NJW: Helping TFL become agile and utilise its spaces

Virtually everyone who visits, lives or works in London will use one Transport for London’s services, including Cross-Rail, buses, over ground trains, underground, DLR, Roads, cycling, trams, emirates air line, Victoria coach station, dial-a-ride, taxi’s & private hire and walking routes. Currently, 8.4 million people live in the Capital. This is expected to become 10 million in the 2030s.  TFL’s 25,000+ staff are tasked with managing this infrastructure today and seeing that it is fit for purpose in the future as London’s population expands.

Define

TfL have recently moved into their new offices in Endeavour Square, Stratford and are embracing new Agile ways of working to better utilise space and to provide the best possible working environment for their staff. They needed an intuitive interface to allow the 3400 users at ES to easily find and book desks based on their neighbourhoods or specific needs. They needed the user to be able to book from their phones, mobile devices and PC’s. They also wanted users to be able to walk onto a floor and book a desk there and then using touch screen kiosks and staff ID cards.

The solution also needed to interface with the TfL building access system to determine actual use against bookings to provide detailed analytics to help drive TfL’s future planning.

Above all the solution needed to be easy to use and enhance the working experience of the TfL staff.

Design

The solution was based on NJW’s Reserve365 solution utilising the IBM TRIRIGA IWMS. TfL use IBM TRIRIGA to manage their office space, including all moves and changes, so any floor layout changes were updated in the IWMS and the desk booking solution simultaneously.  It was a critical requirement that there was no additional administration required to administer the desk booking.

NJW worked with TFL to tailor the solution to meet their specific needs. This included working with the TFL IT department on procuring and implementing the kiosk hardware; working with external contractors to integrate into the building access systems and working with the property department to ensure that it functioned in a way that their customers would find intuitive and productive.

Deliver

TfL synchronised the roll-out of the desk booking solution with the initial occupancy of their prestigious new property in Endeavour Square, Stratford.

From day one users were provided with a kiosk based touch screen system, access from mobile phones and tablets, and the option to book from their PC’s. The system allowed them to book desks for the morning or afternoon, today or tomorrow. Each user was pre-configured to a specific “neighbourhood” based on the data provided by Transport for London.

Refinements have not stopped after the initial deployment. NJW continue to work with TfL to implement changes and enhancements based on user feedback to ensure that the solution continues to innovate and improve the everyday work experience of TfL staff.

If you would like to know more about how NJW has helped other public sector organisations with similar projects, you can visit their stand K14 at the Public Sector Show, on 26 June at ExCel London.