Real operations. Real results.

A Welsh local authority needed to remodel their waste collection rounds across 73,609 bins in 105 areas, covering a complex mix of urban, rural and scatter collection points. The existing schedule included Saturday collections and a bi-weekly domestic waste cycle that was placing pressure on fleet resources and creating uneven workload distribution across the week.

The council required a structured, data-driven approach that could validate existing operational data, model multiple service scenarios, and produce a final schedule that maintained high service standards while meaningfully reducing operational cost. Early challenges with data quality and accuracy meant a rigorous validation process was needed before any optimisation could begin.

The project also had to contend with severe weather disruptions - including frozen roads and road closures - which required council staff to prioritise emergency management, adding further complexity to the transition planning.

Omnia followed a structured four-step optimisation process: determining the optimal fleet size and composition; breaking waste streams (domestic, garden, recycling) into new weekly cycles; clustering collections by location type (rural or urban) within daily workload buckets; and then developing balanced daily routes with even distribution across the working week.

To support this, Omnia conducted a series of field studies - including time and motion analysis to assess task efficiency, collection rate recording to measure waste volumes, and bin weight analysis to optimise fleet capacity and route planning. This on-the-ground data was essential to building a model that reflected actual operational conditions rather than theoretical assumptions.

Throughout the project, Omnia's analysis confirmed the findings of an independent WRAP report, validating the proposed changes before implementation.

Omnia's analysis confirmed the findings of the independent WRAP report, validating the proposed schedule changes. The recommended transition moved domestic waste collections from bi-weekly to three-weekly, maintained bi-weekly garden waste, continued weekly recycling, and removed all Saturday collections in favour of an even Mon–Fri workload spread.

The resulting schedule balanced collections evenly - 13,515 on Monday, 15,195 on Tuesday, 15,075 on Wednesday, 16,307 on Thursday, and 13,517 on Friday - demonstrating a practical and controlled distribution across the working week. The optimisation maintained a 48% disruption rate, well below the acceptable 50% threshold.

The transition also supported the council's ambition to meet Welsh Government recycling targets. Residents adapted to the new schedule, boosting recycling compliance and increasing participation rates - directly contributing to the council's environmental objectives.

Like many fleet-based businesses, this operator was working in an environment defined by manual, paper-based processes and disconnected systems. Planners relied on spreadsheets and phone calls to manage daily operations, with no single view of job status, vehicle availability or route performance.

Invoicing was a particular pain point - the process from job completion to invoice issue was taking up to three weeks, creating cash flow pressure and administrative overhead. As the business looked to grow, these inefficiencies were becoming a ceiling on capacity. The lack of real-time visibility also made it difficult to respond quickly to exceptions, delays or customer queries throughout the day.

The fleet management industry more broadly was characterised by reliance on paper-based processes, disparate systems leading to fragmented data and poor decision-making, and increased operational costs from inefficient route planning.

Omnia took a consultative-led approach in developing the AiOne solution for this client, blending deep logistics knowledge with cutting-edge technology. Rather than applying a generic platform, Omnia collaborated closely with the client to refine AiOne's features based on real-world workflows and requirements.

AiOne was implemented across the operation, giving the team a live, unified view of all jobs, vehicles and drivers - replacing the patchwork of spreadsheets and phone-based processes. Job management and sweeper operations were handled through AiOne's scheduling capability, with route optimisation reducing daily mileage from day one. Automated billing was connected directly to job completion, transforming the invoicing cycle.

Automated invoicing was a transformational change: the moment a job was completed and signed off in AiOne, the invoice was generated automatically - reducing the cycle from weeks to the same day. Route optimisation reduced daily mileage and fuel costs, while the AiOne dashboard gave management real-time visibility of operational performance throughout the day.

Advanced telemetry data and third-party integrations were leveraged to enhance AiOne's functionality, ensuring the platform could handle the breadth of data inputs from the operation and transform them into actionable insights. The modular design also meant modules could be added and scaled as the business grew.

This specialist provider hires out vehicles for disability education and industrial utility on a flexible basis. Vehicles are leased to drivers on fixed-term contracts, then returned at the end of each term - a process that requires meticulous documentation of each vehicle's condition to ensure transparency and protect both parties in the event of disputes.

The business was relying almost entirely on paper forms and photographs to document vehicle handovers and returns. This was time-consuming, error-prone and created significant risk around document storage and retrieval. Beyond handovers, manual scheduling of deliveries and collections was leading to missed appointments, suboptimal routing and a ceiling on daily job capacity.

Asset management was equally manual - tracking vehicles in and out of stock by hand, which led to delays and inaccuracies in records. The business also lacked visibility into how their vehicles were being driven, creating risk around misuse, damage liability and fleet longevity.

The business partnered with AiOne to implement an integrated suite of services covering every aspect of their operation, from vehicle monitoring to job scheduling to asset control.

Telematics Integration: AiOne installed telematics devices across the fleet, enabling real-time tracking of vehicle locations and continuous monitoring of driving behaviours - including speed, harsh acceleration, harsh braking and cornering. This gave the business the visibility needed to ensure vehicles were used appropriately, reducing damage risk and improving driver accountability.

Mobile Application for Digital Documentation: AiOne developed a bespoke mobile application that fully digitises the vehicle delivery and collection process. Paper forms and manual photographs were replaced with structured digital checklists and in-app photo capture, allowing both the business and the customer to agree on vehicle condition in a streamlined, paperless manner. Records are instantly stored and retrievable - eliminating filing risk and greatly simplifying dispute resolution.

Automated Scheduling and Route Optimisation: AiOne's job scheduling module automates the planning of vehicle deliveries and collections, optimising routes to maximise the number of jobs completed per day while reducing fuel costs and missed appointments. The system also provides automated alerts for any missed jobs, ensuring they are promptly addressed without manual chasing.

RFID-Enabled Asset Management: AiOne supplied RFID tags for vehicle keys, enabling the business to scan vehicles automatically in and out of stock. This real-time tracking replaced the manual stock management process entirely, providing up-to-date records of vehicle locations and availability at all times.

This enterprise field services provider delivers complex, multi-site field operations on behalf of a wide range of enterprise clients. Before ModelSmart, the business faced five major operational challenges that limited its ability to plan, deploy and manage projects efficiently.

Multiple client software systems: Clients often required the use of their own software, meaning the business was managing multiple projects across multiple platforms with no single source of truth or visibility across the business.

Single workflow per project: Previous systems limited the business to one sign-off or workflow per project, restricting operational flexibility and process efficiency across their client base.

Manual planning and slow mobilisation: Project planning, scheduling and resource allocation were largely manual. Both scheduled and unscheduled projects could take over a week before deployment could even begin.

Workflow management overhead: Creating, updating and distributing workflows to field teams and clients was cumbersome - adding administration and reducing agility whenever requirements changed.

Limited commercial visibility: Understanding projected project costs, revenues and profitability before deployment was difficult, limiting the business's ability to proactively manage performance.

The business implemented AiOne ModelSmart - intelligent planning and optimisation for complex enterprise field operations - to bring every project, client and workflow into a single connected platform.

Scenario Modelling: The business can now build and test operational plans before committing resources, reducing risk and improving confidence in every deployment decision.

Intelligent Resource Optimisation: ModelSmart automatically recommends the most suitable people, vehicles and equipment for every project, improving allocation and identifying optimal resource placement by demand.

Network & Route Planning: Complex multi-site routing, depot and fleet decisions can now be modelled at scale - from initial planning through to deployment.

Unified Workflow Platform: One platform for creating, managing and deploying workflows to field teams and clients, replacing the previous single-workflow limitation entirely.

Financial Visibility: The business can understand projected costs, revenues and profitability before deployment - supporting better commercial decisions from day one.

Rapid Rescheduling: Dynamic rescheduling allows the business to respond quickly to project changes and new requirements, keeping delivery on track even as circumstances shift.

ModelSmart has enabled this enterprise field services provider to transition from fragmented, manually managed planning across multiple client systems to a single intelligent platform - delivering faster mobilisation, multiple workflow capabilities and greater control over profitability.