Facilities management software for schools

The term School Facility Management refers to the set of processes and tools that allow to optimize the management and maintenance practices aimed at buildings, structures, equipment and resources owned by a school.

As in the case of residential buildings (or those intended for production, work and recreational activities of any kind), school buildings, and all facilities and equipment contained therein, are subject to wear and tear and the effects of time, and require periodic maintenance in order to preserve their safety and functionality.

School Facility Management processes make it possible to respond effectively to this need because they offer a strategic and innovative approach to the management of school structures. These processes are based on the use of software and cloud platforms that help Facility Managers to:

• keep an inventory of school resources, specifying their location and conditions;
• assess which of these resources need to be repaired or replaced to minimise equipment loss;
• automatically schedule repairs and maintenance;
• generate and monitor work and service orders;
• keep track of equipment downtime;
• set up preventive maintenance programs;
• check the costs associated with maintenance;
• produce custom reports that offer detailed metrics on which to base future projects.

Among the potentialities of Facility Management, we also find the ability to integrate with Building Information Modeling. The use of properly realized BIM models allows you to manage even more effectively the construction and plant components of a building.

The proper maintenance of school facilities is of fundamental importance because it contributes to the creation of optimized study and learning environments, and ensures the improvement of the overall efficiency of the buildings.

The most important aspects that School Facility Management processes focus on include, for example:

• the management and maintenance of buildings, premises and plants, through regular inspections, inspections and interventions, and also through preventive maintenance actions aimed at drastically reducing the likelihood of breakdowns or degradation in the operation of assets;
• the planning and organization of spaces, which favors the creation of more comfortable and welcoming environments for all users;
• the containment of energy consumption, through conservation techniques that reduce energy expenditure and promote sustainability;
• compliance with health and safety standards, through an adequate risk assessment and the formulation of appropriate emergency protocols that help keep pupils and teaching staff safe;
• the preparation of lists and inventories, which allow to document, track and organize resources of any kind;
• theadoption of preventive security measures, which may include the installation of code-based access systems, CCTV cameras, intrusion alarms, etc.;
• the planning of hygienic-sanitary activities, aimed at cleaning and sanitizing the spaces;
• the creation of purchase orders, for the supply of new equipment;
• the management and monitoring of work order systems for schools, which help to schedule interventions, assign technicians, reduce costs, etc.

All schools should provide a variety of spaces, tools, and resources at every level of education to promote student engagement and achievement, improve school staff productivity, and ensure compliance with safety, wellness, and hygiene standards.

In order to guarantee an effective improvement of school structures and increase the efficiency of the educational system, it is important to orient the implementation of Facility Management in schools towards:

• greater use of technology, to take full advantage of learning opportunities and improve communication;
• a flexible use of spaces, which must adapt to different configurations to host special activities, meetings, conferences, shows, alternative educational programs, etc.;
• the  design of classrooms of adequate size, easily accessible, characterized by good acoustics and lighting, equipped with systems for the control of temperature and indoor air quality, and equipped with state-of-the-art equipment and technologies;
• se of renewable energy to improve energy efficiency and reduce the environmental impact of schools;
• theadoption of security and surveillance measures, to deal with emergencies in the best possible way and ensure the protection of students and staff;
• the formulation of preventive maintenance programs, which allow to anticipate maintenance problems in the structures before they even occur.

The correct implementation of Facility Management in the school environment allows you to:

• reduce costs for the management of facilities;
• significantly extend the life cycle of goods and resources, and improve their quality;
• positively affect students' learning abilities and increase participation in teaching activities;
• simplify the organisation of processes and reduce stress on managers of educational facilities;
• improve the cleanliness, order and safety of spaces;
• encourage communication between employees;
• help staff manage limited resources by identifying priorities proactively;
• improve the appearance of buildings, the operation of equipment and the health of students and staff;
• save energy and protect the environment.