Case Study: Implementation of Tabs CMMS & CAFM at Activate Learning Education Trust

Introduction

Activate Learning Education Trust (ALET), a Multi-Academy Trust established in 2015, oversees six schools and thirty-two buildings. The Trust required a centralised Computer-Aided Facilities Management (CAFM) system to manage various operational and compliance-related activities efficiently. Initial discussions began in the summer of 2023, when ALET explored market and started engaging with various providers of CAFM solutions. During these discussions, ALET and Tabs FM identified the following challenges faced by the Trust.

• Reactive Maintenance/Helpdesk Activities: Lack of a unified system to log and track maintenance issues.
• Planned Preventative Maintenance (PPM): Inefficient scheduling and monitoring of maintenance activities.
• Contract Management: No standardised process for managing contracts.
• Project Management: Difficulty in managing capital projects across multiple sites.
• Compliance and Safety: Need for centralised accident/incident reporting, permits to work, and compliance documentation management.
• Dynamic Risk Assessments: Absence of a streamlined process for surveys and risk assessments.
• Fleet Management: Inconsistent tracking of fleet vehicles for recording elements such as MOTs, Services and general vehicle details.
• Asset Management: No formal process for recording and maintaining a register of building fabric and M&E assets.
• Contractor Management: Lack of a centralised system to manage contractors effectively, leading to inconsistencies and reduced control across the Trust.
• Data Consolidation: Fragmented data processes requiring extensive manual effort to organise.

Solution

Tabs CMMS & CAFM was chosen for its ability to address ALET’s specific needs through its integrated modules and scalable architecture. Key factors influencing the decision included its cost-effectiveness, experience in working with other similar organisations within the education arena, dedicated mobilisation support, and adaptability of the system to the Trust’s workflows.

Implementation Process

The implementation process was tailored to ensure minimal disruption while meeting the diverse needs of the Trust’s schools. The steps included:

• Initial Scoping Visit: A Tabs CMMS & CAFM consultant conducted an onsite visit to understand the system requirements and map out the workflow to suit all schools in the Trust, discuss the data requirements and providing practical advice on completing templates, and identify the training needs of the Trust.
• Remote Consultancy: Follow-up discussions on data templates and training sessions were conducted via Teams, allowing for flexibility, catering for busy diaries, and reducing overheads.
• Data Management: Data templates were drip-fed to the project team for verification and upload. Midway through the implementation, a data structure change required the project team to create custom queries to accommodate the revised requirements.
• Access and Permissions: The system was configured to restrict schools to viewing their own data only, while ALET administrators maintained an overarching view across all schools in the Trust.
• Single Sign-On (SSO): Due to each school having its own domain, separate portals were discussed to support the SSO requirements of each school, ensuring secure and seamless access by school staff.

Key Features Implemented

The Tabs CMMS & CAFM system was configured to support the following features:

• Reactive Maintenance: Streamlined logging and resolution tracking through school-based helpdesk whilst providing overarching visibility for ALET administration teams.
• Planned Preventative Maintenance (PPM): Automated scheduling and reminders for maintenance activities.
• Project Management: Comprehensive tracking of capital projects.
• Compliance Management: Centralised compliance documentation.

The modular nature of the Tabs CMMS & CAFM solution paved the way to roll out the remaining modules when time allows. Namely:

• Asset: Detailed register of assets for each school.
• Safety: Integrated modules for accident/incident reporting and permits to work.
• Contract Management: Centralised repository and monitoring of contracts.
• Fleet Management: Enhanced monitoring and reporting of fleet operations.
• Surveys and Risk Assessments: Dynamic tools for conducting and recording risk assessments.

Outcome

The implementation of Tabs CMMS & CAFM provided ALET with a centralised and scalable facilities management solution. Key benefits include:

• Enhanced Efficiency: Centralised workflows eliminated redundancies and streamlined maintenance activities.
• Improved Compliance: Comprehensive reporting and monitoring capabilities ensured adherence to safety and regulatory requirements.
• Data Accessibility: Administrators gained a complete overview of operations, while individual schools-maintained autonomy over their data.
• Adaptability: Customisation and system scalability accommodated mid-implementation changes and future needs.

Conclusion

The successful implementation of Tabs CMMS & CAFM at Activate Learning Education Trust demonstrates the system’s ability to meet the complex needs of multi-site educational institutions. By providing a robust and flexible solution, Tabs CMMS & CAFM has empowered ALET to enhance its operational efficiency, improve compliance, and lay a strong foundation for future asset management.