Space Studios

Providing workspace and advocacy, supporting innovation to artists.

The Summary

Take over full ruby on rails development and maintenance
1

Goal

Enhance the existing web application, providing financial and communication system features and improving self-service alternatives for tenants.

2

Process

Codescrum analyzed Space Studios' application to help relieve staff workloads through specific features and bugfixes. A transactional email platform and help desk system was integrated to allow quick feedback and resolution of issues. Also, the financial module was extended with a bank statement importer.

3

Impact

Space Studios' continues to operate. The company has a qualified web application to manage big amounts of the artist’s data. Hours saved in manual data input.

Jairo and his Codescrum team are great to work with. They are attentive to all the details, expectations and efficient delivery. Importantly when something is not possible for any reason, rather than saying they can do it, they are honest about all options - saving time and building trust.

Douglas Thackway

former Space Studios
Space Studios

The Challenge

To customize the web application to the new requirements in storage, payment and interaction with tenants.
1

Goal

Space runs 19 artist studio buildings, offering affordable creative workspace plus contribute to programmes, such as exhibitions, artist residencies, bursaries and training opportunities, to enable artists to be sustainable. The company also delivers Learning projects for schools, young people and communities neighbouring the studio sites.

Space is a leading visual arts organization in London that provides creative workspace, advocacy and promotes innovation. They support 700 artists with studios and a further 700 a year with professional development. Additionally, engages 22,000 people a year through public programmes.

Space's operations are supported by an administration system built in Ruby on Rails to allow for the management of its buildings, studios and tenancy contracts. To aid in this management, some highlighted challenges were:

  • Fix data inconsistencies found on tenant records due to incomplete or duplicate tenant data.

  • Increase the successful response rate for studio related issues, while reducing staff workload.

  • Improve tenants information awareness and service.

2

Process

Codescrum took over this administration system to support its continued development.

As a first step, we made the application more consistent in the way it managed tenant data input, marking possible duplicates and allowing for their merge or removal after review.

Email notifications for many important processes were implemented to function right from the administration system, through the integration with a transactional emailing platform. In addition, a help desk integration solution was implemented to account for quick feedback and resolution of issues regarding tenants and their studios.

Most of the staff's operational workload was related to accounting balances and tenancy status inquiries. We suggested the use of a web portal to allow for tenants to check the account balance and active tenancies.

As time progressed, direct bank payments were made by the tenants which made bank reconciliation quite time-consuming. By importing the bank statement file directly in the form of a CSV file, the system can automatically match the tenant records with their payments. The system also has a way of learning the bank to tenant mappings over time.

3

Impact

Codescrum contributed Spaces Studios to achieve the impact below:

  • Tenants can now check their information at any time by themselves, thus reducing the majority of staff workload in terms of support. Tenancy inquiries were practically eliminated through the use of the web portal.

  • The provided development service, allowed the consolidation of a stable platform to support the core business operation.

  • Automated synchronization between the tenancy system and marketing email platform, enabled improved tenant management and information flow between the operational areas of the company.

  • Bank statements can be directly imported into the app, saving hours of tedious data input.

We continue to support this application to this day.

Client Location

London, UK

Team

3 Codescrumers

Timeline

2012 - present

To customize the web application to the new requirements in storage, payment and interaction with tenants.

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