Case Studies Calgary Board of Education Cut Their Work Order Time by 80%, Extend ARCHIBUS Beyond Facilities

Edit This Case Study Record

	Calgary Board of Education Cut Their Work Order Time by 80%, Extend ARCHIBUS Beyond Facilities

Calgary Board of Education Cut Their Work Order Time by 80%, Extend ARCHIBUS Beyond Facilities

Technology Category	Functional Applications - Enterprise Asset Management Systems (EAM) Functional Applications - Inventory Management Systems Functional Applications - Remote Monitoring & Control Systems
Applicable Industries	Education
Applicable Functions	Business Operation Facility Management Maintenance
Use Cases	Building Automation & Control Energy Management System Inventory Management Remote Asset Management
Services	Software Design & Engineering Services System Integration Training
Challenge	The Calgary Board of Education (CBE) faced significant challenges in managing their extensive facilities, which include 225 schools and serve over 107,000 students. The primary issues were the inefficiency of their paper-driven work order process, which could take up to three and a half weeks to complete, and the need to consolidate numerous rogue databases and applications into a single, efficient system. Additionally, the CBE needed to improve space utilization reporting, hazardous materials inventory, and overall facility management to support their educators in delivering quality education. Read More
About Customer	The Calgary Board of Education (CBE) is responsible for managing 225 schools in Calgary, Alberta, Canada, serving over 107,000 students. With an annual operating budget of $1 billion, the CBE oversees approximately 15 million square feet of educational facilities. The CBE's mission is to provide high-quality education, and they recognize that efficient facility management is crucial to achieving this goal. The CBE has been using ARCHIBUS since 2006 to build a comprehensive, data-driven, integrated, and scalable system to streamline processes and improve services. The CBE's efforts contribute significantly to Calgary's reputation as one of the most livable cities in the world. Read More
Solution	To address their challenges, the CBE implemented ARCHIBUS as their technology cornerstone, aiming to consolidate all rogue databases and applications into a single strategic-level enterprise system. This system improved efficiency through greater automation, reducing the work order process time from three and a half weeks to just three days, with plans to make it instantaneous using mobile technology. The CBE also deployed space drawings online using Web Central, adopted CAD standards for new construction, and completed a hazardous materials inventory for all buildings. Additionally, the CBE introduced bar code tagging of building assets and leveraged ARCHIBUS applications and Web Central to collect inventory information on various educational equipment. The creation of a Technology Council in 2011 further supported the CBE's efforts by developing a technology roadmap to rationalize over 400 distinct IT systems and point solutions. The CBE also integrated ARCHIBUS Energy Management and the facilities reservation system with the City of Calgary's central IT system, enhancing service delivery and raising the IWMS department's profile. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Asset Management Systems (EAM)

Functional Applications - Inventory Management Systems

Functional Applications - Remote Monitoring & Control Systems

Applicable Industries

Education

Applicable Functions

Business Operation

Facility Management

Maintenance

Use Cases

Building Automation & Control

Energy Management System

Inventory Management

Remote Asset Management

Services

Software Design & Engineering Services

System Integration

Training

Challenge

The Calgary Board of Education (CBE) faced significant challenges in managing their extensive facilities, which include 225 schools and serve over 107,000 students. The primary issues were the inefficiency of their paper-driven work order process, which could take up to three and a half weeks to complete, and the need to consolidate numerous rogue databases and applications into a single, efficient system. Additionally, the CBE needed to improve space utilization reporting, hazardous materials inventory, and overall facility management to support their educators in delivering quality education.

About Customer

The Calgary Board of Education (CBE) is responsible for managing 225 schools in Calgary, Alberta, Canada, serving over 107,000 students. With an annual operating budget of $1 billion, the CBE oversees approximately 15 million square feet of educational facilities. The CBE's mission is to provide high-quality education, and they recognize that efficient facility management is crucial to achieving this goal. The CBE has been using ARCHIBUS since 2006 to build a comprehensive, data-driven, integrated, and scalable system to streamline processes and improve services. The CBE's efforts contribute significantly to Calgary's reputation as one of the most livable cities in the world.

Solution

To address their challenges, the CBE implemented ARCHIBUS as their technology cornerstone, aiming to consolidate all rogue databases and applications into a single strategic-level enterprise system. This system improved efficiency through greater automation, reducing the work order process time from three and a half weeks to just three days, with plans to make it instantaneous using mobile technology. The CBE also deployed space drawings online using Web Central, adopted CAD standards for new construction, and completed a hazardous materials inventory for all buildings. Additionally, the CBE introduced bar code tagging of building assets and leveraged ARCHIBUS applications and Web Central to collect inventory information on various educational equipment. The creation of a Technology Council in 2011 further supported the CBE's efforts by developing a technology roadmap to rationalize over 400 distinct IT systems and point solutions. The CBE also integrated ARCHIBUS Energy Management and the facilities reservation system with the City of Calgary's central IT system, enhancing service delivery and raising the IWMS department's profile.

Impact #1	The CBE's work order process time was significantly reduced from three and a half weeks to three days, with plans to make it instantaneous using mobile technology.
Impact #2	Space utilization reporting was streamlined, allowing school principals to complete online surveys through ARCHIBUS, replacing the previous paper-based process.
Impact #3	The CBE's IWMS department gained increased influence and visibility through the creation of a Technology Council and the integration of ARCHIBUS applications across various departments.

Impact #1

The CBE's work order process time was significantly reduced from three and a half weeks to three days, with plans to make it instantaneous using mobile technology.

Impact #2

Space utilization reporting was streamlined, allowing school principals to complete online surveys through ARCHIBUS, replacing the previous paper-based process.

Impact #3

The CBE's IWMS department gained increased influence and visibility through the creation of a Technology Council and the integration of ARCHIBUS applications across various departments.

Benefit #1	Work order process time reduced by 80%, from three and a half weeks to three days.
Benefit #2	Management of 225 schools and 15 million square feet of facilities streamlined.
Benefit #3	Serving over 107,000 students more efficiently with improved facility management.

Benefit #1

Work order process time reduced by 80%, from three and a half weeks to three days.

Benefit #2

Management of 225 schools and 15 million square feet of facilities streamlined.

Benefit #3

Serving over 107,000 students more efficiently with improved facility management.

Download PDF Version

Overview

Calgary Board of Education Cut Their Work Order Time by 80%, Extend ARCHIBUS Beyond Facilities

Operational Impact

Quantitative Benefit