Improving Overall Efficiency

The University of Tennessee, Knoxville is a public land-grant research university. Founded in 1792, full years before Tennessee became the 16th state in the Union, it’s the flagship campus of the University of Tennessee system. Classified as an R1: Doctoral University (very high research activity), the University of Tennessee, Knoxville hosts more than 30,000 students from 50 states and 100 countries.

In 2015, the University of Tennessee, Knoxville rolled-out Archibus as its Integrated Workplace Management System (IWMS). The initial goal behind roll-out was to improve overall efficiency within the university’s Facilities Services Department. While its existing custom Computerized Maintenance Management System (CMMS) was well-designed, the University’s broader system lacked cohesion and a shared workflow process. Archibus’ project management features allowed UT Facility Management to create a standardized workflow, share data, and connect stakeholders to one central database.

The transition from its former CMMS to Archibus’ IWMS didn’t just improve workflow. The efficiency gained was also a deciding factor in keeping the Facilities Services Department in-house when the University of Tennessee, Knoxville considered outsourcing. By keeping Facilities Services in-house, UT eliminated an estimated 700 redundancies to provide better systems service across campuses. It also created real-world impact for the community of Knoxville.

“Without Archibus, UT would not be at the level that they are in terms of facility management capabilities.”

—Shawn Benson, Archibus System Analyst at the University of Tennessee, Knoxville

“Even though we had some [solutions] in the [prior] CMMS system, Archibus has certainly taken us to a much higher level,” Benson noted. “We’re really trying to bolster the amount of preventative maintenance that we do."

—Shawn Benson, Archibus System Analyst at the University of Tennessee, Knoxville

Integration Made Simple

Although the University of Tennessee always understood the importance of a CMMS, Archibus implementation unlocked the ability to bring together data from its existing enterprise software systems under one shared platform. UT was able to tie together vital data from across its tech stack—including through integrations with SAP, ESRI, and Revit—for a more holistic view of total facility demands across each building. Moreover, implementation of Building Information Modeling (BIM) improved access to structural and spatial data, to better inform facility planning efforts. Seamless access to important files across the university’s tech stack has been a key component in boosting Facilities Services’ capabilities, as well as productivity in its everyday tasks.

A Path to Proactive Planning

Archibus out-of-the-box IWMS modules have allowed University of Tennessee, Knoxville to quickly augment facility management needs with seamless, integrated solutions. This robust functionality is allowing it to stretch facilities oversight and shift toward a proactive, preventive maintenance strategy. From a proactive standpoint, Archibus’ Project Management features have enabled UT Facilities Services to improve asset management and reduce the costs associated with on-demand maintenance. For example, maintenance personnel now have access to quick and accurate asset management data through the use of QR codes.

Pivoting Amidst a Pandemic

As the COVID-19 pandemic cast uncertainty onto university campuses, UT’s Facilities Services team became a touchpoint for campus staff, faculty, and students. As stewards for new facility usage guidelines and safe operating protocols, the team relied on Archibus’ IWMS to successfully pivot. Through cohesive data sharing and workflow management, the team met operational demands within the parameters of the pandemic. Floor plans created in Archibus provided University leadership and facility management top-down, informed views for spaces across campus. This, in addition to contact tracing tools.

Challenges

  • UT faced a scattered process workflow across multiple systems and campus locations.
  • Facilities personnel often relied on excel spreadsheets for key aspects of process management.
  • The university lacked a shared process management due to lack of integrations for its custom CMMS.

Archibus Solutions

  • Assets
  • Maintenance
  • Space
  • Capital Projects
  • Portfolio
  • Environmental & Risk
  • Smart Client Extension for AutoCAD & Revit
  • Mobile Framework
  • Performance Framework

Results

  • Improved facility management efficiency to the measure of an estimated 700 redundancies eliminated.
  • Boosted efficiency prompted UT to keep its facility management operations in-house.
  • Seamless utilization of shared data through enterprise tech stack integrations with SAP, ESRI, and Revit.
  • Quick and accurate asset management through the use of QR codes.
  • Improved personnel management via shared calendars, timesheets, and PTO requests.
  • Implementation of Building Information Modeling (BIM), for improved access to structural and spatial data.
  • Improved tracking and management for work orders, parts repair and maintenance.

Facilities Facts

$1B

Projects under design/ construction

294

Knoxville campus buildings

30,000

Enrolled students

700

Knoxville facility workers; 1K+ system wide

5K

Monthly work orders

Managing a World-Class Campus

From day-to-day operations to future planning and preparation, Archibus IWMS continues to ensure University of Tennessee, Knoxville remains competitive as an R1 Doctoral University—one well-managed space at a time.

Archibus is the global leader for managing facilities, infrastructure, and real estate. Our industry leading IWMS provides organizations the ability to gain full insights into their built-environments to reduce costs, optimize operations, and elevate their employee experiences. Our solutions are designed to offer enterprise-level asset management, reporting, data and infrastructure management in a single system.