Case Study: CMMS Software Implementation for Schools

INTRODUCTION TO THE CMMS SOFTWARE IMPLEMENTATION PROJECT FOR SCHOOLS

Most people, including us in the past, used to think that equipment and maintenance management software mainly served manufacturing industries. However, this view changed when we were contacted by the leadership team of a leading international university in Binh Duong.

The collaboration to digitize asset management and maintenance activities at the university helped us realize that managing infrastructure assets at educational institutions and schools is far more complex than managing equipment in a manufacturing plant. This complexity lies not only in scale but also in the diversity of equipment and maintenance requirements. If maintenance work is not carried out effectively, it can seriously affect the quality of training as well as the safe educational environment the school needs to provide for teachers and students.

CUSTOMER OVERVIEW

Vietsoft’s customer is Vietnam’s first public international university, with an investment of USD 200 million and a total floor area of approximately 135,000 m2 in Ben Cat town, Binh Duong. The university is currently a member of the German partner university alliance, which includes 36 universities worldwide, and maintains close cooperation with leading engineering and technology universities in Germany’s TU9 group.

IMPLEMENTATION MILESTONES

Implementation milestones:

PROJECT SCALE

In terms of scale, the university needs to manage: 16 buildings, including administrative buildings, lecture halls, libraries, laboratories, functional classrooms, and auxiliary facilities…

• 01 central air-conditioning system
• 01 transformer substation
• A total of 1,860 infrastructure assets
• The number of system users, including contractors, is 27

OPERATIONAL RESULTS

After 02 months of implementing EcoMaint CMMS software, the university recorded significant improvements in equipment maintenance management. Below are the key results:

• Preventive maintenance tickets decreased by 49.1%, demonstrating that the software helped optimize maintenance processes, reduce the number of tickets that needed to be issued while still ensuring work efficiency, and ease the workload for the maintenance team.
• Breakdown repair tickets decreased by 63.2% is one of the most impressive indicators, illustrating the success of EcoMaint CMMS software in preventing equipment failures and improving operational efficiency. This sharp decrease not only helped save costs but also strengthened the availability and stability of the school’s facilities.
• The ratio of breakdown tickets to total tickets decreased by 22.9%, showing the clear impact of effective preventive maintenance planning and execution. The university is gradually shifting from post-failure repairs to proactive maintenance work before failures occur, thereby optimizing time and resources.