The University of Edinburgh: Educated FM Solutions

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Download: Uni of Edinburgh: Educated FM Solutions Case Study

Web Based Technology generates Substantial and Quantifiable Benefits

- Winners of the e-business Category PFM Awards 2004

The University of Edinburgh is using 21st Century IT to help manage the estates and buildings at its historic 530,000 square metre site in the heart of the city. The EBIS Estates & Buildings Information System, based on market-leading technology supplied by Mass, is being used to provide facilities, financial, space and asset management information to all departments via the Intranet.

university estate building management The University estate comprises more than 200 major academic buildings, plus residential halls and flats for more than 5,000 students. In addition, there are 1,700 hectares of open space used as playing fields, agricultural land and landscaped areas. The Estates and Buildings Department manages these properties and land, and employs 750 staff, plus external contractors.

The development of EBIS in partnership with Mass stemmed from the University’s requirement for a fully integrated and accurate estates database.

EBIS comprises a range of fully functional web-based applications for Space Utilisation, Room Booking, Building Maintenance Management, Helpdesk and Project Cost Accounting. Wireless technology is also being used to track estates and buildings information remotely.

EBIS Booking EBIS is generating considerable business benefits for the University in terms of increased efficiency, improved customer service and cost savings.

Operational achievements with EBIS to date include:

System access by 100 core users and 700 authorised web users
98% of recurring room requests made via the Internet
80% of all reactive job requests carried out via the Internet
530,000 m² of space being managed
Over 830 drawings in the system
More than 51,000 helpdesk jobs processed annually
Over 16,000 purchase orders and invoices issued annually
600,000 rooms booked
Over 400 active projects managed

EBIS Helpdesk These achievements emphasise the very widespread adoption of the Internet-enabled system, which has resulted in considerable benefits all round:

Information is readily available to all staff
Accurate and up-to-date data is assured
Customer service has been improved
The system is state of the art, easy to use and requires minimal support
Working practices have been improved

EBIS Project Cost Accounting Furthermore, EBIS has generated some major strategic benefits:

The University has targeted to reduce its occupied space by 10% by using EBIS
Strategic information can be generated much more quickly and easily
Stock levels have been reduced giving an initial saving of £80,000
Substantial savings on the cost of paper and forms have been made
Budgets are more tightly controlled.

In recognition of these achievements, Mass and the University of Edinburgh won the e-Business category at the PFM Awards 2004 that took place in November 2004.

For further information relating to Mass' Facilities Management Software Solutions, please contact our team either by telephone: 0118 977 8560 or via email: info@mass-software.com.

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