How Melbourne Girls Grammar automated facilities maintenance

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Switching to a cloud solution has enabled Melbourne Girls Grammar to eliminate email and paper trails, and find new efficiencies in maintenance and management.

Until this year, Melbourne Girls Grammar (MGG) managed service requests manually, via email, which made it difficult to oversee service-level agreements, reporting and analytics on overall operations and performance. Facilities manager Karin Parker says that, despite having a fairly concise method of managing maintenance requests, the process was not conducive to tracking issues.

“Although reliable in many ways,” Parker says, “our paper-based system made tracking issues much harder and we were undoubtedly double handling a lot of information, or wasting time shifting through paper copies for written notes on a job.”

MGG adopted the Urbanise platform in January, which has now proved a useful solution in the midst of a pandemic and shifts to remote learning. Tasks and requests are now automatically assigned based on priority level and available trade, while the platform can identify and monitor trends, ultimately leading to improved efficiencies.

The Urbanise Force mobile app is used for trades, and incorporates voice and photo recognition to collect and provide access to valuable information.

Urbanise global customer development director Ashley Austin says the cloud-based platform aims to optimise both contractor and asset processes by acting as a connection point between the school, suppliers and contractors.

“With such a high standard and calibre of building facilities, it was important for MGG to add an extra element of service delivery by adopting a single repository for all requests for the community. The facilities manager no longer relies on email and phone calls for requests. Rather, if the supplier completes a job, the system notifies the FM alongside notifying the person who requested the job,” Austin says.

The platform also provides access to documented workflows, training materials, data loading tools and project governance templates, as well as a visualisation map view of the school’s grounds and facilities.

“Adapting to suit our educational context, we can now function seamlessly as individuals and as a team,” says Parker. “Urbanise being a cloud-based platform, we have been able to shift our internal staff and contractors to use the app to view, review, notate, add images and track asset-specific information, all while on the move.

“We now have clear visibility on performance, comments, response times and updates, all captured in the one location. From a management perspective, it is a game-changer being able to access critical data such as asset life cycling, budget forecasting, planned maintenance and adherence to compliance requirements.”


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