Managing a stock of trees can involve a range of people in addition to you and your staff (groundsmen, caretaker, facilities manager, etc.). The list could include; independent Arboricultural Consultants, tree surgeons, contractors, and possibly representations of local council and government agencies. At various stages, each of these people may wish to view and possibly update your tree management records.
The ‘online’ feature of OTISS and the use of mobile phones can provide significant benefits and savings – both in time and money.
- Under your control, other OTISS users can be given access to all or part of your tree data via a Web browser. You can provide access on a site-by-site basis: either as view-only, or for re-inspections.
- You don’t need to provide printed maps and records – its all online for authorised users to see.
- Your consultants and contractors can directly create/update inspection and work records. You (and they) don’t waste time on unnecessary data entry.
A. On a per-project basis
Estate Managers can use OTISS to manage the trees on their estate and assign Arboricultural Consultants and contractors to carry out surveys and work as and when required. Rather than having to cope with the variously formatted results and reports delivered by the different consultants and contractors that you have used over the years; OTISS enables you to maintain consistent and up-to-date records.
- You create an OTISS ‘survey‘ for the selected site/zone and assign the consultant(s) to do the inspections. Only when you set the survey to the ‘active’ state, do the consultants get any visibility of your data.
- Using the web or their mobile phones (Android), the consultants then have access to the maps and history of the trees for that site. All this historic information is read-only.
- The consultants carry out the inspections and use the OTISS website to enter the new ‘inspection‘ records.
- Mobile phones or tablets are ideal for on-site data collection, the consultants first download the previous survey data onto their phone, create new inspection records on-site, and finally synchronise the data back to OTISS. They can also use the website to update/refine the inspections before completing the survey.
- The consultant’s report can focus on a summarizing and highlighting the important findings. You already have the raw inspection data and recommendations in OTISS.
- By setting the survey to the ‘closed’ state, your effectively lock the inspections from further changes and create an audit trail.
B. Regular arboricultural help and advice
You may appoint a trusted Arboricultural Consultant to help and advise you with the tree management on your estate. You call on their specialised knowledge as required and you use OTISS to provide a shared view of the maps and tree records.
- Within OTISS, you can assign the consultant(s) either as a ‘manager’ or ‘viewer’ for the entire estate.
- As a ‘viewer’, they can use OTISS; to look at the reports and spreadsheets, to run data queries, to check and monitor the work recommendations. This enabled them to provide timely and detailed advice on inspections and works required.
- As ‘manager’ they can also manage the all the sites, zones, surveys, inspections and recommendations in the OTISS database.Your consultant can carry out inspections or appoint others to do so (as described above).
- You draw on the skill and experience of your consultant, and still retain ownership of all the raw data, maps and schedules used for managing your tree stock.
C. Outsourced Tree Management
You may contract with an Arboricultural Consultancy or land management agency to deal with all aspects of the tree management on your estate. In addition to doing the inspections and maintenance work, there are major benefits to requiring them to use OTISS as the tree management system.
- At all times you (and your staff) also have complete visibility of what is happening – seeing all the same reports and spreadsheets as your appointed contractors.
- OTISS acts as shared database of information – cutting down on unnecessary reporting and paper work.
- At the end of the contract you retain an accurate snapshot and history of how the trees have been managed.
- As the legal owner or occupier with the ‘duty or care’ for the trees in those high risk areas, you also retain an audit trail of inspections and maintenance work.