Streamlining Operations for Optimal Efficiency
In our webinar, we talked to Benson Hall from Rabun Gap Nacoochee School about how they are using the OperationsHERO’s platform to streamline their maintenance operations.
Rabun Gap is a private boarding school located in Georgia on a sprawling 1,400-acre campus, the school caters to students from pre-kindergarten through 12th grade, with 40% of its 700 students residing on campus. The school’s legacy of self-sufficiency drives its approach to maintenance, with a team comprising a seven member maintenance team and additional housekeeping and grounds staff.
The Need for Modern Maintenance Solutions
Before transitioning to OperationsHERO, Rabun Gap utilized an outdated system called Maintenance Direct (SchoolDude). This legacy system had limited functionality, poor visibility, and a cumbersome user interface, requiring employees to print out work orders manually. The system’s inefficiencies highlighted the need for a more advanced, user-friendly solution that could offer better tracking and seamless operation.
Embracing OperationsHERO
Rabun Gap chose OperationsHERO due to its ease of use, tracking capabilities, and the focus on education. The transition involved a gradual rollout, favoring simplicity to ease users into the new system. The adoption of OperationsHERO began with the core maintenance functions and expanded into housekeeping and campus grounds.
The Concept of Workflows
A significant feature of OperationsHERO is called “workflows”, which enhances flexibility and visibility for each department. Workflows allow schools to customize fields and access levels based on different user roles and statuses. This customization ensures that various departments can use the system efficiently without being overwhelmed by unnecessary complexity.
Assigning Building Managers
One innovative approach Rabun Gap implemented was the use of building managers. These managers are designated individuals, this could be a principle or front desk personnel, who are given approval access for specific locations. This setup ensures they are informed and can effectively oversee the maintenance activities in their specific areas. This method has significantly improved communication and awareness across all the various departments on campus.
Monthly Reports and Data Analysis
Monthly reports have become a cornerstone of Rabun Gap’s operations, providing valuable insights into maintenance activities and operational efficiency. These reports track key categories, project progress, cost, and time drivers. By analyzing this data, Rabun Gap can forecast future maintenance needs and highlight critical areas requiring attention, such as aging HVAC units.
Capturing Assets with Advanced Technologies
A standout feature of OperationsHERO is its AI-driven asset management tool. Rabun Gap utilized this tool to catalog nearly 900 assets, including frequently used washers and dryers in dorms. The AI tool simplifies the process by reading and importing data from nameplates, making it easier to keep asset records up to date. This feature has significantly streamlined asset management, and is also fun to use.
Reporting and Visualization
The ability to visualize data through OperationsHERO’s reporting tools has proven invaluable. Rabun Gap can generate various reports and charts, such as weekly work request trends or category-specific maintenance activities. These visualizations help in understanding operational efficiency and addressing any emerging issues promptly.
Transitioning from Reactive to Proactive Maintenance
The ultimate goal for Rabun Gap is to transition from a reactive maintenance approach to a proactive one. By leveraging the data and insights provided by OperationsHERO, the school aims to emphasize preventive maintenance, reducing the occurrence of problems and improving overall facility management.
Rabun Gap Nacoochee School’s experience with OperationsHERO exemplifies how educational institutions can harness modern tools to enhance their maintenance operations. By adopting a system that offers robust tracking, flexible workflows, and advanced data analysis, schools can significantly improve communication, efficiency, and foresight in facility management.
If you are interested in streamlining your operations, please give us a call. We would love to help you accomplish the same great results.
