Streamlining Campus Maintenance

University MaintenanceIn the dynamic landscape of higher education, the upkeep of university facilities serves as a cornerstone for creating a conducive learning environment. Yet, the intricate web of buildings, equipment, and infrastructure often presents multifaceted challenges. This case study delves into the compelling narrative of a vibrant university campus that grappled with these very challenges, only to emerge triumphant with the implementation of eWorkOrders CMMS. By seamlessly blending innovative technology with strategic foresight, the institution not only overcame its maintenance hurdles but also elevated its operational efficiency, cost-effectiveness, and overall campus experience.

Maintenance Challenges

A bustling university campus faced mounting challenges in managing its maintenance operations. Outdated, manual processes led to inefficiencies, delayed repairs, and a lack of accountability. The facilities team struggled to stay on top of maintenance tasks across multiple buildings, hindering the overall learning environment. As a result, critical equipment and facilities often fell into disrepair, disrupting class schedules and impacting student experiences. Additionally, the lack of a streamlined system made it challenging to prioritize and allocate resources effectively, leading to further complications in addressing urgent maintenance needs. The university recognized the pressing need for a modern solution to revolutionize its maintenance practices and ensure a conducive and safe campus environment for both students and faculty.

Selection Process

Needs Assessment: They conducted an in-depth analysis of their maintenance requirements, outlining essential features and functionalities for the new CMMS to effectively support their campus operations.

Vendor Evaluation: Multiple CMMS vendors were assessed based on factors such as system capabilities, scalability, ease of integration, implementation support, and cost-effectiveness.

eWorkorders CMMS Solution: After a thorough evaluation, they selected eWorkorders CMMS as their new solution. eWorkOrders robust feature set, reputation, and compatibility with their existing infrastructure were decisive factors.

The Solution

The introduction of eWorkOrders CMMS proved transformative for the university’s facilities management. This intuitive software seamlessly streamlined maintenance processes, from the creation of work orders to efficient task assignments. Notably, the CMMS’s innovative feature of preventive maintenance scheduling played a pivotal role in enabling proactive equipment upkeep while substantially reducing unexpected breakdowns. This strategic approach not only extended the lifespan of critical assets but also ushered in a new era of operational efficiency and cost-effectiveness.


The impact was remarkable. With eWorkOrders in place, the university experienced a remarkable reduction in response times for maintenance requests. The system’s automated notifications ensured swift task allocation, leading to quicker issue resolution. Preventive maintenance significantly curbed equipment failures, fostering an uninterrupted academic atmosphere.

The facilities team embraced a newfound efficiency, allowing them to focus on providing a safe, functional, and pleasant environment for students and staff. The user-friendly interface of eWorkOrders facilitated seamless adoption and minimized training time.

In a short time span, the university witnessed a remarkable decline in operational disruptions, while maintenance costs were optimized, freeing up resources for other critical initiatives. The synergy of technology and expertise not only resolved the initial challenge but elevated the campus’s overall management practices.

Customer Service

In the realm of exceptional customer service, eWorkOrders stands as the prime example of a thriving business. It transcends transactional exchanges, embodying an authentic dedication to comprehending and fulfilling the distinctive needs of every client. Rooted in trust, empathy, and transparent communication, eWorkOrders’ customer service fosters meaningful relationships. The team’s attentive listening, prompt issue resolution, and proactive feedback incorporation showcase their customer-centric ethos. Anticipating needs and consistently exceeding expectations, eWorkOrders delivers nothing short of excellence in products and services. Their commitment stretches from the initial interaction, ensuring a seamless and delightful journey throughout the entire customer lifecycle. This exceptional approach not only cultivates loyalty but also fosters a cycle of repeat business, a testament to eWorkOrders’ unwavering pursuit of perfection in customer service.


“The level of satisfaction I have experienced with eWorkOrders’ service and customer support is beyond compare. Their unwavering dedication to ensuring my needs are met and issues are promptly addressed has left a lasting impression. The transformative impact of eWorkOrders CMMS on our university’s maintenance operations has been nothing short of remarkable. The comprehensive solution they provide, combined with their exceptional support team, has elevated our campus environment to new heights of efficiency and excellence. As I reflect on our journey, it is evident that eWorkOrders is in a league of its own when it comes to delivering top-tier maintenance solutions and unparalleled support.”

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Frequently Asked Questions

What does CMMS Stand for?

CMMS stands for Computerized Maintenance Management System. It’s a software solution designed to streamline and enhance maintenance operations by digitizing and optimizing tasks such as work order management, asset tracking, preventive maintenance scheduling, and overall facility management.

What is the importance of CMMS for schools?

A user-friendly system equipped with comprehensive tools for efficient maintenance planning becomes the cornerstone of safeguarding the well-being of both staff and students. Beyond facilitating work order assignments and tracking progress, it should boast robust scheduling functionalities for preventive maintenance, encompassing critical building systems such as HVAC, boilers, lighting, and landscaping equipment. Our CMMS encompasses all these capabilities, further augmented by mobile access that ensures convenient access to work orders and real-time updates. This empowerment equips school maintenance teams to adeptly manage their daily responsibilities while streamlining operational processes.

What are some key features of school CMMS software?

School CMMS software offers a range of key features designed to streamline maintenance operations and enhance facility management within educational institutions. Some notable features include:

Work Order Management: Efficiently create, assign, and track maintenance tasks and service requests, ensuring timely resolution of issues.

Preventive Maintenance: Schedule routine inspections and maintenance activities to proactively address potential problems and extend the lifespan of equipment and assets.

Asset Tracking: Maintain a comprehensive database of school assets, including equipment, facilities, and infrastructure, with details on maintenance history and condition.

Inventory Management: Keep track of inventory levels for supplies, spare parts, and materials, enabling effective stock management and replenishment.

Mobile Accessibility: Access the CMMS platform and manage tasks, work orders, and maintenance activities using mobile devices, enhancing flexibility and responsiveness.

Reporting and Analytics: Generate customized reports and analyze maintenance data to gain insights into trends, performance, and areas for improvement.

Vendor Management: Streamline communication and collaboration with external service providers, contractors, and vendors for efficient maintenance service delivery.

Document Management: Store and organize maintenance manuals, schematics, warranties, and other relevant documents for quick access.

User Permissions: Assign role-based access to ensure that relevant personnel have appropriate permissions to manage and oversee maintenance tasks.

Notification and Alerts: Receive automated notifications and alerts for upcoming maintenance tasks, pending work orders, and critical updates.

What are the benefits of task management in education?

Task management in education offers a myriad of benefits that enhance productivity, organization, and overall efficiency within educational institutions. It helps educators and administrators prioritize and allocate resources effectively, ensuring that essential tasks are addressed promptly. This systematic approach minimizes overlooked assignments and optimizes time management.

Furthermore, task management promotes clear communication and collaboration among faculty members, enabling seamless coordination for curriculum planning, lesson scheduling, and extracurricular activities. It fosters a transparent workflow where responsibilities are clearly defined, reducing ambiguity and enhancing accountability.

Incorporating task management tools also allows for streamlined student assignments and project tracking, simplifying grading and feedback processes. Students benefit from structured timelines and can better manage their own workloads, resulting in improved learning experiences and outcomes.

Additionally, task management aids in resource allocation and budgeting, facilitating prudent financial planning for educational initiatives, equipment maintenance, and facility upgrades. It enables administrators to make informed decisions based on real-time task progress and associated costs.

GetApp Category Leader Award for CMMS, Preventive Maintenance, Fixed Asset Management, Work Order, Fleet Maintenance, and Facility Management      #1 Rated Maintenance System for CyberSecurity      Capterra Shortlist Award for CMMS, EAM, Asset Tracking, Fixed Asset Management, Fleet Maintenance, Facility Management, Field Service Management, and Preventive Maintenance