College Planning & Management

MAR 2013

College Planning & Management is the information resource for professionals serving the college and university market. Covering facilities, security, technology and business.

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I MPACT O N L EARNING SOLVING REAL-WORLD PROBLEMS, ONE PIECE AT A TIME Facilities Service Center project SNAPSHOT PROJECT: Facilities Service Center INSTITUTION: Brigham Young University – Idaho LOCATION: Rexburg, Idaho Continuing growth at Brigham Young University – Idaho convinced Facilities Service Center staff to seek out improved technology to streamline their processes and reduce operating costs. Implementing a new CMMS solution has increased productivity and efficiency for the institution. THE CHALLENGE Marie Wells, Facilities Service Center supervisor at Brigham Young University (BYU) – Idaho, says their search for a replacement computerized maintenance management system (CMMS) began when their department realized data collection and reporting capabilities were almost nonexistent in their legacy system. The objective of the Facility Service Center is to support the University Mission Statement by maintaining a wholesome academic, cultural and spiritual environment. This is accomplished by providing the campus community with quality services and facilities in a safe and environmentally sustainable manner. Wells knew that the continued growth of the campus presented many new challenges. At a time when colleges and universities are faced with limited funding resources and are expected to do more with less, BYU-Idaho needed to look toward technologies to assist them in streamlining their work flow processes, allocating resources and manpower, and increasing efficiencies in an effort to reduce operating costs and better serve a growing campus community. THE SOLUTION TMA Systems was selected as BYU-Idaho's partner in implementing their CMMS solution, WebTMA. As an umbrella organization, the Facilities Service Center encompasses many functional areas including Custodial & Grounds, Campus Moving Crew, Electrical, Fleet Services, HVAC, Carpentry, Maintenance, and Mechanical and Plumbing Operations. Although separate and distinct entities, all functional areas work together to maintain and support university facilities, assets and infrastructure. Because of tremendous broad-based usage, WebTMA was set up for segregating data for each of these functional areas while at the same time sharing information from a common database. "Our productivity has increased and the system has contributed to our goals for proficient business processes," says Wells. "With WebTMA, we have increased our management efficiency due to the data we now have access to." WebTMA addresses, but is not limited to, work management, preventive maintenance, resource management, asset management, project management, landscape maintenance, inventory control, key management, recharge and billing functions and reporting. The system also takes advantage of advanced technologies such as web enabling, bar coding, internal graphical emulation, hand-held interfacing and linking to external applications where possible and practical. IMPACT ON LEARNING The design and condition of an institution's physical environment directly affects educational outcomes. The Facilities Service Center, aided by technologies such as WebTMA, has been successful in creating a safe, secure and comfortable environment that supports and promotes the learning process. IOL COMPANY NAME: TMA Systems WEBSITE: editor's REVIEW Studies have proven that clean, well-maintained campus facilities contribute to the success of a university's primary mission: educating students. By taking the initiative to improve its processes, the Facilities Service Center at Brigham Young University – Idaho has shown its support for the university's mission. The result is a safe, clean, attractive campus, as well as budget savings that benefit the institution overall. The Facilities Service Center's commitment to the success of BYU's students is exemplary. MARCH 2013 / COLLEGE PLANNING & MANAGEMENT 37

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