The ICON System

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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.

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.

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.

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

ICON has a number of solutions 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

Key Web-Based Solutions:

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

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 up-to-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.

” “ The system is supported by ICON’s unique service to assist customers in its

implementation and on-going use.

Nicola Bingley, Customer Services Manager, ICON

Business Process Management

Document Management

Specification Management

Project Tracking and Reporting

CAD and BIM Integration

Property Management

Survey Information Management

Asbestos Information Management

Health and Safety File Coordination

and Storage

Statutory Certification Management

KPI Scoring

Announcement Management

”

“ The System is distributed on a

‘Software as a Service’ (SaaS)

basis. The service is charged

for on a monthly subscription

basis.

SaaS removes the need for

organisations to handle the

installation, set-up and daily

maintenance often associated

with other systems.

Chris Lovelock

Managing Director

ICON

© ICON - Feb 2012

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.

http://www.iconuk.net/


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Part of the core functionality of the ICON System is a template driven, web-

based interface used to record, track and report on information.

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.

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.


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


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.

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.

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.

” “ 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

”

“ The system provides complex

reporting in the format of on-

line 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

Standard Information types:

Templates can be based upon the any of

the following types of information:

Checkbox, for 'yes' or 'no'

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

Note, a free-form text box

Number, any numerical value

Radio, a set of radio button options

Selection, a drop-down list of options

Value, a single line of free-form text

(Note: more complex information types

such as Calculations, Stages, Links, Triggers

and Dependencies are also available.)

Create your template from a whole range of

information types.

Assign permissions to information groups.

Create a folder structure for any documents

you may want to store.

© ICON - Feb 2012

Choose what information to report on.

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

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.

ICON’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.



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.


Key Features:

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:

Create highly flexible folder structures with sub-folder hierarchies

Set various folder permissions such as Read-Only, Viewable or Full Control.

Users can:

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.

” “ 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.

Rob Wylie, ICON

Highly flexible folder structures with

sub-folder hierarchies

Simple navigation, searching and

sorting

Multiple file uploads

‘Drawing issue sheet’ style document

notifications

Photograph folders display easy to

view thumbnail images

Certificate folders to track test and

inspection dates

Document locking.

”

“ Our aim is to make

information easy to share and

easy to access by those who

need it.

Zena Newman, John Lewis

Partnership

”

“ With more than thirty

thousand files being added a

month, ICON currently stores

and manages over two million

files for its clients.

Louisa Sugden, ICON

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

Specification Management System ICON’s Building Design Specification Management System allows you to effectively

communicate the latest requirements and specifications to property design, fit-out

and delivery teams.

Using ICON’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.



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.


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

Construction and Shopfitting Details

Engineering Services Specifications

Signage Guidelines

Schedules for Equipment, Finishes, Doors & Ironmongery, Lighting,

Signage etc.

Room Datasheets

Supplier Details

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.

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.

”

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

“

”

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.

Bernard Novell, Waitrose

“

” “ 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

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.


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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.

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.

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.


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.


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:

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:

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.

” “ Using ICON's CAD scheduling functionality you can match a list of equip-

ment 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.


CAD Library Creation:

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 &

rotation angles

Purging unneeded information

Adding hyperlinks to equipment

specifications

Automating the process of updating

existing drawings with the new library

and standards

Easily build-up 'ideal' room,

department or complete property

layouts.

Drag and drop straight into AutoCAD, Revit

Architecture or 3ds Max.

Apply shelving profiles and commodities.

Schedule from CAD to a corresponding web-

based specification.

© ICON - Feb 2012

Update a Revit project with accurate

information from the ICON Design Standards

solution.

Request a

demonstration:


know more, please

call us on the number

below and we will

arrange to give you a

demonstration.



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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.

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.

With ICON’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.



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.


Key Features:

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:

Tight project timescales

Maintaining quality

Managing budgets and resources

Managing safety requirements

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.

” “ 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

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

Data stored in the correct format,

e.g. a date as a date, not text

Instant reports on live data

Plan the stages of a project and pre-

define events

Repository for all historical, current

and upcoming projects, surveys and

maintenance

”

“ Generally responses happen

very quickly, because the

system has been created with

a good structure that easily

allows for requests and

modifications.


© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

Key Performance Indicators Using ICON’s Properties and Projects solution, KPIs can be created to record and

review performance assessments for a whole range of activities.

The ICON’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.



”

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.


“

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

Track punctuality

Increase client satisfaction

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 pre-

determined 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.

Links

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

The ICON system is a very cost-

effective 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.

Colin Halsall, Somerfield

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

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.

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.



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.


Links:

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

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

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.

” “ Using the ICON System to hold

our Health and Safety file is

saving us £5,000 per site.

Phil Digby, Travis Perkins

”

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

“ ”

“ The health and safety wizard

works beautifully.

ICON System Client

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

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.

With ICON's Property Management Solution companies have the

chance to consolidate many disparate systems and processes into one

central enterprise-wide system.



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.


Typical Issues:

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.

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.

Reporting

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

users.

How many properties do we own?

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?

What's the floor area?

Which surveyor is responsible for it?

Where's the current CAD floor layout?

I need to see photographs of the

entrance?

Let me see the opening day video

”

“ 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.


© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



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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.

Statutory Certification Property owners and company directors can take a major step towards ensuring

that their properties’ equipment and services are regularly tested and correctly

maintained by using the ICON System to manage the processes involved.

Using the ICON’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.



”

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.


“ Legislative Acts and Regulations:

Health & Safety at Work Act (HSW) 1974

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

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:

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

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:

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

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.


© ICON, Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



ICO

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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.

Survey Information Management An efficient and cost-effective system for recording and managing various types of

survey, providing access to valuable and accurate information.

Using ICON’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.



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.


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

Manage to manage repair costs, tracking capital and revenue

expenditure

Capacity to track fees, contingencies and preliminaries for

accurate budgeting

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

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.

”

“ 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

” “ 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

© ICON - Jan 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



ICO

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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.

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.

ICON's Announcements solution allows the tracking and notification of

information being disseminated to groups of interested parties.


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.


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:

Low priority: a system message

displayed when logging in to the

ICON System.

Medium Priority: as above and

also an email is sent from the

system to users' email addresses.

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.

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.

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'.

” “ 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.


”

“ 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.

Lee Batchelor, ICON

Benefits:

Clear communication

Allows administrators to send alerts

to time critical situations

Reduces liability

Can be used to communication

knowledge and best practice

between groups of users

Contact a whole user group, or pre-

defined sets of users, at the click of

a button.

Select Announcement Type i.e. Health &

Safety Incident.

Fill out information as appropriate.

In the notification section specify the

announcement type.

© ICON - Feb 2012

Select team users, then send the

announcement when ready.

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.



ICO

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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.

ICON System Mail Web-based email systems started to become widely adopted in the mid 1990’s.

These days there are many systems available which are in constant use by millions

of people around the world.

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.


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.


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.

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

2. Company contact information

(including suppliers)

3. A property address book

4. A personalised address book where

users can add favourite contacts.

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.

” “ Any fool can make things complicated, but it requires a genius to make

things simple.

E.F. Schumacher

”

“ 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

Task Management:

Manage multiple project access

requests

Electronic signoff of processes

View and approve documents

Manage change requests

Manage user registrations

View and manage document

notifications, project access

requests.

Set messaging options.

Quickly find company information.

© ICON - Feb 2012

Manage dates, recurring events, etc.

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.

Manage mailshots.

Easy access to all contacts.


Case

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Insert client logo here


”

“ Counting the cost for ASDA

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.

Anne Stubley-Black, Model and Process Manager.

” “ 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.

“ ”

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.

Steve Smith, Head of Fixture Implementation.


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.

Counting the cost for ASDA

When Anne Stubley-Black, Model and Process Manager for supermarket giant ASDA, was given the responsibility for looking after the specification of all the fixtures and fittings that go into ASDA stores she got a bit of a shock. She was handed two large box files full of random information on fixtures and fittings used in the

Stores, and that was it.

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.”

Consistent and reliable information

As the information is only entered onto the system once, not only does it save time, but also it means that everyone – both internally and externally – is using the same data. This control enables ASDA to get an accurate and reliable total of how much it costs to furnish each store to a standard specification. As Anne Stubley-Black puts it, they have “one version of the truth” and that makes

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.”

“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

“sheet’ which is a formal notification of change. I

do the creation of all of the design issue sheets

and a colleague implements them on to the

system. Each Sunday night an email is then

automatically generated and sent to the people

that need to know about the change.”

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.

“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

ASDA’s AutoCAD package. All the items that are

shown on the store plan have an AutoCAD ‘block’

and that block links to an item on the web-based

system. The store planners can also drag & drop a

block straight from the website into a store CAD

plan. As it is an ‘intelligent’ block, if you click on

it you will get the data sheet showing a

photograph of the item with information about it,

along with any attachments and risk assessments.

“Each store model is essentially made up from a

selection of jigsaw pieces,” explains Stubley-

Black, “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.”

“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.

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

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.

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.

© ICON - Feb. 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.


Case

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” “

ICON solution for Somerfield’s ‘clean store’ approach

“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

” “ 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.

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


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.

The Challenge

There are 770 Somerfield stores across the

UK, each needing to be cleaned thoroughly,

regularly and effectively.

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.”

The Solution

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.

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.

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 cost-

effective.”

“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.”

© ICON - Feb. 2012

Request a

demonstration:


know more, please

call us on the

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we will arrange to

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Case

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” “

Saving costs and improving communication for

Sainsbury’s

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

” “ 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

“ ”

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


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.

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.

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.”

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.”

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.


Case

stu

dy



” “

ICON provides Waitrose with efficient data

management for Store Development

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.

Bernard Novell, Building Standards Manager - Waitrose

” “ 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

“

”

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.

Daniel Ward, Cost Consultant, EC Harris


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.

The Challenge

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. 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 Solution

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.”

“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.” “It was vital for us to have accurate real-time 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.”

A Partnership for Profit

“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.”

Delivering the Solution

“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.”

“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.

The Future

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

us to challenge other departments to

reduce capital costs.

Mike Buckle, General Manager, Step

Change & Standards, Waitrose.

“

© ICON - Feb 2012

Request a

demonstration:


know more, please

call us on the

number below and

we will arrange to

give you a

demonstration.


The ICON System

Documents

icon information

icon system

project management

project information

system development

use icon welcome

construction process

webbased business process