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CONTENTSINTRODUCTION .................................................................................................................. 3
IMPLEMENT NEW FACILITIES MANAGEMENT SOFTWARE ................................. 5
Get Your Key Stakeholders on Board ...................................................................... 6
Identify Work Flow .........................................................................................................7
Configure User Access ................................................................................................. 8
Set a Timeline ................................................................................................................ 9
TRAIN YOUR STAFF TO USE THE NEW SOFTWARE ..............................................10
SEE THE FMX DIFFERENCE ...........................................................................................12
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INTRODUCTION
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Summer is the ideal time—while students and teachers are away—to assess the facilities management program you have in place.
If the answer is ‘yes’ to any of these questions, perhaps it’s time to scrap that old system and find one that is more efficient. Choose a system that:
Is easy to implement and use
Can be customized to fit your requirements
Provides training resources to quickly get your staff up to speed
Has a work order program that enables easy submission and monitoring of requests
Tracks community requests and payments for use of district facilities
Once you have selected the right software platform, everything else will fall into place.
Do request forms have to be submitted via paper
or email?
Is there a long approval process necessary to
fulfill a simple request?
Is there one system for maintenance needs, a
different one for IT requests, and still another for
transportation demands?
Do some of the staff requests fall through the cracks?
Are we losing revenue because local businesses and
community organizations are not charged for the use
of our facilities?
Ask yourself:
Check out our eGuide to learn more
about selecting a facilities management
system.
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IMPLEMENT NEW FACILITIES MANAGEMENT
SOFTWARE
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Get Your Key Stakeholders on Board
Enthusiastic buy-in from your key stakeholders is essential to your success. Once these key players are on board, they can convince the rest of the staff to embrace the benefits of the new system.
Hold a kick-off meeting with your administration and GET THEM EXCITED about a new, easier-to-use facilities management system.
Walk them through the features of the system.
Demonstrate that it will save them time, by providing a one-stop-shop for managing all district operations.
Illustrate how the approval process will be streamlined so that requests are resolved quicker and with fewer bottlenecks.
Check out our infographic to learn more
about obtaining staff buy-in!
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Identify Work Flow
In facilities management, work flow begins when a request is submitted and continues until it is resolved. It designates a specified set of approvers for each
type of request, assigns tasks to the appropriate department and personnel, ensures that requestors
receive periodic email updates, and issues a final notification once the request is resolved.
It is important to determine the best way to
optimize the work flow. Every employee does not
need to see every maintenance or IT request. A
maintenance worker, for example, doesn’t care if
an employee’s computer is down; he just wants to
know if a piece of equipment needs to be repaired.
Using a modular system gives each department
access to only the data they need, which eliminates
distractions and improves efficiency. Although the
work flow can be modified once the system is in
place, getting it right from the beginning ensures a
smooth start.
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Configure User Access
It’s important to define what actions are allowed by which users prior to roll-out of the new system. For example, you may want to have an “Administrator” user type
who can read every maintenance request, while requestors can only read their own requests.
By assigning user types you identify which users can:
See specific organization and personal reports
Add, edit, or delete buildings and resources
Add, edit, or delete equipment
It will be easier for your entire staff to embrace the new system if they understand their roles and permissions.
Create, view, update, assign, or resolve requests (maintenance, technology, transportation, scheduling, etc.)
Access, create, update or retire planned maintenance schedules
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The beginning of the school year is a good starting point to begin implementing the new system school-wide. This ensures that you have a smooth start and maximized benefits throughout the school year.
If you have in-service days for teachers prior to the return of your students, designate some time to introduce the new system and train your staff on how to navigate it. The easier the system is to use, the less time it will take to orient them on the ins and outs of using it.
Depending on the size of your school or district and the number of users you have, it may be a good idea to roll out the new system in stages. A modular approach works well in this situation. It allows you to roll out some modules at the beginning of the year, and others at intervals throughout the year. If possible, however, putting the system in place all at once is the best option.
Set a Timeline
SUMMER
1 2 3 4
FALL WINTER SPRING
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TRAIN YOUR STAFF TO USE THE
NEW SOFTWARE
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If you choose simple, easy-to-use software, even the least tech-savvy people can learn to use it successfully.
A one-page ‘how-to’ document, given to all users, should illustrate how to navigate the system, and the steps to follow to make various requests. The ability to use their existing school log in to access the facilities management system makes it easier.
A software vendor who has an online Learning Center can streamline the learning curve for new users and serve as a refresher for existing users as needed. Here users can receive step-by-step instructions on how to:
Create a maintenance, technology, transportation, or other type of request
Reserve rooms and schedule equipment set-up
Schedule events quickly and easily, avoiding double-booking
Access and/or schedule planned maintenance activities
xx
x
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SEE THE FMX DIFFERENCE
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Saves your staff time
Reduces operating costs
Adds transparency and
accountability into your operations
About FMX: Facilities Management eXpress, LLC is a leading-edge provider of workflow management solutions that empower facilities managers and building tenants to manage resources and equipment easily and cost effectively.
Most school districts continue to use pen-and-paper request forms or a home-grown system that has been in place for years. This presents a tremendous opportunity to increase efficiency using a new system.
Consider FMX. It streamlines room scheduling, building maintenance, technology ticketing, and transportation scheduling. It is easy to implement and use, can be customized to fit your specific
requirements, and has training resources to quickly get your staff up to speed. In addition, it:
See what other schools are saying about FMX and how it has provided value for their districts.
