Two Shared district box access + (IT Integration)

Munich Data management platform & smart services

Description
Challenges & risks

General facts

Description & main goal

District sharing boxes are set up at two mobility stations, their access is integrated in the Munich SmartCity App. The boxes consist of cooling, refrigeration and room temperature compartments for companies and private users. Access is based on an integrated identity management and authorisation service and billing handled by a trusted entity, to guarantee the safe handling of personal data.

Specific facts

Overall technology stack

Metal box with communication interface, software for billing and administration

Number of deployed hardware devices and sensors

Two in the district

Category of deployed hardware devices and sensors

Metal Box
Communication interface
Software

Operation and maintenance (by whom)

Maintenance and cleaning through Stadtwerke München (SWM) for the duration of the project.
Depending on the project success, the operation of the box will be handed over to private third parties after the project.

Stakeholders

City of Munich, citizens, local economy

Privacy related concerns (short description)

N/A

Data (operation) security

Operation will be ensured by SWM or private third party after project

Main challenges & risks

Integration of services not possible (no agreement between partners or/and legal problems)
People and companies not interested in Shared District Box

Implementation status

In which phase is the project?
Planning phase

What is the current implementation status/ what is the current activity step?
Define concrete concept, find interested business partners (meetings with stakeholders)

Complete 10%

Risk and challenges

Which risks & challenges is the project currently facing?

The district sharing box brings together new groups of stakeholders in new constellations to develop this innovative topic. There is a need for defining and establishing appropriate new processes and interfaces for this “project within the project” which is time consuming and in parts not yet solved (e.g. unclear responsibilities with regards to programming of e-marketplace)

Insufficient personnel and financial resources for planning and stakeholder management. Insufficient resources for programming an “e-marketplace” and further IT integration of potential partners

Which are critical or seem invincible? Please provide a detailed description

E-marketplace, time and cost aspect

Which previously identified risks and challenges have you managed successfully and how

Location of the two shared district boxes: one box to be tested on public ground, one on private ground.

Lessons Learned and Recommendations

Which lessons learned can be derived up to this point from the implementation process?

The project should have been prepared and defined in more detail prior to the project application.
Complexity and resources needed to implement the solution were underestimated.

Next steps & To Do ́s

Please shortly outline the next steps planned for the implementation of the project.
The time plan and requirements for the district boxes are closely intertwined with the planning and installation of the mobility stations.

Are there additional steps planned due to occurred challenges?
Further meetings to determine location and clarify IT issues.

Implementation status

In which phase is the project?
Transition from planning to implementation

Complete 30%

Risk and challenges

Which risks & challenges is the project currently facing?

IT Integration of cooperation partners.
There is a dependency with internal projects on payment and billing components. These are required to conclude the contracts with cooperation partners.

Which previously identified risks and challenges have you managed successfully and how

Following a market research and exchange with municipal departments, we have found an e-marketplace provider that can be integrated.

Lessons Learned and Recommendations

Which lessons learned can be derived up to this point from the implementation process?

Complexity and resources needed to implement solution was underestimated: “less is more”, “keep it simple”).

Next steps & To Do ́s

Please shortly outline the next steps planned for the implementation of the project.
1) Selection of the contractor for the shared district boxes.
2) Functional integration of IT customer processes in the Smart City App.
3) Conclusion of contracts with cooperation partners.

Are there additional steps planned due to occurred challenges?
Further internal meetings to clarify payment and billing components to conclude the contracts with cooperation partners.

Implementation status

In which phase is the project?
Implementation Phase

Complete 50%

Risk and challenges

Which risks & challenges is the project currently facing?

Complex legal agreements and municipal approvals
Complex legal agreements with suppliers / operators / users
Tender Process for the hardware of the box: only one offer fitting all requirements incl. budget;
Little interest from e-marketplace providers due to the relatively small size of business
Little interest from local business requiring increased effort for advertisement, delivery, etc.

Which previously identified risks and challenges have you managed successfully and how

IT-Integration into the SmartCityApp (developed by several actors)

Lessons Learned and Recommendations

Which lessons learned can be derived up to this point from the implementation process?

The Shared District Box is a complex system with several processes and components. The installation requires rather long lead time, e.g. for:

Location (permissions for public and private ground)
Legal agreements and municipal approvals (fire risk, winter service, change of use)
Legal agreements with suppliers / operators / users (liability, maintenance, terms of use, terms of conduct, etc.)

Much effort is needed to install the technology:

Hardware of the box
IT-Integration into the SmartCity App
IT integration of cooperation partners (online shops with a management system as well as the management of the locker bookings

What could be done better in comparable future projects (what needs to be done and what needs to be prevented)?

Further outreach to local economy (local suppliers, shops, farmers...)
Evaluating usage
- o public vs. private ground
- o locational context
- o User groups
Evaluating impact (social, reduced delivery traffic, etc.)
Evaluating and improving business model
Strategic development and roll-out
Targeted marketing

Next steps & To Do ́s

Please shortly outline the next steps planned for the implementation of the project.
1) IT-Integration of authorization, login, registration components and online shops in district sharing boxes
2) Development of one content page for all customer processes of the district boxes and integration in Smart City App
3) Finalization operational process preparation
4) To conclude on contracts with cooperation partners
5) Producer of shared district boxes is not able to offer a customer service. Internal calls and workshops (SWM/MVG) are necessary to offer a customer service
6) Determination of the visual representation/design
7) Execution of workshop with local economy to integrate via marketplace provider
8) Decide what data will be collected for evaluation, define survey questions
9) Conclude planning phase of box on private ground by finding an agreement with owner and city departments

Implementation status

Not in operation.

Complete 100%

Two Shared district box access + (IT Integration)

Two Shared district box access + (IT Integration)

Munich Data management platform & smart services

General facts

Specific facts

Risk and challenges

Lessons Learned and Recommendations

Risk and challenges

Lessons Learned and Recommendations

Risk and challenges

Lessons Learned and Recommendations

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