University of Dayton

About the client

Challenges

Optimizing workflow efficiency and inventory management were the key priorities for the University of Dayton. It had a sizable team of technicians - approximately 65 individuals - for managing maintenance tasks throughout the campus. As the university embraced modernization and sought to streamline its facilities maintenance processes, it encountered several challenges, particularly in the realm of materials management:

• Cumbersome paper processes: Manual inventory tracking and paper-based documentation resulted in inefficiencies and errors.
• Lack of inventory control: Limited visibility and control over inventory led to challenges in stockroom management and asset tracking.
• Duplication of efforts: Disparate systems required duplicate data entry, leading to wasted time and increased potential for errors.

The university relied on a competitor’s EAM software for its maintenance management needs. However, the system lacked the needed features and flexibility, prompting the university to explore alternative solutions. Introducing a new system required extensive training and adoption efforts among staff to ensure smooth implementation and utilization, adding another layer of complexity to the process.

Solution: Transitioning to WebTMA

In April 2023, the University of Dayton transitioned to WebTMA, a cloud-based computerized maintenance management system (CMMS) by TMA Systems. This marked a significant milestone in its facilities management journey. WebTMA's comprehensive features and user-friendly interface aligned well with the university's needs, offering robust capabilities for materials management, work order processing, and asset tracking. Key aspects of the solution implementation included:

• Barcoding and scanning capabilities: WebTMA introduced barcoding and scanning functionalities, enabling streamlined inventory tracking and reducing reliance on manual processes.
• Integration with procurement: Efforts were made to integrate WebTMA with the university's procurement system, Jaggaer, to facilitate seamless data flow and eliminate duplicate entries.
• Training and support: Extensive training and support were provided to staff members to ensure the successful adoption and utilization of the new system.

Benefits

The University of Dayton's successful adoption of WebTMA underscored the transformative impact of modern maintenance management solutions in higher education settings. It brought about several notable benefits:

• Streamlined materials management: The integration of barcoding and scanning capabilities revolutionized materials management practices, reducing reliance on paper-based processes and minimizing manual data entry. Despite initial challenges in ensuring technician compliance with new procedures, the transition paved the way for more efficient stockroom operations.
• Enhanced procurement integration: By integrating WebTMA with the university's procurement system, Jaggaer, redundant data entry tasks were eliminated, leading to greater operational efficiency. The seamless flow of information between systems facilitated smoother procurement processes, reducing delays and enhancing overall productivity.
• Improved work order management: WebTMA's dashboards and reporting tools empowered the university to monitor and track work orders effectively. With an average of 2,500 to 4,000 work orders processed monthly, the system provided valuable insights into task prioritization and technician performance, enabling proactive decision-making.
• Expanded asset tracking: With approximately 2,800 SKUs tracked within WebTMA, the university gained comprehensive visibility into its assets. This facilitated more informed maintenance planning and resource allocation, ensuring optimal utilization of resources across campus facilities.

Looking ahead, the University of Dayton remains committed to optimizing its facilities management practices with WebTMA. Plans are underway to further refine key performance indicators (KPIs) and leverage dashboards for enhanced accountability and performance tracking. Additionally, the university aims to explore opportunities for collaboration with other institutions, such as Miami University, to exchange best practices and drive continuous improvement in facilities management.

‍