Scottish Futures Trust (SFT) uses Kykloud to conduct utilisation surveys as part of their ongoing work to help the Scottish public sector deliver the best possible value from their bricks and mortar.
SFT are working with 29 of Scotland's 32 local authorities to reduce their floor space by up to 30%.
Scottish Futures Trust (SFT) is committed to saving taxpayers’ money using and works with the public sector to deliver the best possible value where money is being spent on bricks and mortar. During 2014/15, SFT helped secure £135m in savings and benefits by using Kykloud to conduct utilisation surveys.
We spoke to Brian Paton, manager at SFT to find out what role Kykloud has played in this success.
“We use Kykloud quite differently to their typical customers as we use it to carry out utilisation surveys.”
"To help reduce floor space successfully we needed access to accurate data and the difficulty we initially faced was that the data we were working with was inconsistent – with different methods of measurement and reporting we weren’t necessarily comparing apples with apples."
“We needed to find a solution that would allow our clients to extract utilisation data in a uniformed way at the beginning of the study, six months later and also after a 12 month period so we could get an exact picture of how space was being used.
“Kykloud, whilst not necessarily designed for this purpose, provided us with the perfect solution. Generally used by surveyors to extract complex data, we have adapted the software to create our own, intuitive mandates which non-surveyors across the organisations can use to extract the information we require.
“We trialled it across four organisations and quickly realised that it was just what we needed in order to deliver the best service to our client without increasing costs. After proving the concept, Kykloud now forms a key part of our tool kit and we have janitorial and administrative personnel using the software across more than 40 organisations to carry out utilisation surveys, safe in the knowledge that they will extract the exact information we need as the software dictates they work to the mandate we have set.
“Utilising staff already in place to collect the data has undoubtedly reduced costs and as the software automatically collates the data collected has led to a 40% reduction in the surveying time. But most importantly we now have accurate base line information so can start to benchmark what is good occupation and where organisations can improve.
“Good space utilisation is becoming an acknowledged way of reducing costs and improving efficiencies; indeed at SFT we have analysed our own used of space and now have a team of 80 working comfortably across 45 work stations.”