Case Studies Cincinnati Public Schools: Modernization Program Accelerates with Advanced Building Maintenance

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	Cincinnati Public Schools: Modernization Program Accelerates with Advanced Building Maintenance

Cincinnati Public Schools: Modernization Program Accelerates with Advanced Building Maintenance

Technology Category	Functional Applications - Enterprise Asset Management Systems (EAM) Functional Applications - Fleet Management Systems (FMS) Functional Applications - Remote Monitoring & Control Systems
Applicable Industries	Education
Applicable Functions	Facility Management Maintenance
Use Cases	Building Automation & Control Fleet Management Predictive Maintenance
Services	Software Design & Engineering Services System Integration
Challenge	Cincinnati Public Schools (CPS) embarked on a major initiative to upgrade its educational facilities, aiming to turn them into modern 21st-century learning environments. This involved tearing down outmoded and underutilized schools, constructing new buildings, and renovating older, architecturally significant buildings. The district's $985 million Facilities Master Plan aimed to achieve both educational and operational goals for students and taxpayers. However, to sustain this investment over time, CPS needed to ensure compliance with the Ohio School Facilities Commission's detailed requirements. This included submitting a maintenance plan to receive funding for ongoing maintenance and transitioning from centralized, manual work-order processing to a distributed, self-service Web-based system. Read More
About Customer	Cincinnati Public Schools (CPS) is Ohio’s third-largest public school district, encompassing approximately 70 schools spread across a 90-square-mile area. The district embarked on a significant modernization initiative starting in 2002, aiming to upgrade its educational facilities into modern 21st-century learning environments. This initiative included tearing down outmoded and underutilized schools, constructing new buildings, and renovating older, architecturally significant buildings. The district's $985 million Facilities Master Plan was designed to achieve both educational and operational goals for Cincinnati’s students and taxpayers. CPS collaborates with the Ohio School Facilities Commission to fund these renovations and new constructions, ensuring compliance with state requirements. Read More
Solution	To address the challenges, CPS implemented ARCHIBUS’s Building Operations Management, Space Management, and Furniture & Equipment Management applications. These applications were designed to align CPS’ maintenance and asset tracking procedures with the state’s detailed requirements. CPS worked with ARCHIBUS Business Partner in4mation to collect details about the schools’ real estate, plant, and equipment inventory for submission through the Ohio School Facilities Commission’s (OSFC) website. The commission then generated reports on the schools’ assets and prescribed preventive maintenance procedures. This information was used to develop an ongoing maintenance and capital replacement budget for each new school. Additionally, CPS transitioned from centralized, manual work-order processing to a distributed, self-service Web-based system using a custom Web interface solution called iFM. This system allowed CPS employees to input and monitor maintenance requests, significantly reducing the time to initiate action and increasing order accuracy. The new work orders were automatically linked to floor plans for better visualization. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Asset Management Systems (EAM)

Functional Applications - Fleet Management Systems (FMS)

Functional Applications - Remote Monitoring & Control Systems

Applicable Industries

Education

Applicable Functions

Facility Management

Maintenance

Use Cases

Building Automation & Control

Fleet Management

Predictive Maintenance

Services

Software Design & Engineering Services

System Integration

Challenge

Cincinnati Public Schools (CPS) embarked on a major initiative to upgrade its educational facilities, aiming to turn them into modern 21st-century learning environments. This involved tearing down outmoded and underutilized schools, constructing new buildings, and renovating older, architecturally significant buildings. The district's $985 million Facilities Master Plan aimed to achieve both educational and operational goals for students and taxpayers. However, to sustain this investment over time, CPS needed to ensure compliance with the Ohio School Facilities Commission's detailed requirements. This included submitting a maintenance plan to receive funding for ongoing maintenance and transitioning from centralized, manual work-order processing to a distributed, self-service Web-based system.

About Customer

Cincinnati Public Schools (CPS) is Ohio’s third-largest public school district, encompassing approximately 70 schools spread across a 90-square-mile area. The district embarked on a significant modernization initiative starting in 2002, aiming to upgrade its educational facilities into modern 21st-century learning environments. This initiative included tearing down outmoded and underutilized schools, constructing new buildings, and renovating older, architecturally significant buildings. The district's $985 million Facilities Master Plan was designed to achieve both educational and operational goals for Cincinnati’s students and taxpayers. CPS collaborates with the Ohio School Facilities Commission to fund these renovations and new constructions, ensuring compliance with state requirements.

Solution

To address the challenges, CPS implemented ARCHIBUS’s Building Operations Management, Space Management, and Furniture & Equipment Management applications. These applications were designed to align CPS’ maintenance and asset tracking procedures with the state’s detailed requirements. CPS worked with ARCHIBUS Business Partner in4mation to collect details about the schools’ real estate, plant, and equipment inventory for submission through the Ohio School Facilities Commission’s (OSFC) website. The commission then generated reports on the schools’ assets and prescribed preventive maintenance procedures. This information was used to develop an ongoing maintenance and capital replacement budget for each new school. Additionally, CPS transitioned from centralized, manual work-order processing to a distributed, self-service Web-based system using a custom Web interface solution called iFM. This system allowed CPS employees to input and monitor maintenance requests, significantly reducing the time to initiate action and increasing order accuracy. The new work orders were automatically linked to floor plans for better visualization.

Impact #1	The implementation of ARCHIBUS solutions ensured that the investment in new facilities is sustained over the projected 25-year useful life of the buildings.
Impact #2	CPS can track the preventive maintenance history of all its equipment through ARCHIBUS, allowing them to estimate the life of the equipment and generate replacement costs 20 years into the future.
Impact #3	The iFM Web application provided integration with the existing work-order system in ARCHIBUS, enabling accurate key control data essential for maintaining building security.

Impact #1

The implementation of ARCHIBUS solutions ensured that the investment in new facilities is sustained over the projected 25-year useful life of the buildings.

Impact #2

CPS can track the preventive maintenance history of all its equipment through ARCHIBUS, allowing them to estimate the life of the equipment and generate replacement costs 20 years into the future.

Impact #3

The iFM Web application provided integration with the existing work-order system in ARCHIBUS, enabling accurate key control data essential for maintaining building security.

Benefit #1	The modernization program will reduce the school count from over 70 schools to 65 new and re-built schools.
Benefit #2	Over 15,000 work-orders are generated in a given year, with the new system greatly reducing the time to initiate action.
Benefit #3	The number of work orders tracked and closed has improved significantly, with a 20% increase in the number of work orders processed compared to previous estimates.

Benefit #1

The modernization program will reduce the school count from over 70 schools to 65 new and re-built schools.

Benefit #2

Over 15,000 work-orders are generated in a given year, with the new system greatly reducing the time to initiate action.

Benefit #3

The number of work orders tracked and closed has improved significantly, with a 20% increase in the number of work orders processed compared to previous estimates.

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Overview

Cincinnati Public Schools: Modernization Program Accelerates with Advanced Building Maintenance

Operational Impact

Quantitative Benefit