Rob Preston, Asset Management Support Manager, Inspired Villages
Inspired Villages appointed COGNICA to support the migration of their Operations & Maintenance information from an existing document management system into MainManager. The project focused on establishing a clear, intuitive file structure that would make documentation easier to access for internal teams and contractors.
The primary objective was to streamline how building information is organised and stored, ensuring long‑term consistency and making it easier for teams to locate, use and maintain essential O&M documentation.
Before engaging with COGNICA, Inspired Villages faced challenges caused by a confusing and inconsistent file structure. Important documents were difficult to locate, slowing down day‑to‑day operations and creating ongoing inefficiencies.
The existing O&M information lacked clarity, and finding the correct files was a recurring challenge, whilst also incurring continuing hosting fees to access their document management platform.
Inspired Villages selected COGNICA following an internal recommendation, supported by our reputation for simplifying complex documentation environments.
Key decision drivers included:
- Our ability to propose a clear, user-friendly file structure
- Our proven approach to streamlining O&M information
- Confidence in our simplified, collaborative process
- No hosting fees
The Inspired Villages team described the experience as very positive, highlighting COGNICA’s competent, structured and patient approach.
They particularly valued:
- Responsive and open communication
- A collaborative working style
- A logical method for resolving challenges arising from legacy file structures
As the project progressed, COGNICA’s support helped the team work through historic file complexities in a steady and organised way.
Inspired Villages has seen clear improvements in how O&M documents are handled and transferred into MainManager.
Key benefits include:
The new structure provides a solid foundation for the ongoing management of building information, helping teams access the documents they need quickly and consistently.
