Enterprise Asset Management for
University Facility Management
University asset management is often overlooked. However, the maintenance teams that maintain universities on a day-to-day basis know how critical their role is to keeping a college running. If you didn’t maintain each of the university’s assets on a regular basis, students' quality of life on campus would begin to diminish.
Additionally, safety risks would begin to increase as things like building structures, electrical codes, and fire alarms may not be monitored properly. Staying on top of your asset management makes your college more appealing to applicants and existing students. Having a handle on your maintenance also puts you in a good position to easily address any issues that may come up.
Practical Application of Prometheus Suite for Universities
The facilities management team of a university is responsible for maintaining assets in categories such as dining halls, residence halls, classroom buildings, recreation centers, student unions, stadiums, theaters, bookstores, libraries, transportation, and more.
The Prometheus Platform provides you with an integrated platform to manage your university's assets in one spot. That way when an asset is down or needs to be replaced, you can quickly identify it and address it.
To keep your university running like a well-oiled machine, you will want to stay ahead of your maintenance rather than behind it. By reducing your backlog and keeping your maintenance in a proactive state, you will be able to capitalize on university-scheduled breaks to perform more invasive and routine maintenance when students are not on campus.
You can create individualized maintenance environments for each of your campus locations and buildings to accommodate even the most widespread of campuses. Within each site, you can customize the maintenance schedule and make mass edits when you need to accommodate changes.
Prometheus Scheduler will show you how many hours each technician has been scheduled for and how many more hours you can schedule them for. The system will color-code their hours in red if they are overallocated (in overtime range).
Benefits of Prometheus Planning and Scheduling for university maintenance:
Increased visibility into your university’s maintenance activities
Integrated with your EAM system
Decreased job times across all maintenance teams
Reduced time to schedule and plan maintenance
Improved utilization of maintenance budget
Whether your university is small or large, it will generally require maintenance technicians to travel to multiple buildings or locations. For example, even a technician that only works on HVAC systems for residence halls will still likely move from dorm to dorm.
Having a mobile maintenance system allows technicians to view work orders to learn more about the issue and input information about the repair directly after they complete the job.
If your university receives hundreds, if not thousands of service requests, this mobile capability helps your maintenance team keep track of individual work orders wherever they are to ensure each request is addressed on time.
Advantages of Prometheus Mobility for university facilities management:
Reduced time-spent on data input at the end of the day by capturing data in real-time
Increased wrench time due to clear work order details
Improved efficiency in service request fulfillment
Improved maintenance data accuracy
As you increase the efficiency and effectiveness of your university maintenance, you will want to be able to track it to view your progress as well as identify areas for improvement.
Our reporting and analytics tool makes it easier for you to view reports of key metrics like wrench time, maintenance backlog, scheduled versus unscheduled work, schedule capacity utilization, etc.
Benefits of Prometheus Reporting and Analytics for university maintenance:
Improved efficiency and measurement maintenance scheduling
Increased transparency into your maintenance department
Enhanced ability to identify discrepancies between the maintenance plans and actuals performed
As someone who works on a college campus, you know when the students are there and when they are not. The university is packed and busy all semester long until a break hits and suddenly the campus is a ghost town.
With this comes the perfect opportunity to plan maintenance shutdowns, turnarounds, and outages (STO). However, you need to make sure that your maintenance project does not overlap with the students coming back on campus.
That is where thorough STO planning and execution come into play. STOs can involve projects like redoing electrical, plumbing, or ventilation of a whole building, or something as large as maintenance related to a capital project.
Our STO suite helps you manage each part of your shutdown, turnaround, or outage to ensure you remain on schedule and on budget.
Advantages of Prometheus STO Management for university facilities management:
Enhanced efficiency in planning STOs
Improved STO execution and schedule adherence
Decreased campus and facility downtime
As the college expands, so do the amount of education, residence, and recreation buildings. With that expansion comes more capital projects.
While the capital project may not be carried out by usual facility team members, it still falls in the realm of facility management. The director of facilities will coordinate with external and adjacent teams to plan construction of new buildings.
Our project and portfolio management suite allows you to coordinate projects and manage each phase of execution to ensure that they stay on track. This can serve to be highly valuable, especially when your capital project is building a new residence hall that students will need to move into in an upcoming school year.
Benefits of Prometheus Project and Portfolio Management for university capital projects:
Improved utilization of capital project budget
Increased efficiency in capital project execution
Enhanced capacity for capital project management
As your university expands, your maintenance needs and the number of capital projects you have increase, which means you will probably need to recruit the help of contractors to fulfill the increasing amount of work. Ensuring you pick the correct maintenance contractors is crucial to keeping your project on track and on budget.
Our contractor management system helps you track cost, hours, attendance, overtime, and fatigue to make sure your contractor management is streamlined and efficient.
Advantages of Prometheus Contractor Management for university facility management:
Decreased contract maintenance costs
Improved maintenance project completion
Increased efficiency in contractor management
Maintaining the safety of your campus is of high importance. There are a variety of codes and regulations you must uphold such as:
Structural integrity codes
ADA (Americans with Disabilities Act) regulations
Health, safety, and sanitation codes
Lighting and ventilation regulations
That’s just to name a few. Managing all these codes and regulations can be overwhelming, especially when it comes to trying to ensure you have all of the proper permits for work orders.
Our environmental health and safety tools enable you to keep track of permitting and remain in compliance with the regulations you are held to.
Benefits of Prometheus Environmental Health and Safety for university maintenance:
Increased compliance with safety regulations
Improved processes and standards for maintenance
Enhanced safety for staff members and students on campus
As your university grows bigger, your maintenance teams and systems will go through changes. For instance, you might have multiple campus locations whose maintenance teams operate in different CMMS or ERP systems, and you want to merge them.
In another instance, you may have one universal maintenance system that you want to upgrade to a new ERP system. Whatever the case may be, master data governance helps you execute the transition smoothly.
Advantages of Master Data Governance for university facility management:
Improved structuring of your maintenance data
Increased maintenance efficiency and inventory tracking
Enhanced maintenance data quality and data integrity
Issues EAM Software Can Solve for Universities
Universities face unique challenges since their campuses run almost 24/7, 365 days a year. This means that maintenance only has short windows they can take advantage of to perform disruptive maintenance. While school is in session, maintenance needs to consider the operation of the university and how to fit maintenance into that schedule as seamlessly as possible.
Challenges universities commonly face with their enterprise asset management include:
As your university expands and you begin to plan for more student housing buildings, it becomes more crucial than ever that your capital projects stay on track to finish in time for the targeted school year. While school is in session, maintenance needs to consider the operation of the university and how to fit maintenance into that schedule as seamlessly as possible.
Benefits of Asset Management Software for Universities
Investing in an enterprise asset management system is one of the best decisions a university can make.
EAM tools can provide you with benefits like:
A properly implemented asset management system allows you to keep your primary stakeholders such as students, staff, and faculty satisfied. Additionally, it also helps you keep external supporters like alumni and benefactors pleased with the state of the college.
All of these things directly impact your university’s growth. Without satisfied students, staff, faculty, alumni, and benefactors, your college would not grow or receive the funding it requires to thrive.
An Award-Winning Maintenance Management Strategy: Prometheus Planning and Scheduling at the University of DelawareLearn More
How Penn State is Creating a Facilities Maintenance Planning and Scheduling Centre of ExcellenceLearn More
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