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Introducing Concerto

Please watch the short introductory video or read the description below.

Concerto is our powerful Computer-Aided Facilities Management (CAFM) system. The system centralises our estate data, making it more accessible. Improved accessibility enhances operational efficiency, provides better cost insights, supports compliance management, and allows for quicker, more informed data-driven decision-making.

The foundation of Concerto is made up of three key elements:

Core data

A rich repository of information about every asset, building, and space across the University. It’s where our estate’s digital DNA is stored and maintained.

The finance interface

A dynamic integration point that connects directly with the University’s procurement system. This interface ensure that requisitions can be transformed into purchase orders within the University's financial software, Unit4.

The stock control module

Designed to keep the Estates inventory organized and efficient. It provides real-time visibility of stock levels, tracks tools across locations, and ensures that the right materials are always available when needed.

Built on this foundation, Concerto delivers the tools that keeps our Estates Directorate running efficiently. The tools that Concerto delivers are the helpdesk, the mobile app and the planned maintenance module.

The helpdesk and mobile app

This powerful combination works together to streamline the daily operation. The helpdesk serves as the central hub for all support requests. It logs and tracks each job, prioritises based on urgency, and routes them to the right team for quick resolution. The mobile app empowers on-site teams to pick up and progress tasks in real time, ensuring a responsive and agile service.

The planned maintenance module

Here, we take a proactive approach. This module enables the strategic scheduling of maintenance tasks across the estate, ensuring that our facilities remain safe, functional, and future-ready.

Concerto also includes two features dedicated to compliance:

Fire risk assessments

This module supports in managing all fire safety evaluations, ensuring that risks are identified and addressed promptly.

Hazardous materials surveys

This module supports in tracking and managing the presence of hazardous substances across the estate, helping maintain a safe and compliant environment for everyone.

Access to Concerto

Correct access is essential for staff to perform their roles effectively. This is especially true for Estates staff, who rely on Concerto for day-to-day operations.

Each staff member at the University has specific access rights within Concerto based on the role they perform. This approach ensures:

• Security - sensitive information is kept safe and only shared with those who require it.
• Accuracy - reduces the risk of mistakes.
• Efficiency - staff only see what they need, avoiding unnecessary complexity.
• Compliance - supports data protection laws and audit requirements.

How access permissions work

Access is tailored to job responsibilities. For example:

• General University staff outside the Estates Directorate can use the Concerto Helpdesk to raise and track jobs.
• Grounds staff have the ability to complete timesheets.
• Concerto system administrators have access to all Concerto modules and limited configuration tools.

By assigning the right permissions, the University ensures smooth workflows, protects data, and maintains accountability.

Maintaining correct permissions: Estates joiners and leavers process

Joiners

When a new member of staff joins Estates, their line manager will need to complete the  to indicate what access they will need in Concerto.

Leavers

When a colleague who has Concerto access leaves Estates, the systems team will similarly need to be informed via the  to ensure their access has been amended appropriately.

Incorrect permissions / move within Estates

When a member of staff finds they have incorrect access to fulfil their role or they have moved to a different role within Estates and require different access permissions, their line manager will need to fill out the  to indicate what access they will need in Concerto.

Super users

Super users have in-depth expertise in one or more of the Concerto modules and leverage this knowledge to support and guide others. Their understanding goes beyond that of a typical user, enabling them to take on an advisory role. They actively share insights, troubleshoot issues, and provide clear guidance to ensure effective system use.

Their main responsibilities include:

• Requesting access permissions for users
• Training new users in how the module works
• First point of contact for users if module is not behaving as expected
• Maintaining data quality in the module
• Overseeing document management in the module
• Generate custom reports
• Running month-end BIFs and year-end reports (specific super users)
• Testing to validate updates/upgrade readiness
• Log change requests for Concerto future development

Frequently Asked Questions (FAQs)

Q: Where can I find the User Guide for each module of Concerto?

A: The User Guides for each of the Concerto modules are available to download from the Concerto library which can be located via the Information icon at the top right of the page in Concerto. Please click on the video link below if you need assistance to locate the user guides.

Q: How can I logon to the Concerto Mobile App?

A: On your mobile device, go to the . Enter your reading.ac.uk email address in the Login name field and the password provided to you for Concerto in the Password field and click the Login button. If you have logged on during UAT you will have already updated your password; if this is your first logon you will be prompted to change your password at this point.

Q: I was expecting to see different menu items.

A: Please contact the super user for the relevant module and ask whether your security profile should enable you to access that menu item. See the .

Q: I have encountered a problem processing an action in a module.

A: Please contact the super user for the relevant module to seek assistance as to why the module is not performing as expected. See the .