A large Department of Public Works (DPW) serving a growing metropolitan area needed a more efficient way to manage public infrastructure maintenance. With aging assets, increasing service demands, and regulatory scrutiny, the team sought a digital Department of Public Works CMMS to streamline operations and improve accountability.
Prior to implementation, maintenance tasks were tracked through paper forms, spreadsheets, and siloed systems. This caused delays in work order completion, lost documentation, and difficulty prioritizing repairs for roads, utilities, parks, and public buildings. Staff spent too much time on manual entry instead of hands-on work.
The team partnered with eWorkOrders to deploy a scalable, cloud-based CMMS for public works that could unify operations, enhance productivity, and simplify reporting. Here’s what their leadership team had to say after implementation.
Business Challenge
The DPW faced major challenges keeping up with infrastructure needs using outdated systems. Work orders were often lost or duplicated, and service requests from citizens lacked proper tracking. Maintenance teams couldn’t easily view asset histories or prioritize by urgency.
Regulatory reporting was also time-consuming. From stormwater inspections to building safety checks, staff relied on paper logs that were prone to error. Leadership lacked visibility into performance metrics or costs across departments.
The department needed a centralized, user-friendly public infrastructure maintenance software to improve service delivery, enhance transparency, and meet compliance requirements across all assets and departments.
DPW Maintenance Management Software Solution
After evaluating several systems, the DPW selected eWorkOrders for its ease of use, mobile access, and government-focused capabilities. The solution offered a seamless way to manage assets, work orders, inspections, and inventory across the entire department.
Key benefits included:
- Centralized management of work orders by asset type, location, or request source (citizen, staff, or inspection).
- Mobile access for field crews to complete jobs, take photos, and update status in real time.
- Asset tracking and maintenance histories for roads, buildings, water systems, and fleet vehicles.
- Custom dashboards and reports to support government maintenance transparency and budget oversight.
- Automated preventive maintenance schedules to reduce emergency repairs and extend asset life.
By consolidating all public works operations into one digital platform, the department gained real-time visibility, improved service response, and optimized resource use.
Implementation
Implementation was completed in under two months, with full support from the eWorkOrders team. The system was configured for each division within the DPW, including streets, sanitation, parks, water utilities, and public facilities.
Crews quickly adapted to the mobile-friendly interface, reducing paperwork and improving response times. The DPW IT team appreciated the cloud hosting, which eliminated the need for servers or in-house support.
Maintaining Compliance & Public Accountability
The new system made regulatory reporting and community transparency much easier. Inspections, certifications, and service logs are now fully traceable and stored digitally. Supervisors can easily generate reports for local councils or auditors.
The software supports readiness for audits from state and federal agencies, while also helping fulfill Freedom of Information Act (FOIA) requests with fast data retrieval.
Results From Using a Department of Public Works CMMS
Since implementing eWorkOrders, the Department of Public Works has seen substantial gains:
• 40% faster resolution of citizen maintenance requests
• 30% reduction in emergency work orders through better preventive care
• Improved interdepartmental coordination and asset tracking
• Real-time access to performance data and maintenance history
The department now operates with more transparency, efficiency, and confidence—empowering both leadership and frontline teams.
Summary
By transitioning to eWorkOrders, the Department of Public Works moved from disconnected, paper-heavy processes to a centralized, digital maintenance management platform. The software’s intuitive design, mobile capabilities, and government-friendly features support long-term asset health and public service goals.
“This CMMS transformed how we operate,” said the DPW Director. “From work orders to inspections, everything is faster, more accurate, and easier to manage. It’s a huge win for our community.”
For more information on best practices in municipal infrastructure and asset management, visit the American Public Works Association (APWA).
The following case study is a composite scenario based on real-world public works customers using eWorkOrders CMMS.
