Case Studies > 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

Company Size

1,000+

Region

America

Country

Canada

Product

ARCHIBUS
Web Central
ARCHIBUS Energy Management
ARCHIBUS Service Desk

Tech Stack

Mobile Technology
CAD Standards
Bar Code Tagging

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Customer Satisfaction
Digital Expertise
Productivity Improvements

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

About The 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.

The 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.

The 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.

Operational Impact

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.
Space utilization reporting was streamlined, allowing school principals to complete online surveys through ARCHIBUS, replacing the previous paper-based process.
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.
The CBE replaced obsolete energy-monitoring systems with ARCHIBUS Energy Management, improving energy management and monitoring capabilities.
The integration of the CBE's facilities reservation system with the City of Calgary's central IT system enabled direct booking of school rooms by community groups, enhancing community engagement and resource utilization.

Quantitative Benefit

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