In meals on wheels service provision it is
often difficult to maintain focus on ensuring high standards whilst managing the
numerous variables that form the MOW operation. Multiple meal menu cycles, likes
and dislikes and the interaction between kitchens, transport and client often
makes managing events and processes a real challenge. The once question always
remains unanswered, ‘how do we improve when all we seem to do is fore fight’?
KL2 a long established provider of local authority control solutions may have
the answer for you in the form of our MOW package.
KL2’s MOW software solution provides essential control enabling users to work
with more formal systems that take the strain out of operations. With tools and
functionality designed specifically for Meals on wheels, KL2 can provide control
and automation where previously reliance was built around a few ‘in the know’
staff members.
Client database
KL2’s systems form databases around your clients, documenting and detailing
all the essential details needed. Information such as name, address, contact
details etc can be recorded along with more specialist information such as
dietary requirements, dislikes and accounts information.
The system hinges around GIS mapping where the client record is pinpointed
using either gazetteer information or search option via supplied street level
mapping. This is essential as KL2’s routing, scheduling and suggest
functionality is reliant on this information.
Every aspect of data required for the day to day management of clients and
their requirements is recordable through KL2’s client database system. It is
also possible for information to be imported frequently from other council
databases such as Care first, ensuring that smooth interaction between different
systems will occur.
Menu options and menu cycle management
KL2’s systems allow users to set up and manage menus and menu cycles. The
system can be pre loaded with the various menu/food choice options that will be
offered to clients at various times. Each type of menu can be linked to specific
foods allowing ethnic, specialist and traditional food groups to be formed; this
allows real client needs to be addressed.
By building menu options, menu cycles can then be built where different menu
choices are offered on different days. By profiling dietary needs and dislikes
within the client records it is possible to monitor client requirements against
what is on offer to ensure that what is produced and delivered is both suitable
and liked by your client.
KL2 allow for the full control of multiple menu cycles including weekend &
bank holiday cycles.
Accounts
KL2’s MOW package allows users to profile the frequency and way client will
wish to settle their account. This information can be made available into report
form or can be sent to hand held devices used specifically for cash collection.
KL2’s accounts service keeps a running balance based on the set up of the
service that is to be provided. This running balance is used in conjunction with
the client payment profile to assist the service provider in the process of
account settlement at the appropriate time.
Reporting and information flows
The system allows numerous reports to be created based on the information
stored within the system. Reports such as product and stock demand forecasts for
the kitchens, cash collection manifests, round sheets etc can all be created and
issued where appropriate. The reports section offers important and essential
reports covering: -
• Accounts
• Admin
• Clients
• Cycle
• Deliveries
• Kitchens
• Statistics
Electronic referrals
KL2 are currently making electronic referrals a reality for organisations
where social workers need the ability to communicate client needs to the MOW
staff in order to book service provision. KL2 have several options with regards
to this functionality; please contact KL2 for further information and options.
MOW - Service OptimiZer
Service OptimiZer is a band new service option aimed at all MOW service
providers whether they are KL2 customers or not. Service OptimiZer is a KL2 in
house option for any organisation whishing to understand how to organise their
rounds more effectively providing time and transport related savings. KL2
basically take available resource information and clients details and enter the
details into our systems, the data is then fed through our mass routing,
scheduling and optimization programs in order to create newly formed rounds.
These new rounds will be optimized to provide the most effective way to complete
transport provision offering both time and financial savings.
Due to its specialist nature and in order to reduce the cost of this service
KL2 only offer this package as a service. Our project management team meet with
clients to research what you want to achieve and how you want the information to
by provided back to you. We then take the project back to our offices and
complete the work on your behalf.
Service OptimiZer can be used by any client whether they are a MOW software
user or not in order to find a better way to provide delivery round
reorganisation.
This service is also aimed at organisations tendering for contracts where
information can be processed in order to give real statistical information in
order to determine costs, exposure and resources required before a price is
calculated making tendering a more certain experience.
Cash collection
Collecting cash from clients can be a tricky task. KL2 have a number of
software features that allow for the accounts process to be controlled and
maintained however it is the field operations that give some organisations
concerns. KL2 offer a PDA based cash collection system that can log client
details, amounts owed, detail amounts collected and even print receipts for the
client. The system fully interacts with the MOW base software application and
provides a means of properly controlling the collection of money from clients
without the possibility of errors, mistakes or possible accusations. The end of
the day cashing up process is done automatically on the hand held unit which
will log details of totals collected and whether cash or cheque payment was
made. The system will provide full audit trail analysis at the end of the round
ensuring that full traceability and accountability is maintained.
The system can be used to manage payments for weekly, daily and monthly
paying clients and can manage and feed back into KL2’s MOW software, any nature
of service related information such as meal refusal, complaints or late
deliveries.
The system comes with a rugged impact and water resistant case making the
whole system easy and practical to use whilst withstanding the riggers of MOW
operations. The availability of a ultra small belt mounted wireless printer
allows the delivery staff to print receipts and leave calling cards without
hassle ensuring that they can process the client and get on with the job.
Bar code scanning meal delivery
Through the use of the Fleet View telematics platform, KL2 can offer users
with the ability to attach bar code scanners to the vehicle. This will allow
users the ability to scan a bar code from a meal and potentially a bar code in
the premises of the client to confirm delivery. Using the very latest GPRS
technology, Fleet View can make information available back at base in real time
allowing users to gain a new level to operational control.
GPS tracking
KL2 were the first company to bring GPS technologies to the MOW arena.
Providing state of the art technologies is one thing but providing useful and
usable functionality that addresses the needs of clients is another, this is
where KL2 excels.
KL2 can provide a range of solutions to meet different budgets and different
requirements. KL2 have the ability to provide real time monitoring of
operations, allowing system users the ability to see the exact progress of
vehicle rounds. GPS positions can be sent back from vehicle at a user defined
frequency based on time and distance (usually every thirty seconds) and at every
junction where directional change will prompt new GPS positions. Having a stream
of live GPS data will ensure MOW operational planners are both in touch and in
control of the entire operation without breaking sweat.
Live tracking allows controllers to address in coming client calls directly.
Often ETA calls where clients want to know where their deliver is are difficult
to address. Contacting the driver is not easy when they are not in the vehicle
and keeping a client on the phone often prompts frustration at both ends of the
line. Having immediately updated information allows staff to address the call
immediately removing stress and promoting excellent customer service.
In addition to live GPS tracking KL2 also offer Historical GPS tracking.
Often know as audit trail or snail trail analysis, historical GPS allows users
to retrospectively look at vehicle movements to assess operations. Shown on maps
that pan down to street level, vehicle routes can be displayed along with full
time management information and data such as where meals were dropped off.
GPS tracking - Door monitoring indicating deliveries
KL2 can allow the wiring of sensors to vehicle doors. Once activated KL2 can
provide both time management and GPS positional information allowing users to
have real time and historical site delivery information.
This can be used with KL2’s base software systems for actual verses planned
monitoring of round progression. Historical information has be very useful in
the past where many local authorities and supply organisations have used the
information to improve rounds and address complaints from clients. Punctuality
is often an issue and snail trail analysis provides important data that can show
exactly what has occurred, from experience it is often the client who is wrong
but without a data source to refer to how will anyone ever know.
GPS tracking - SOS Panic button
KL2 can offer SOS panic button functionality as a bolt on to our Fleet View
GPS tracking solution. The panic button is warn around a drivers neck on a
lanyard and by pressing the panic button, a distress message is fired from the
vehicle back to base where control can be alerted to an incident.
The panic button has an approximate 200 metre range allowing SOS’s to sent to
control from within buildings, from the vehicle or from the surrounding area.
This may be essential if the driver is being attacked either in the vehicle,
around the vehicle or in the clients home. It is also important if the client
has an issue where if they are suffering from a heart attack for example, the
driver can simple press the SOS button to alert help and concentrate on looking
after the client.
The SOS panic button interacts with a control unit which will be installed
into your vehicle. The SOS button will trigger a sensor on a control unit which
will alert the black box. The black Box will issue a GPRS alert back to base
where control software will see the alert and initiate the desired on screen
warnings and alerts until someone takes responsibility of the emergency.
GPS tracking - Oven out of temperature warning
KL2’s black box system can be wired to your oven control units. When a
vehicle’s oven falls out of its temperature range due to either failure or user
error, the ramifications is that food will potentially be spoiled, providing
many issues from client dissatisfaction to environmental health issues.
KL2’s systems can be connected to your ovens in order to provide the control
centre a warning that a problem is occurring. By raising an alert back at base,
service providers can monitor events and take a proactive approach to resolving
the issue.
Once the oven’s temperature falls out of its set range, KL2’s systems can
pick up on in built alerts, sensors will identify an issue and launch a GPRS
based alert back to control centre software alerting users of a problem and
forcing staff to take responsibility to the issue.