Managing public assets like parks, roads, and facilities often involves juggling multiple systems and manual processes. For many agencies, this means dealing with stacks of paperwork, delayed communication, and a constant cycle of reactive maintenance—putting out fires instead of preventing them. But what happens when you unify your operations onto a single, digital platform?
One customer shared their journey of transitioning from paper-and-pencil methods to AssetWorks Enterprise Asset Management (EAM). Their story highlights how integrating their systems didn’t just streamline workflows—it transformed their entire approach to asset management. By expanding on their initial success with the Fleet module, they created a unified system for Facilities, Roads & Streets, and Parks & Grounds, leading to improved efficiency, boosted morale, and a shift toward proactive maintenance.
Choosing Unity: Why One Platform Made Sense
The decision to adopt a new system is never easy. For this organization, the choice to go with AssetWorks EAM was heavily influenced by their positive experience. Their fleet department had already successfully rolled out the AssetWorks Fleet module two years prior, seeing significant gains in managing their vehicle assets.
When it came time to find a solution for other departments like facilities, roads, and parks, the logic was clear. Why introduce a new, separate system when you could build on a platform that was already working?
Key reasons for choosing a unified platform included:
- Proven Success: The positive results from the Fleet module gave them confidence in the software’s capabilities and the support behind it.
- Consistency Across Departments: The goal was to bring Facilities, Roads & Streets, and Parks & Grounds onto the same page. A single system ensures everyone is working with the same data and processes.
- Simplified Operations: Rather than managing multiple vendors and software solutions, they could consolidate everything under one umbrella. This simplifies training, support, and daily operations for everyone involved.
By unifying their asset management, they ensured that every department—from fleet to facilities—could operate with the same level of efficiency and insight.
The Digital Leap: Ditching Paper for iPads
Before implementing AssetWorks EAM, the team relied heavily on traditional methods. Work orders and preventive maintenance schedules were handled with pencil and paper, making it difficult to track progress, access historical data, and communicate effectively.
The transition to a digital solution was a major step forward. The agency equipped its service staff with 80 iPads, completely modernizing how work is assigned and managed.
Here’s how it works now:
- Instant Work Orders: All work orders and preventive maintenance (PM) tasks are sent directly to the staff’s iPads in the field.
- Real-Time Updates: Technicians can add notes and updates to work orders as they complete tasks. This information is immediately visible to supervisors and other team members.
- Accessible History: Need to know the maintenance history of an HVAC unit or a piece of park equipment? With a few taps, staff can pull up past work orders to understand recurring issues and make more informed repair decisions.
This shift has a direct impact on customer service. When a resident or another department asks for an update, the team can provide a clear and accurate answer based on the real-time notes in the system. They can see what’s been done, what’s in progress, and what the plan is.
Boosting Morale and Building a Proactive Culture
The benefits of a unified EAM system go beyond just operational efficiency. It has a tangible effect on team morale and the overall work culture. For staff on the ground, having data to back up their observations is empowering.
When a piece of equipment repeatedly causes problems, the system provides a clear record of every repair and every note. This data helps build the case for replacement or more significant repairs. The team can clearly demonstrate the issue and present a data-driven plan to fix it permanently.
This transparency creates a sense of progress and control. Team members know their concerns are being seen, tracked, and addressed. They can see an “end in sight” for persistent problems, which boosts motivation and job satisfaction.
From Reactive to Proactive Maintenance
Perhaps the most significant transformation has been the shift from a reactive to a proactive maintenance strategy. Like many public agencies, this organization was often stuck in a cycle of “putting out fires”—responding to equipment failures and urgent repair needs as they happened.
With AssetWorks EAM, they can now focus on preventive maintenance. The system allows them to create and manage detailed PM schedules for all their assets, from building facades to HVAC equipment. Instead of waiting for something to break, they are staying ahead of potential issues.
This proactive approach means:
- Less “Busy Work”: Teams spend less time on emergency repairs and more time on scheduled maintenance that prevents those emergencies from happening.
- Extended Asset Life: Regular, planned maintenance helps keep equipment running efficiently for longer, maximizing its value.
- Better Resource Planning: With a clear view of upcoming maintenance needs, managers can better plan for staff time, parts, and budgets.
By moving from a reactive to a proactive model, the agency is not just fixing problems—it’s preventing them. This leads to more reliable facilities, safer public spaces, and more predictable operational costs.
A Smarter Way to Manage Your Assets
This customer’s experience shows that implementing an EAM system is more than just a software upgrade; it’s a strategic move toward smarter, more efficient government operations. By unifying their fleet, facilities, and public works departments on a single platform, they gained real-time visibility, improved communication, and empowered their teams.
If your organization is looking to move beyond paper-based systems and reactive maintenance, it may be time to explore what a unified EAM solution can do for you.
