliers, etc.. With Revit, the specification information held in the ICON System can be linked into the Revit project for scheduling and reporting. Fully compatible with ICON’s Project Collaboration solution, additional functionality includes:

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Customisation to assign information such as department names, area allocations and commodity assignments Shelving profile specification (planograms) Automated gondola bay and run numbering Work with standard layers, text sizes, dimension styles, and title sheets. Full version history

Equipment Scheduling We provide integrated AutoCAD scheduling:

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Automatically schedule from AutoCAD to Excel or back to the ICON System Create project specific cost schedules and directly compare to the specification 'ideal'.

System Requirements ICON’s CAD integration solution is compatible with all versions of AutoCAD from 2000i to 2011. All versions of Revit and 3ds Max are supported. AutoCAD LT is supported, but with limited functionality. Note: i-drop® functionality requires Internet Explorer.

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Update a Revit project with accurate information from the ICON Design Standards solution. Drag and drop straight into AutoCAD, Revit Architecture or 3ds Max.

Schedule from CAD to a corresponding webbased specification. Apply shelving profiles and commodities.

CAD Library Creation:

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When creating or importing an existing library into the ICON System, ICON can help you agree and introduce industry recognised CAD drafting standards such as:

 Rationalising block names and layers  Setting consistent text and dim styles  Rationalising block insertion points &

Chris Lovelock, ICON

rotation angles

 Purging unneeded information  Adding hyperlinks to equipment

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specifications

 Automating the process of updating existing drawings with the new library and standards

 Easily build-up 'ideal' room, department or complete property layouts.

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Using ICON's CAD scheduling functionality you can match a list of equipment found in a CAD model with items on the website, thereby checking a proposed layout against the brief for quantities and costs. Alison Thompson-O’Connor, ICON

When importing an existing library into the ICON System, ICON will help you agree and introduce industry recognised CAD drafting standards.

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ICON’s BIM and CAD Integration solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

Project Tracking This flexible, highly customisable tool allows Construction Project Managers, the Design Team and others to successfully collaborate and exchange accurate information in real-time.

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Accurate tracking and reporting on the dates facts and figures that are associated with any project roll-out can be problematic, especially where the knowledge is held by many disparate parties.

With ICONâ&#x20AC;&#x2122;s Properties and Projects solution, individuals directly update the information they are responsible for. Project managers can then report and analyse that information, across sets of projects, whenever needed.

Clients, Architects, Contractors and other consultants have many issues which need to be addressed efficiently to ensure the successful delivery and completion of a construction project. Two key areas are sound management procedures and the communication and tracking of information that is gathered throughout the project. Others issues include:

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Tight project timescales Maintaining quality Managing budgets and resources Managing safety requirements

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Secure access to information Tracking who created, viewed and changed what and when

Establishing excellent and proven business practice is essential to a successful project, but equally important is a sound implementation strategy and the proper tools to make it happen.

The ICON Solution The ICON Properties and Projects solution has been designed to address these issues. This flexible, highly customisable tool allows Construction Project Managers, the design team and others to successfully exchange accurate information in real-time on many aspects of a construction project. The solution can be used to manage all information pertaining to any number of properties (e.g. ‘as built’ information), as well as tracking all activities (e.g. projects) which occur on those properties. Unlike most other property management systems, as well as storing documents, The ICON System also stores ‘dynamic’ data, i.e. dates, facts, figures, logic, contacts, etc. This means that customised reports can be generated across a series of projects, allowing ‘comparisons between’ and ‘summaries of’ multiple projects and pre-defined events.

Key Features:

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 Contributors manage relevant data directly

 Updates are made in real-time for instant feedback

 Fully customisable - you decide what you want track and to report on

Generally responses happen very quickly, because the system has been created with a good structure that easily allows for requests and modifications. Bernard Novell, Waitrose

 Data stored in the correct format, e.g. a date as a date, not text

 Instant reports on live data

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 Plan the stages of a project and predefine events

 Repository for all historical, current Request a demonstration:

and upcoming projects, surveys and maintenance

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The ICON System keeps me updated by email with any changes updated onto the site and the search option is very good. It gives me online access to the latest Specifications, which is beneficial for my type of work. Cornelius Clancy, Bamber and Reddan Architects Ltd

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ICON’s Project Tracking solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

Key Performance Indicators Using ICONâ&#x20AC;&#x2122;s Properties and Projects solution, KPIs can be created to record and review performance assessments for a whole range of activities.

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Key Performance Indicators are used by many industries to track performance and drive improvement. KPIs can also be used to measure progress towards goals and assess if procedures are being delivered in a cost effective manner with a view to ensuring value for money.

The ICONâ&#x20AC;&#x2122;s KPI solution can be used for a broad range of KPI scoring and reporting, from cleaning contractor performance to the construction of multi-million pound projects; comparing results across sets of review periods.

Key Performance Indicators (KPIs) are used by organisations to help define and measure progress toward goals. They are widely used in the Construction Industry to help benchmark performance on issues critical to the success of a projects. Project Managers can use KPIs for monitoring and to help ensure continuous improvement. Construction Industry KPIs can be used to:  Monitor costs

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Track punctuality Increase client satisfaction

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Identify strengths and weaknesses Compare cross-project measurements

The ICON Solution Using ICON’s Properties and Projects solution, KPIs can be created to record performance assessments for a whole range of activities. The KPIs can be set up with either a simple or an in-depth level of recording; whatever is appropriate to the project. Once a KPI structure has been created, it can be used on as many projects as required. Analysis and reporting can be carried at any point during the project. Data can be analysed via a series of predetermined reports and graphs, and can be exported to Microsoft Excel if further detailed investigation is required. An example of the use of a simple method of measuring would be when recording the ‘Reportable Accident Frequency Rate’ (RAFR). This would be used to measure a contractor’s competence in the management of Health and Safety on site. If there were no RAFRs on a project, this could be deemed ‘Acceptable’; one or more could be deemed ‘Unacceptable’. Others may be looking for a much more specific KPI measure, perhaps scoring between 1 and 10. In such an instance, clear guidelines must be provided to enable consistent scoring across projects, which is important to achieve valid comparisons. An example here would be recording the ‘All Accident Frequency Rate’ (AAFR or AFR). Here, if an accident was recorded within one week of completion the score might be 10, within 2 weeks it might be 5, outside of that timescale, 0.

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The ICON system is a very costeffective way of keeping our records in order. We employ a number of contractors across the country but now they are all recording and monitoring to the same set of standards and indicators.

Links

Colin Halsall, Somerfield

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The Health and Safety Executive: www.hse.gov.uk Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995: www.hse.gov.uk/riddor Constructing Excellence: www.constructingexcellence.org.uk

ICON’s KPI solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

Health and Safety Manager Compilation of the Health and Safety file ‘as you go’ during a building’s construction phase, then continue to effectively manage all related documentation throughout it’s lifespan.

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The collation and storage of and access to a building’s Health and Safety file is a legal requirement for all commercial property owners. At the end of a construction project, it is the responsibility of the CDM Coordinator to ensure that a Health and Safety file is compiled and handed over to the client.

ICON’s Properties and Projects system allows the Health and Safety file to be collated during a project ready for handing over to the client. It also allows any Health and Safety information collated on subsequent projects, taking place at the same building, to be easily merged into a single location for each property.

Compliance with the Health and Safety at Work Act, Construction Regulations and conducting risk assessments are all vital when running any construction project safely. The ICON Solution ICON’s Properties and Projects module has been developed to allow users to manage their Health and Safety information efficiently and professionally. The system offers:

 A centralised Health and Safety file

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with single point data entry

 Links to all relevant documents  The facility to grant user access levels as 'read only' or 'edit'.

 Printing of any document in the file  Version control of key documents  Automatic audit trail, enabling the administrator to track access to and use of the system

 A platform to promote a proactive approach to Occupational Health and Safety

 Comprehensive risk assessments  Corrective and preventive actions  The ability to trace root problem causes The project team or person responsible for Health and Safety can have immediate access to key files and associated documents including O&M Manuals and sub-contractor details. The information can be kept up to date in a timely manner and will prove vital in ensuring effective communication. The Health and Safety file is not just active for the duration of the project build, but for the entire lifecycle of the building, from concept through to demolition. The information is not static, but changes in line with any alterations to the building or at any time an inspection is made. The ICON System has been built to accommodate these changes and ensure that information is always accessible and up-to-date.

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Links: The Health and Safety Executive: www.hse.gov.uk Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995: www.hse.gov.uk/riddor

Phil Digby, Travis Perkins

Constructing Excellence: www.constructingexcellence.org.uk

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The system enables me to gain quick and easy access to equipment listings, supplier contact details and branch specifications. Within my role, this information is invaluable when trying to source parts for existing items on site. Laura Bayley, Maintenance Management

Using the ICON System to hold our Health and Safety file is saving us £5,000 per site.

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ICON’s Health and Safety solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

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The health and safety wizard works beautifully. ICON System Client

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ICON solutions

Enterprise-wide Property Management Anyone responsible for estate management will be well aware that there are a multitude of tasks, issues and legal requirements that need dealing with on a regular basis.

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Even with a small property portfolio there is a significant amount of information that needs to be stored, tracked and dealt with in a timely manner.

With ICON's Property Management Solution companies have the chance to consolidate many disparate systems and processes into one central enterprise-wide system.

The Issues In many businesses important property related information is held by different people, in different departments, in different formats and in different locations. Within larger organisations property information is often kept within bespoke or off-the-shelf systems, with no function for sharing or linking information. Disjointed information causes a host of issues; duplication and conflict of facts, uncontrollable document version control, difficulty locating information, no central source of information, vital deadlines are missed and non-compliance occurs.

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The ICON Solution Implementing the ICON System does not have to change your business’s working practices or processes; the system can be configured to replicate the way your business works, making the transition to utilising the ICON System smooth and without disruption. A phased implementation programme ensures user confidence is built and up-front costs are nominal.

The Bigger Picture Any large company with a portfolio of properties will face similar issues to those experienced by ICON's existing clients before their implementation of the ICON System; properties need managing and properties need maintenance. At the simplest level a company will need to know information about its property portfolio. With the ICON System all relevant information is held in one collaborative central place with permissions based access to ensure the right people see the right information. Document handling is a key part of the ICON System. Effective document handling ensures information is readily available; a project manager might want to view upcoming property projects, a facilities manager can view which equipment items need replacing during a period of time and whether compliance certification is current etc.

Typical Issues:      

How many properties do we own?

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What's the floor area?

Where are they? What is the phone number? Which are leased? What is the total rental income? What is the total rental income by region? Which surveyor is responsible for it? Where's the current CAD floor layout? I need to see photographs of the entrance?

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The ICON System has the ability to manage information on all our branches, including projects in the pipeline, projects on site, projects completed as well as link to the specifications used during these projects. Bernard Novell, Waitrose

 Let me see the opening day video

Reporting The ICON System allows reporting across the whole property portfolio. Finding key dates, facts and figures is easy for all users.

ICON’s Property Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

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ICON solutions

Statutory Certification Property owners and company directors can take a major step towards ensuring that their propertiesâ&#x20AC;&#x2122; equipment and services are regularly tested and correctly maintained by using the ICON System to manage the processes involved.

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As well as potentially breaking the law, those who do not perform regular statutory tests are exposing themselves to other risks such as invalidating building insurance cover.

Using the ICONâ&#x20AC;&#x2122;s solutions it is possible to locate all required certification in one easily accessible place. The system encourages a proactive approach to certification management and has proven cost savings, the most immediate being the removal of a requirement for multiple systems, by using just one.

There are a number of important legal responsibilities with regard to ensuring that a property's equipment and services are regularly tested and correctly maintained. Where a property is used by the public, these requirements are even more onerous. Regular inspection and certification must be undertaken on systems and equipment such as:

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Air Conditioning Systems Auto & Manual Doors and Shutters Dock Levellers Emergency Lighting Fire Detection Fixed Circuit Testing Heating & Ventilation Installation Legionella Audits Lifts Portable Appliance Testing (PAT) Smoke Vents Sprinklers

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To ensure compliance, tests must take place within certain timescales and signed certificates be readily available at the property for inspection as and when required. The ICON Solution Using the ICON Properties & Projects solution it is possible to:

Legislative Acts and Regulations:

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Health & Safety at Work Act (HSW) 1974

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Upload a certificate to its related property Enter valid-from and valid-to dates for the duration of the certificate View upcoming and overdue inspections at a property View upcoming and overdue inspections across a whole portfolio of properties, searching, filtering and grouping as required View certificates from head office or on-site as and when needed

Management of Health & Safety at Work Regulations 1999 Electricity at Work Regulations 1989 Workplace (Health, Safety and Welfare) Regulations 1992 Provision and Use of Work Equipment Regulations (PUWER) 1998

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Despite the system being complex it is easy to use and navigate. It is quite intuitive in its use of images and text and provides a basic logic for everyone to find what they need. Bernard Novell, Waitrose

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Request a demonstration: If you would like to know more, please call us on the number below and we will arrange to give you a demonstration.

ICON’s Statutory Certification solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON ● Information working for you 18 The Point, Market Harborough Leicestershire LE16 7QU Tel: 01858 468345 Web: www.iconsystem.co.uk

ICON solutions

Survey Information Management An efficient and cost-effective system for recording and managing various types of survey, providing access to valuable and accurate information.

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With large property portfolios, dealing with the amount of information that needs to be held and managed can be a huge task. Statutory certification, risk assessments, structural surveys, condition surveys and asset management registers all generate considerable amounts of data that can be difficult to access, asses and analyse. Using ICONâ&#x20AC;&#x2122;s system, surveyors and inspectors can record survey information on-site, ensuring that assets and any issues there may be with them, are recorded correctly. Reports can then be viewed across a set of properties providing information such as estimated maintenance costs, priorities and timescales.

Even before a building is completed, a requirement to start managing the building structure begins. With older buildings, and as buildings age, the management tasks become greater and more onerous. The ICON Solution The ICON System provides a seamless, efficient approach to assist in the management of the following types of surveys / activities:

 Condition, Building and Engineering Surveys

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 Schedules of Condition and Dilapidation

 Legionella and Fire Audits  Suitability and Health and Safety Risk Assessments

 Intruder Alarms, CCTV  Lifts, Escalators, Dock Levellers  H&V Data Collection ICON has developed a highly efficient and cost-effective system for managing various types of surveys, which provides valuable, real-time accurate information. Using a PDA or laptop on site that is connected to the Internet, a user can input information directly to The ICON System. Alternatively, data can be collected on site and transferred to The System once back in an office. Data Analysis and Reporting Wherever possible, information is held in The ICON System as data and not in a document format. This means that the data is better structured and more easily interrogated. A significant feature of The ICON System is the ability to report across a set of surveys, rather than just on a survey-by-survey basis. Users of The System have welcomed this time-saving comparison tool.

Key Features:  Configurable, flexible data structures to suit your requirements

 Ability to track changes  Option to attach photographs, CAD drawings and other documents

 Flexible management reporting  Property asset registers

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We have an application that allows us to share real time information with large project teams (both internal and external). Loading information is simple and intuitive. Nicole Bourke, Boots UK Ltd

 Manage to manage repair costs,

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tracking capital and revenue expenditure

 Capacity to track fees,

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contingencies and preliminaries for accurate budgeting Request a demonstration:

The website enables me to gain quick and easy access to equipment listings, supplier contact details and branch specifications. Within my role, this information is invaluable when trying to source parts for existing items on site. Laura Bayley, Maintenance Management

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ICON’s Survey solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

Announcements and Notifications Communicating important information to a range of people is vital in any business. When sending information in response to issues and events it is important to ensure that recipients are immediately notified of critical changes which require urgent attention.

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The ability to have clear and effective communication with instant alerts will reduce liability. As well as seeing who has been notified about an issue, it can also be very important to be able to monitor who has not received an alert.

ICON's Announcements solution allows the tracking and notification of information being disseminated to groups of interested parties.

The ICON Solution ICON recognised that it is necessary to have different alert levels for different types of announcements. With the standard set-up the system has three alerts levels:

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Low priority: a system message displayed when logging in to the ICON System.

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Medium Priority: as above and also an email is sent from the system to users' email addresses.

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High Priority: as both above and also a text message is sent to users' mobile phones.

All of the above notifications give the users a brief headline of the issue; the system holding the full details of the announcement.

In the notification section specify the announcement type.

Select Announcement Type i.e. Health & Safety Incident.

Configuration The solution can be used for any type of alert or notification. Alert types are template driven and can therefore be configured to record and send whatever information is needed. The communication subject is entirely up to the administrator.

Select team users, then send the announcement when ready.

Security From a security point of view, the system only lets users see what they need to see. The administrator retains full control over who can issue an Announcement. The solution integrates with existing user profiles in the ICON System it is configured on. Different users groups can be set-up by different announcement type i.e. Employees, Suppliers, Consultants, etc. Reporting An important part of the process is the creation of a status report. If a text alert is sent it usually requires urgent attention and is imperative that all users have received the text message. The status report shows a list of all recipients and the status of the text message, being ‘successful’ or 'un-successful'.

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Fill out information as appropriate.

Benefits:  

Clear communication

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Reduces liability

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Contact a whole user group, or predefined sets of users, at the click of a button.

Lee Batchelor, ICON

Allows administrators to send alerts to time critical situations

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Can be used to communication knowledge and best practice between groups of users

When an announcement is sent a PDF file of all its information is created. This can be configured to a format already used by the client so that when the system is introduced, it is a layout that recipients are familiar with. Chris Lovelock, ICON

As it may take a few days for an incident to be resolved we have provided a versioning facility so that it is possible to track back through the progress of an alert.

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ICON’s Announcements solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

ICON solutions

ICON System Mail Web-based email systems started to become widely adopted in the mid 1990â&#x20AC;&#x2122;s. These days there are many systems available which are in constant use by millions of people around the world.

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The ability to access emails, files and contact details wherever an Internet connection is available has become a necessity for many business professionals.

The ICON System Mail functionality provides a web-based inbox, address book, calendar, tasks, feedback, mailshot and user access management system which integrates with all the other ICON System solutions.

Inbox The messages section provides a single location for all messages sent to an individual via the website. There are a number of options to search for messages. Messages can be sent and forwarded to other users, with or without attachments. They flagged as read, unread or important. There are options to create personal message distribution groups and customisable message footers.

Set messaging options.

Address Book The address book allows simple viewing of company, user and property contact details. It is split into four tabs: 1.

User contact information

Company contact information (including suppliers)

A property address book

A personalised address book where users can add favourite contacts.

Quickly find company information.

Manage mailshots. Manage dates, recurring events, etc.

Google Maps functionality is utilised to display location details. There are search and filter options to help get to information quickly. Calendar The calendar consolidates tasks, events and reminders into a single location. Users can add events to the calendar, personalise their calendar view and share events with other site users. Administrators can set site-wide events, such as bank holidays, recurring meetings and website maintenance. Tasks The tasks system allows enhanced tracking of tasks and documents issued. It provides at a glance indication of tasks requiring action. It also allows project managers to easily handle multiple system access requests and notifications.

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Easy access to all contacts.

Task Management: 

Manage multiple project access requests

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Electronic signoff of processes

The ICON Mail system, simplifies and logically structures a number of the day-to-day user and administrator tasks into one simple interface. Trudi Day, ICON

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View and approve documents Manage change requests Manage user registrations View and manage document notifications, project access requests.

Any fool can make things complicated, but it requires a genius to make things simple. E.F. Schumacher

ICON’s Mail solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management.

Request a demonstration:

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For more information on the ICON System and its unique complementary support service, please telephone 01858 468345 or visit www.iconsystem.co.uk

Case study

Counting the cost for ASDA

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The ICON system gives us one version of the truth. It is a very accessible paperless system that provides an audit trail of all changes, keeping both internal and external users completely up to date with new and revamped store development.

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Anne Stubley-Black, Model and Process Manager.

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The ASDA ‘Info Manager’ website has greatly increased our ability to produce consistent, accurate store plans through having a standard block library linked to a datasheet entry for each item of equipment. Mary Hamilton, General Manager Store and Space Planning.

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The website allows the team to access up to date cost plans and specifications no matter where they are, helping us to land our schemes efficiently.

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Steve Smith, Head of Fixture Implementation.

“sheet’ which is a formal notification of change. I do the creation of all of the design issue sheets When Anne Stubley-Black, Model and Process and a colleague implements them on to the Manager for supermarket giant ASDA, was given system. Each Sunday night an email is then the responsibility for looking after the specification of all the fixtures and fittings that go automatically generated and sent to the people into ASDA stores she got a bit of a shock. She was that need to know about the change.” handed two large box files full of random information on fixtures and fittings used in the Stores, and that was it.

Counting the cost for ASDA

It was then that Stubley-Black began to think about how she could introduce a more structured method of controlling such an important aspect of ASDA’s business. “I realised immediately that we had to get the process computerised with some sort of database otherwise, with our programme for expansion, we would have had difficulty landing consistent schemes within budget,” explains Stubley-Black. “At the time we were working with a design company on some new fixtures and they were already using a similar system from ICON, so we invited ICON to demonstrate it. When they came, we were very impressed; not only did it do exactly what we wanted it to do, but it also offered the potential for a whole lot more functionality.”

Inputting the data “The initial setting up of the system took about four months. To be honest however, most of that time was taken up with us gathering all the specifications, costs and supplier details for all the fixtures and fittings that we wanted to be entered onto the database. “We started with our ‘standard’ 40,000 sq. ft. model store size, listing all the items on the sales floor, along with the quantities required for these. The database now holds around 2,500 items, each with its associated cost. This controls the information for every area of a new or revamped store including back of house, offices, cafés and the sales floor. Everything from fork lift trucks right down to knives and forks is specified. “With access to the data via a dedicated website, it is available 24/7 for all those authorised to use it. Not only that, but it is also a very easy system for the diverse range of users to access.”

Before we got the system we used to have to type all this information in manually, so it saves a huge amount of time and eliminates mistakes.”

Cost effective brand consistency Accessible information Since setting up the system based on the 40,000 sq. ft. model, ASDA has added a further eight model store sizes. Recently, they have also included all their building construction standards as well, covering everything from the flooring, walls and roofing to the sanitary ware, locks and hinges.

“Of course, with changes happening all the time it is vital to keep track of them and the ICON system handles this very effectively via the ‘design issue

The ICON system has enabled ASDA to maintain a totally consistent brand identity for its stores whilst minimising the costs. Anne Stubley-Black again, “If an item is used in several different areas in a store, the ICON system ensures that it is always to the same specification and purchased at a uniform price.

“The great thing about the ICON system,” enthuses Stubley-Black, “is the accessibility. ASDA colleagues and external supplies all have access to the system via the website and are all working form the same ‘hymn sheet’ so to speak. And because the system is permission based, the information that people see can be limited on a ‘need to know’ basis. Costs, for example, can only be seen by some ASDA colleagues, but not others.” “Besides myself, the main users of the system are the procurement department, fixture managers (who order everything for the new stores and revamps), store planners, construction managers, architects, suppliers and quantity surveyors.”

Saving time designing a new store

To improve the accuracy when designing new and revamped stores ICON has linked its system to Consistent and reliable information ASDA’s AutoCAD package. All the items that are As the information is only entered onto the system shown on the store plan have an AutoCAD ‘block’ once, not only does it save time, but also it means and that block links to an item on the web-based that everyone – both internally and externally – is system. The store planners can also drag & drop a using the same data. This control enables ASDA to block straight from the website into a store CAD get an accurate and reliable total of how much it plan. As it is an ‘intelligent’ block, if you click on costs to furnish each store to a standard it you will get the data sheet showing a specification. As Anne Stubley-Black puts it, they photograph of the item with information about it, have “one version of the truth” and that makes along with any attachments and risk assessments. life easier, saving time and money. “As changes to fixtures and fittings happen throughout the year,” continues Stubley-Black, “we now have a benchmark as to how much the 40k model store and Living store should cost and can therefore measure our savings. On the home page of the website, the opening cost for these models as of the 1st January is compared against today's cost and the savings so far, so it’s front of mind whenever you visit the website.”

“We also load shelving profiles onto the system. These are represented by a unique number that’s allocated to a bay in store; via this, the shop fitters know what kit needs to go in each bay and a supplier knows how many shelves are needed per bay. This means the store planners can select ‘grocery, baked beans, three bays’ and the system drops the numbers in and puts baked beans as the category name in front of it.

“Each store model is essentially made up from a selection of jigsaw pieces,” explains StubleyBlack, “and having the ICON system linked to AutoCAD gives the store planners and fixture managers total flexibility. For example, we only have three sizes of customer cafés and two sizes of photo shops, so if the fixture manager doesn’t want to download the 30,000 sq. ft. model, because the store is a bit unusual, he can actually select the most relevant size packages for his store and download those for his scheme.”

The ICON System Cost Modelling solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information about the ICON System and ICON’s unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.

Friendly and easy to work with “Working with ICON is a pleasure. When we request something they respond very quickly and I’ve always found them really helpful, very positive and keen to look for ways to improve the system.” “In terms of payment, there was an initial one -off cost to install and implement the system, along with an on-going monthly fee. This monthly fee, however, is not based on individual user licences; instead it is based on the amount of information we hold on the system which is a much fairer method of payment,” concludes Stubley-Black.

Case study

ICON solution for Somerfield’s ‘clean store’ approach

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“We need to be able to track performance with everything we do but store cleaning is a very visible part of our work.” Colin Halsall, Central Procurement team Somerfield

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Live information is available 24 hours a day, seven days a week, which keeps employees and contractors up to date whilst on site whether they are carrying out a task, implementing a project, building a store or undertaking a condition survey.

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Michelle Nicholls - ICON

Through key performance scoring and reporting we can compare sets of results against a number of indicators and measure the progress towards goals. We can also assess whether the procedures are cost-effective. Colin Halsall, Central Procurement Team – Somerfield

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The Challenge

The Solution

There are 770 Somerfield stores across the UK, each needing to be cleaned thoroughly, regularly and effectively.

The ICON system is made available on a SAAS (Software as a Service) model. This means there is no upfront investment in costly hardware and software by the customer.

Different cleaners and operators have their own ways of working but with the introduction of key performance indicators, the tasks and outcomes need to be unified and monitored centrally. Colin Halsall, of Somerfield’s Central Procurement Team explains: “We need to be able to track performance with everything we do but store cleaning is a very visible part of our work. “If one store is visibly cleaner than another we’re not just letting down the customer, we’re failing to protect our reputation and brand as we should. It’s important that whenever customers visit a store they’re confident it’s maintained to the same standard as the best. “To achieve this we must be sure that cleaning staff, whatever location and whatever the task, know what the expectations are, how performance will be measured and how it’s recorded. “If it’s not recorded accurately, much of the evidence for good cleaning standards is perceived, anecdotal or reliant upon the answers to questions within wider reaching satisfaction surveys. “The major problem in establishing a set of performance measures is that, initially, they are full of positive learning. But then the organisation and individuals lose their sensitivity to the indicators, learn to live with them and eventually make them obsolete. “There’s also a problem about how long is an indicator’s useful life-span? Is it one year, three years, seven? Our aim was to create a single, holistic system to achieve real efficiencies and drive forward improvements in all areas of store cleanliness. It’s also important to have a system that can react and adapt to change.”

It alleviates the burden of maintenance, on -going operation and support and is provided ‘on demand’, the customer only paying for the elements in use. ICON is unique in offering a dedicated content management team for each client. The teams specialise in the management of client information, providing an invaluable level of support and expertise. The company works with clients to identify particular needs and then advise on the areas of the ICON system that can provide a solution. To do this, ICON employees have a range of expertise such as construction, architecture, retail, civil engineering and IT.

“Since starting the work with cleaning KPIs we’ve added a document exchange facility, which is shared by a number of people, and which relates to issues such as Health and Safety and Security. The checks and balances that we’ve put in place dovetail into other areas, an added dimension that’s working well.” The Future “Taking the work to date a stage further, we’ll be able to use Personal Digital Assistants (PDAs) to allow managers to undertake cleaning condition surveys in the field.

“This removes the need to input information onto paper before putting it onto a computer, so avoiding any risk of information being ‘lost in translation’. At the click of a button the user can upload a presentable, up-to-date version of the findings.”

The company’s experience in implementing both large and small systems means that ICON can help plan a strategic direction by identifying opportunities for improvement, targeting specific areas of value, and helping to integrate the system so that it delivers to expectations. “Live information is available 24 hours a day, seven days a week which keeps employees and contractors up to date whilst on site whether they are carrying out a task, implementing a project, building a store or undertaking a condition survey.” “The ICON system is a very cost-effective way of keeping the records in order. We employ a number of contractors across the country but now they are all recording and monitoring to the same set of standards and indicators,” adds Colin Halsall. The work with ICON – a software as a service solution - has enabled Somerfield Stores to establish and maintain a range of performance indicators that are accessible on line, and that will help ensure all stores are cleaned and maintained to the same standard. “Through key performance scoring and reporting we can compare sets of results against a number of indicators and measure the progress towards goals. We can also assess whether the procedures are costeffective.”

The ICON System KPI solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information about the ICON System and ICON’s unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.

Case study

Saving costs and improving communication for Sainsbury’s

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We wanted a system that would give us greater confidence in the accuracy of the information being shared, both in terms of day-to-day management of stores and the rolling out of new developments. Richard Barham, Standards Manager - Sainsbury’s

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Throughout the process ICON demonstrated a willingness to work with us, rather than for us and that is a key strength of theirs. Their people are enthusiastic, knowledgeable and dedicated. Richard Barham, Standards Manager - Sainsbury’s

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The ICON System website for Sainsbury’s holds over 4,500 specification items. Every month there are more than 3,500 logins coming from the users of the 780 companies registered on the website. Michelle Nichols, ICON

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The Challenge To keep the myriad of stakeholders informed in real time as to the very latest developments regarding the complex nature of modern building design and specification requires a robust and reliable communication system. This system must also provide a seamless link through the project roll-out phase to the on-going property management. Prior to partnering with ICON, Sainsbury’s had used a static platform for this communication process. It had become increasingly clear, however, that this static system could no longer cope with the large volumes of information being generated. Richard Barham, former Standards and Website Manager at Sainsbury’s takes up the story, “We realised that only a more dynamic and flexible system could meet our communication needs. Also, we wanted a system that would give us greater confidence in the accuracy of the information being shared, both in terms of day-to-day management of stores and the rolling out of new developments.” The Solution Sainsbury’s went through an exhaustive evaluation process of ten similar systems before short listing three. Barham again, “We finally selected the ICON System not only because we found it to be the most intuitive, a factor which was one of our core drivers, but also in view of the fact that it was a cost effective solution. “Previous experience of working with ICON had given us the confidence that they could deliver and we were greatly encouraged by their approach which is definitely partnership based rather than purely commercial. For us it was critical that the new package wouldn’t be restrictive but would allow flexibility in both design and usage. “The ICON System has made it faster and easier to update vital information. It has simplified publishing and enabled us to keep track of inputs and changes; following such changes we can easily advise all the relevant parties that updates have been made. This means we can be 100% confident that accurate data is being used throughout the process.”

As an added security, the system allows different permission levels to be allocated to users; this ensures individuals only have access to the information each needs to know. ICON’s system makes it easy for Sainsbury’s to publish one design standard thereby ensuring that users are able to meet the required design criteria. The system’s central information library eliminates the need for paper records and allows Sainsbury’s to manage its costs much more effectively. Delivering Results Implementation of the system was very smooth as Barham extols, “We felt ICON’s support was excellent. Although system rollout came at a difficult time for us, with departments being reorganised and roles being revised, the ICON team were always professional and extremely helpful; they seemed to go out of their way to provide the support we needed. “Throughout the process the ICON team demonstrated a willingness to work with us, rather than for us and that is a powerful strength of theirs. Their people are enthusiastic, knowledgeable and dedicated. They didn’t just provide a standard system, they listened closely to our issues and created a system that answered our concerns and provided real benefits,” explains Barham.

A Secure Future The system is now used by over 1,200 people, both within Sainsbury’s and by their external supply chain. Internal departments using the system include Procurement, Development, Health & Safety, Property and Store Design. Meanwhile, contractors, architects and equipment suppliers are among the external users with access to parts of the Sainsbury’s site. “As we look to the future,” Barham explains, “the ICON System allows us to trial various new store designs, while only allowing those stores and users involved in the trials to share the information. This not only provides security, but also eliminates any confusion that could arise between existing and new sites.” Barham concludes, “Everyone using the system in Sainsbury’s believes that the reliability and flexibility of it, backed by the support of ICON, will enable us to successfully manage the effective expansion of our stores long into the future. What is more, we can do this whilst delivering significant cost savings.”

The sheer size of the Sainsbury’s organisation demands that the system is intuitive enough to eliminate the need for excessive time and resource-consuming training. Barham again, “The ICON System has clearly been designed to make it easy to use for operators at all levels. After only basic instruction, you can quickly navigate your way around the system and this was a vital factor in our selection process. “Another great benefit of working with ICON is the on-going support once the installation has been completed. They go beyond expectations, pointing out any inaccuracies or contradictions in information being input onto the site. The team also raise queries when they see anything that may be inconsistent and, more importantly, they are able to make corrections at short notice. All this has helped us establish a superb relationship with our account team at ICON, who are always at the end of a phone when we need them.”

The ICON Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on The ICON System and its unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.

Case study

ICON provides Waitrose with efficient data management for Store Development

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The key benefit of the ICON System is that users know the data is reliable. When something is changed in one place, it changes everywhere, without fail.

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Bernard Novell, Building Standards Manager - Waitrose

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The ICON System has been developed by people who have been there and know what people like us need. The ICON team never say “No, we can’t do that”. Their motto seems to be “We will find a way”. Bernard Novell, Building Standards Manager - Waitrose

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In my role as cost consultant for Waitrose, I find The ICON System a very helpful tool for keeping up to date with the latest building standards. The system is very simple to use and if I, or any of my colleagues, need confirmation as to any queries about the Waitrose standards, ICON is always our first port of call.

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Daniel Ward, Cost Consultant, EC Harris

The Challenge

A Partnership for Profit

The Future

Retail is an ultra-competitive arena, with the supermarket sector arguably leading the charge in this tough business environment. Store design, development and maintenance are mission critical to the future of a chain’s brand and must be tightly controlled by management if consistent standards and planned growth are to be achieved.

“As part of the John Lewis Partnership,” continues Novell, “We pride ourselves on being a people focussed organisation that is passionate about good customer service. ICON thrives on building good relationships with its clients and that fitted in perfectly with the Waitrose ethos - no one else offered the same level of personal service as ICON.”

Waitrose has recently rolled out its new ‘Mark 5’ store design and Novell is buoyant about the future, “We have a ‘Delivering Growth’ plan, to develop and open a large number of different format stores over the next few years and it would be very difficult to meet these ambitious plans without the accuracy and reliability of the ICON System.”

Delivering the Solution

“It can handle different store formats, generate information on different store designs and highlight to architects what is needed for each specific design.”

Bernard Novell, Building Standards Manager at Waitrose, explains the situation, “Like most large organisations, we had a system to help us manage this complex process; it had, however, become extremely cumbersome and unproductive.” “Over time, problems developed which rendered it unmanageable. Duplication issues, for example, made regular updating of information very unreliable and the resultant inconsistencies had serious cost implications. Naturally, users lost confidence in the system and every project required extra work just to correct and verify data.” “We knew we had to find a solution quickly that would optimise future projects and manage existing stores. As a consequence, we began scanning the market place to find a data control and integration system which would provide the scope and flexibility we needed.”

“The implementation was much easier than we anticipated,” enthuses Novell, “This is largely because the ICON team was so proactive and helpful. From the off, an Associate Director took total responsibility for the implementation. To meet the agreed timescales, they ensured the right level of input was provided throughout the process. What is more, they still look after the system today.” “When we went live in February 2006 the transition was remarkably smooth and easy. Once users had been trained, information was readily available to access and easy to amend. The database can now be updated at any time and this gives us better control over store design changes or new build projects, saving us time and money.”

The grocery giant considered six alternatives prior to choosing the ICON System. Novell again, “Some of the systems we evaluated appeared untrustworthy, whilst others were not suitable because store fitting was only a small part of their functionality.”

“It was vital for us to have accurate realtime information whenever we needed it and the ICON System provided this guarantee. It made it easier in areas such as accessing detailed drawings of a building, ensuring compliance with standards, health and safety issues, assessing project costs and accessing previous supplier information for store re-fits or new-builds.”

Novell concludes, “The level of support from ICON has been outstanding; with technically competent staff, their people are experienced, friendly and approachable. They really understand our issues and have that ‘can do’ attitude when it comes to finding a solution to issues.” “I am really pleased we took the decision to use the ICON system and would recommend it to any organisation wanting to manage construction and design projects efficiently and effectively.”

The Solution

“The ICON System, on the other hand, was tailored specifically to our needs. Based on good database driven methodology, it was already being successfully operated by other organisations in a similar way to our own needs and that gave us the confidence that it would deliver for Waitrose.”

The System is regularly accessed by hundreds of internal and external users. This includes architects, contractors, store planners, developers, engineering and maintenance staff. In addition, in order to co-ordinate and control on-going store development, Waitrose now have branches using the system to identify Non Selling lines more accurately.

“Despite the fact that the system deals with extremely complex issues, it is easy to use and navigate. It has been created with a good structure that enables very quick response times to requests and modifications. Also, it is quite intuitive in its use of images and text, providing a basic logic for everyone to find what they need, when they need it.” Waitrose still publishes a ‘Brand Guard’ book periodically, but users normally access the detailed data online, confident they can rely on the accuracy of the website data at any time.

ICON’s Specification Management solution is one of a number of products to help those involved in Business Process Management, Specification Management, Property and Project Management. For more information on The ICON System and its unique complementary support service, please contact 01858 468345 or visit www.iconsystem.co.uk.

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The visibility of information allows us to challenge other departments to reduce capital costs.

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Mike Buckle, General Manager, Step Change & Standards, Waitrose.