“Our primary selection criteria included ease of use

Case Study
Mainpac OnDemand asset management service helps Victorian
retirement village achieve accreditation
An asset management software solution delivered as a service
is playing a pivotal role in helping the owner and residents of
a Victorian retirement village to achieve industry accreditation.
Under the auspices of a proactive Residents Committee,
Point Cook Village has licensed Mainpac EAM OnDemand
as the information system to monitor and manage the maintenance for 281 residences and associated infrastructure.
The success of the implementation at Point Cook Village, in
Melbourne’s south-west, paves the way for a similar service to
support maintenance at three other villages in Victoria owned
and operated by Retirement Communities Australia (RCA).
RCA operations manager Peter Quinn said industry accreditation reassures residents that its villages meet certain minimum
operating standards.
Mainpac is currently used at RCA’s Point Cook Village to
monitor and track maintenance requests within the Village
and is being expanded to include accreditation requirements
and cost control and budgeting for a projected 400 residents.
Since the introduction of Mainpac, a survey undertaken by
the Residents Committee as part of the accreditation process
has confirmed a significant improvement in response times to
maintenance requests, as well as better monitoring and control from a management perspective said Mr. Quinn.
“Our primary selection
criteria included ease
of use, scalability of the
program and simple,
accurate, reporting.”
Peter Quinn
Operations Manager
Retirement Communities Australia
Mainpac has increased the productivity of maintenance staff
as it enables them to access the system using iPads while
undertaking their duties, thereby reducing the time taken to
respond to maintenance requests.
“The system generates an email to the relevant person when
a new work request is entered so we have eliminated the need
for the staff to return to the office to collect job sheets.
Mainpac Pty Ltd | www.mainpac.com.au | +61 2 9779 1160 | [email protected]
“It also enables electronic sign-off once a job
is completed, again negating the need for staff
to return to the office,” Mr. Quinn said.
Additionally, the staff member can inspect the
job request and immediately forward it to other trades or staff if required. This allows the
Village to keep track of who has been involved
in works and track associated costs.
“We needed a maintenance program that was
scalable, simple to use and cost-effective for a
fixed income business in which a small number
of staff are responsible for maintaining the exterior of all villas and apartments, a clubhouse,
bowling green, swimming pool and common
grounds,” Mr. Quinn explains.
A pay-as-you-go subscription service with no
lock-in contracts, Mainpac EAM OnDemand
can be scaled up or down as required so organisations can quickly implement a best of breed
maintenance system.
The enterprise asset management capabilities
of Mainpac EAM OnDemand include asset
register, work orders, labour and resource
management, inventory, purchasing, operational dashboards and reporting.
RCA conducted extensive research and evaluation of on-premises, cloud and on- demand
potential maintenance solutions. The research,
over about 15 months, was undertaken inhouse using the knowledge and expertise of
staff and Residents Committee members to
assess and determine the suitability of various
Mr Quinn said “our primary selection criteria
included ease of use, scalability of the program and simple, accurate, reporting. Much
of the investigation and trial, as well as discussions regarding the modifications required to
“As the expertise in using the
system improves, the suite of
capabilities will be increased
to address more of the daily
operations and cost control in
one system”
suit the Village needs, were undertaken by a
member of the Residents Committee who
was instrumental in determining that Mainpac was the preferred system.”
As well as testing trial versions, discussions
were held with software architects to assess
whether their solutions could be modified to
suit the requirements of a retirement village.
The majority of programs were rejected
after trials as not being configurable enough
for the Village’s requirements and being too
onerous in the data input required.
Mainpac was chosen because it could be
configured to suit the requirements of the
Village and did not require multiple screens
and input requirements that were irrelevant.
It was also assessed as being user-friendly
and able to produce reports that provided
the right amount of detail.
Mainpac Pty Ltd | www.mainpac.com.au | +61 2 9779 1160 | [email protected]
RCA management worked with the Residents
Committee and staff to adapt the system to
the requirements of Point Cook Village. Peter
Quinn said the people on the Residents Committee were the driving force behind the implementation of the system.
In operation work requests are input to the
system by an administration staff member
with majority of works being undertaken by
the Village maintenance staff. The Village
Manager has an overview of the system and
generates reports for Committee meetings
while Peter Quinn, as RCA’s Operations
Manager, has access to ascertain overall usage,
success and viability of the system for RCA’s
other Villages.
“Based on its success we will implement the
system in our other villages to ensure a consistent approach to maintenance as well as to
analyse issues that may prove common to all.
In time it will also prove to be a valuable budgeting tool providing far more detail on the
cost of maintenance in areas such as plumbing, electrical and grounds upkeep.
“We also expect the system will allow us to
compare costs against exact criteria for planning and design changes at future villages. As
the expertise in using the system improves, the
suite of capabilities will be increased to address
more of the daily operations and cost control
in one system,” Mr. Quinn said.
Retirement villages are accredited against industry-determined standards under what is called
the Lifemark Village Scheme. Individual villages
apply for accreditation, self-assess how they
meet various standards and are then audited by
an organisation which oversees the scheme.
This audit includes speaking with residents, inspection of administration records, documents
and processes and of maintenance policies and
processes, including having a legislatively compliant maintenance program.
In addition to Point Cook Village, RCA properties include Cardinia Waters at Pakenham
and Beleura Village on the Mornington Peninsula with a fourth village, Martha Cove Village
under development at Safety Beach, also on the
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