Archive for year: 2023

Last updated on 3 October 2023

The FMSD is the new online process that enables people to report maintenance jobs across the estate, and informs those who carry out the work what the jobs are. It is an integrated workflow management system.  

The Facilities Directorate bought the system from Planon, a company that offers a range of software products. They chose their Computer Aided Facilities Management (CAFM) software because it focuses on asset and maintenance management.  

The University uses the Planon system for other activities, including desk booking and space management. 

This is the first implementation of the Planon maintenance function. The next will support the University’s Health and Safety requirements. 

Is the system live?

No not yet. There is a huge amount of work going on to enable the system. Much of this is around the interface of the CAFM software with SAP and other University online systems.  

The system is housed on the Estates website and requires the design of a complex webpages linking to the CAFM software housed on the Planon website.

Who uses the FMSD?

• Staff who would usually contact the Estates Helpdesk via phone, SAP or email to report a maintenance issue. 
• Staff who receive and schedule maintenance jobs. 
• The FD’s Maintenance team and external contractors, i.e those who carry out the maintenance and compliance jobs, and their managers.  

What are the benefits of the FMSD?  

Efficiency: 

• Replacing an admin-intensive, paper-based system, the FMSD enables the assignment of jobs to colleagues such as plumbers and joiners working in the Maintenance team through their mobile device . 

Transparency: 

• Staff will be able to view maintenance jobs raised in their building in the system meaning that that facilities managers and others can plan, execute and monitor all activities involved in reactive and planned preventative maintenance. 

User-friendly:  

• People logging jobs enter the system through a webpage that has clear icons prompting a set of questions related to the types of jobs. 

Enables Health & Safety: 

• Supports the FD in keeping buildings and assets in the required technical and functional condition. A safe workplace enables everyone to do their jobs effectively. 

Environmental  

• Well-maintained facilities use less energy and produce less waste.  

Helps achieve business objectives: 

Aim three of Our Way Ahead: 

• We will deliver our services staying focused on the needs of our communities and on environmental and financial sustainability.  
• We will focus our services to reflect the expectations, needs and experience of students, staff and the wider University communities while ensuring they operate in an efficient and sustainable way. 
• Shaping our services to be focused on the experience of the user, we will continually look at opportunities to improve service delivery. 

Read the Facilities Directorate business plan – Our Way Ahead.

Last updated on 22 September 2023

Jill Roberts, Head of Cleaning Services, has been given a lifetime achievement at the BICSc Awards ceremony on 21 September 2023.  

The University’s Head of Cleaning Services won the Eric Hill Award, signifying Jill’s hard work and dedication to the Cleaning Services, including steering her team during the Covid-19 pandemic.

The BICSc awards acknowledges the cleaning industry’s success by recognising some of the sector’s brightest stars – with the Eric Hill Award honouring “those with an exemplary contribution in the field of training and education alongside their unrelenting support for the Institute”.   

‘Calmness and authority’ 

Ann Allen, Director of Campus Innovation and Development, said:  

“I’m thrilled about this wonderful recognition for Jill, which is thoroughly deserved. During her time at the University, she has led Cleaning Services from strength-to-strength, recently introducing an industry-accredited training scheme to maintain and develop her team’s outstanding professionalism. She steered her team through the challenges of the pandemic with calmness and authority.   

“Cleaning Services are essential to the smooth running of the University, and I couldn’t be more pleased for Jill that she has received this award.”