Fully integrated asset management
University of Potsdam
About the customer
The university was founded in 1991. It emerged from the former Potsdam University of Education and is the largest university in the state of Brandenburg. Approximately 22,000 students are enrolled in over one hundred degree programs in five faculties. The still young university has established itself at three main locations in Potsdam: University Complex I, Am Neuen Palais, Complex II in Potsdam-Golm, and Complex III, the Griebnitzsee campus on the border with Berlin.
In 2005, the central operating unit Hochschulgebäudemanagement Potsdam (HGP) was founded. Its tasks cover all locations, properties, buildings and operational facilities of the University of Potsdam, the Potsdam University of Applied Sciences and the Film University Babelsberg KONRAD WOLF. Around 100 HGP employees are responsible for the university’s property management and operational technology. The HGP manages about 7,500 rooms, 140 buildings, 35,000 facilities and completes about 20,000 work orders per year.
Challenge
The university has quadrupled the number of students in the 20 years of its existence. The central operating unit Hochschulgebäudemanagement Potsdam (HGP) requires an integrated, individually adaptable and expandable asset management system for its university division. This system must be able to map all business processes and manage the growing inventory of buildings and facilities.
The number of our students has quadrupled within 20 years. We have this enormous growth, also in buildings and facilities, under control with IBM Tivoli Maximo.
Solution
IBM Maximo Asset Management with integration of a facility management solution was introduced as the solution. With the first installation, the areas of inventory management and accounting could be merged. IBM Maximo has become the basis for all work processes in the University of Potsdam area of the HGP. Numerous custom masks and additional applications were newly developed with Maximo.
In order and incident management with IBM Maximo, orders are accepted, online, by telephone or by e-mail, with order confirmations, order overviews and billing. Online ticketing can be accessed by the entire university and fault reports can be submitted directly into a screen mask. A message is automatically forwarded to Maximo. At the service center, a dispatcher takes the message and sends it to the appropriate department or janitor. When the job is forwarded, the person reporting the fault receives an automatic notification and can check online for the status of the job.
Recurring orders such as the cyclical maintenance of equipment in accordance with legal requirements are triggered automatically. For tenders, orders and warehouses, budgets are managed, orders and invoices are written and evaluations are generated by building, account and budget. For energy costs, the University of Potsdam creates a site and asset hierarchy to accurately analyze costs for systems, subsystems, departments and sites. RODIAS supported the customizing, the extension and the integration of the solution into processes and systems in the environment.
Benefit
The solution provides the HGP with a homogeneous overall system that can be used to map all business processes in asset and facility management for the University of Potsdam area. The service in fault management is improved by intranet status information to university members. Individual adaptation or new development of applications is made possible with easy-to-learn, integrated tools. In addition, work productivity is increased through multiple reuse of once-entered data in different applications.
IBM Maximo has become indispensable for transparent budgeting. Maintenance or replacement is clearly documented in automated asset books. At the push of a button, the HGP knows which work was performed when, at what cost, and by whom. This creates complete transparency across all cost centers and budgets.