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Massey University Case Study

Massey University Case Study

implementing a mobile asset data capture solution

 

About Massey University

Massey University of New Zealand is one of the country’s largest Universities with over 30,000 students and annual revenues of over $500 million. With campuses in three cities across the North Island and assets valued at over $1.5 billion, effective facilities and asset management is a top priority to ensure the long-term success of the institution. 

In 2018, the Asset Information Management Systems (AIMS) team at the university set out to optimise asset data capture processes by implementing a mobile solution. 

The AIMS team understood that an effective mobile solution is about more than just developing an application, but that it requires a full life-cycle approach from design through to management. Therefore, they engaged Certus Solutions to support them through this process – and initial results suggest that it will pay off big time. 

 

 

THE PROBLEM

The decision to implement a mobile asset data capture solution was motivated by four critical problems the university was facing in regards to effective asset management. 

 

1. No single database/register/repository of assets

Having no single database, register or repository of assets meant that it was hard to pull information, reports were not repeatable, requests had to go to various individual managers and requests for information took a long time to compile. 

 

2. Not using Maximo for assets

Massey University had been using Maximo for a long time for work management, including service requests, work orders, purchase orders, invoices, inventory and space management. However, they realised that by not using Maximo for asset management as well, they were missing out on features and functionality that can help significantly improve operational efficiency. 

 

3. Unique take on asset hierarchy

For asset management to work effectively at Massey University, assets needed to be physically located in a location, as well as be a child of a reporting asset parent and that was not possible with the current systems. 

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The solution

In order to overcome these problems, Massey University decided to undertake a development project to increase asset management capability. 

A key element of the project was the development of a Certus mobile application that would run on iPads and is designed to enable physical field inspections. This mobile application is now installed on 30 iPads that are centrally managed by Massey ITS. 

The mobile app provides field workers with basic location audit functionality, to check for missing room labels or different layout/description compared to the plans. Thanks to smart technology, the mobile app either update existing assets or creates new ones.

When information regarding existing assets is entered via the mobile application, asset condition scores route straight through into the asset’s record in Maximo and attribute updates are loaded as service requests. 

If the information entered is connected to a new asset, the condition score and attributes are entered as specification attributes on a new ‘Create Asset’ service record. 

‘Flag Room’ and reporting general maintenance issues, all come through as normal service records, and automation scripts were developed to process asset data upon resolving the service request. 

On top of all that, reporting functionality helps visualise the results and draw insights. 

Massey chose to use wi-fi only iPads with no cellular data or GPS capability. When connected to wi-fi, the information entered via the iPads syncs with Maximo in real-time. If users are not connected, they can still use the mobile application and data will sync once the iPad is online again. 

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