Case Studies School Board of Sarasota County, Florida, Gains Savings and State Compliance with ARCHIBUS

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	School Board of Sarasota County, Florida, Gains Savings and State Compliance with ARCHIBUS

School Board of Sarasota County, Florida, Gains Savings and State Compliance with ARCHIBUS

Technology Category	Functional Applications - Computerized Maintenance Management Systems (CMMS) Functional Applications - Enterprise Asset Management Systems (EAM) Functional Applications - Remote Monitoring & Control Systems
Applicable Industries	Education
Applicable Functions	Facility Management Maintenance
Use Cases	Building Automation & Control Predictive Maintenance Remote Asset Management
Services	System Integration Training
Challenge	A primary drag on efficiency in the Sarasota schools was its reliance on paper-based systems. The paper-based drawings, work orders, and other resources hampered quick data access and operational efficiency in servicing its numerous buildings and grounds. Additionally, the outdated work management system led to a reactive maintenance program, wasting worker productivity due to commuting and lack of remote work order systems. With state reporting requirements necessitating an accurate facilities and equipment database, it became clear that more online information and concurrent tools for modeling and analysis were essential for efficient management. Read More
About Customer	The School Board of Sarasota County, Florida, oversees the educational needs of 43,000 K-12 students across a sprawling complex of over 7.1 million square feet of fixed and portable classrooms and other properties. The school system has always prioritized funding for educational needs, which left its facilities managers with outdated IT tools and paper-based systems. The school board recognized the need for a change to manage its growing portfolio of properties and responsibilities more efficiently. The implementation of ARCHIBUS software aimed to modernize their facilities management and improve operational efficiency. Read More
Solution	The School Board of Sarasota County adopted the iTotal Infrastructure and Facilities Management software from ARCHIBUS, Inc. The new software created a space database using the Florida Inventory of School Houses (F.I.S.H.) state reporting system. All building floor plans were converted to CAD, and the aging work management system was transitioned to the new software application that supported remote work order handling. Workflow processes were mapped, staff trained, and a brief one-month trial run was completed before the system went live. The accelerated implementation was completed in less than six months with minimal deployment costs. The systems consultant created the database to conform to the State’s F.I.S.H. requirements and worked on the condition assessment and work order management pieces. Read More Log in to view content
Contents

Technology Category

Functional Applications - Computerized Maintenance Management Systems (CMMS)

Functional Applications - Enterprise Asset Management Systems (EAM)

Functional Applications - Remote Monitoring & Control Systems

Applicable Industries

Education

Applicable Functions

Facility Management

Maintenance

Use Cases

Building Automation & Control

Predictive Maintenance

Remote Asset Management

Services

System Integration

Training

Challenge

A primary drag on efficiency in the Sarasota schools was its reliance on paper-based systems. The paper-based drawings, work orders, and other resources hampered quick data access and operational efficiency in servicing its numerous buildings and grounds. Additionally, the outdated work management system led to a reactive maintenance program, wasting worker productivity due to commuting and lack of remote work order systems. With state reporting requirements necessitating an accurate facilities and equipment database, it became clear that more online information and concurrent tools for modeling and analysis were essential for efficient management.

About Customer

The School Board of Sarasota County, Florida, oversees the educational needs of 43,000 K-12 students across a sprawling complex of over 7.1 million square feet of fixed and portable classrooms and other properties. The school system has always prioritized funding for educational needs, which left its facilities managers with outdated IT tools and paper-based systems. The school board recognized the need for a change to manage its growing portfolio of properties and responsibilities more efficiently. The implementation of ARCHIBUS software aimed to modernize their facilities management and improve operational efficiency.

Solution

The School Board of Sarasota County adopted the iTotal Infrastructure and Facilities Management software from ARCHIBUS, Inc. The new software created a space database using the Florida Inventory of School Houses (F.I.S.H.) state reporting system. All building floor plans were converted to CAD, and the aging work management system was transitioned to the new software application that supported remote work order handling. Workflow processes were mapped, staff trained, and a brief one-month trial run was completed before the system went live. The accelerated implementation was completed in less than six months with minimal deployment costs. The systems consultant created the database to conform to the State’s F.I.S.H. requirements and worked on the condition assessment and work order management pieces.

Impact #1	The new facilities and infrastructure platform provided technicians with accurate, real-time access to drawings, work orders, equipment history, and other data via laptops and handheld wireless devices. This allowed them to respond more quickly, work more effectively, and do more without requiring staff increases.
Impact #2	The reduction in duplicate paperwork enabled the Facility Department to cut two staff positions, saving $90,000 annually. The Space Management application is expected to lead to more efficient use of space, potentially reducing capital budget expenditures on new classroom or administrative facilities.
Impact #3	Centralized data and bar-coded equipment have introduced better monitoring of warranties and preventive maintenance practices, resulting in less equipment downtime, lower repair costs, and an expected increase in system lifecycles.

Impact #1

The new facilities and infrastructure platform provided technicians with accurate, real-time access to drawings, work orders, equipment history, and other data via laptops and handheld wireless devices. This allowed them to respond more quickly, work more effectively, and do more without requiring staff increases.

Impact #2

The reduction in duplicate paperwork enabled the Facility Department to cut two staff positions, saving $90,000 annually. The Space Management application is expected to lead to more efficient use of space, potentially reducing capital budget expenditures on new classroom or administrative facilities.

Impact #3

Centralized data and bar-coded equipment have introduced better monitoring of warranties and preventive maintenance practices, resulting in less equipment downtime, lower repair costs, and an expected increase in system lifecycles.

Benefit #1	Annual reduction in administrative costs of $90,000.

Benefit #1

Annual reduction in administrative costs of $90,000.

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Overview

School Board of Sarasota County, Florida, Gains Savings and State Compliance with ARCHIBUS

Operational Impact

Quantitative Benefit