The client
The client is a leading school whose campus includes student hostels, a swimming pool, a cafeteria and kitchen, and the IT and HVAC systems that keep it running.
Assets in a school see constant wear and tear. Water coolers and fixtures, pool equipment, hostel furniture and kitchen appliances all need regular care, and a breakdown affects students and staff the same day.
The challenge
The school had to keep a large mix of assets working for students every day. Breakages, repairs, pool care and hostel and kitchen upkeep each needed planning and follow-up.
- Frequent asset breakage, with repairs and replacements to arrange.
- Water coolers and fixtures needed regular attention to stay clean and working.
- Critical facilities such as IT infrastructure and HVAC had to stay available.
- The pool needed scheduled maintenance and checks of water quality and chemical levels.
- Hostel furniture and kitchen equipment needed upkeep without disrupting students.
What they set up in Asset Infinity
The school recorded its assets in Asset Infinity and ran breakage reports, preventive maintenance, pool checks and cafeteria stock from the same system.
Breakage reports
Staff record a breakage or damage as a request, and maintenance staff are notified to repair or replace the asset quickly. (Work)
Preventive schedules
Water coolers, fixtures, pool equipment, HVAC, hostel rooms and kitchen appliances have maintenance plans, with history and costs kept for each. (Maintenance)
Pool inspections
Pool checks are inspection checklists with required readings of water quality and chemical levels, and a failed check can raise corrective work. (Maintenance)
Hostel and kitchen stock
Hostel furniture and appliances are recorded as assets, and cafeteria inventory and stock levels are tracked in the storeroom. (Stores)
How it works day to day
Here is how the campus is kept running.
- Staff member: reports a breakage. From the web or mobile app, a teacher or staff member reports the damaged asset with a photo.
- System: notifies maintenance. The maintenance team is notified at once, with the asset and its location attached.
- Maintenance staff: repairs or replaces. The technician repairs the asset or records it for replacement, and the cost goes into its history.
- System: raises planned work. Preventive plans create work orders for water coolers, fixtures, HVAC, hostel rooms and kitchen equipment when they are due.
- Pool staff: completes the pool checklist. Water quality and chemical readings are entered in the inspection checklist. If a check fails, corrective work is raised.
- Kitchen staff: manages kitchen stock. Cafeteria stock is issued from the storeroom, and reorder advice shows what is running low.
- Facilities head: reviews the campus. Reports show frequently damaged assets, maintenance cost and open work, which guide repair and replacement decisions.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Breakages | Repairs and replacements to chase | Reported and sent to maintenance at once |
| Water coolers and fixtures | Regular upkeep needed for hygiene | Scheduled maintenance with history and costs |
| Critical facilities | Downtime disrupted the school day | 98% uptime |
| Pool | Needed meticulous planning for safety | Scheduled tasks and chemical checks, 15% fewer incidents |
| Hostel and kitchen | Furniture, appliances and stock to manage | Recorded assets, stock levels and planned maintenance |
How it rolled out
- Assets recorded. Assets across classrooms, hostels, the pool, the kitchen and critical systems were recorded, so every breakage and repair had a record.
- Maintenance scheduled. Regular maintenance was scheduled for water coolers, fixtures, hostel rooms, kitchen equipment and critical facilities.
- Pool checks defined. Pool maintenance tasks and water quality and chemical checks were set up as recurring work.
The results
- 98% uptime for critical facilities
- 15% lower repair and replacement costs for damaged assets
- 15% fewer pool-related incidents
- 10% higher hostel occupancy through better management and maintenance
- Frequently damaged assets identified from breakage reports.
- Fewer food service interruptions from planned kitchen maintenance.
- Longer life for pool equipment through preventive maintenance.
Why it worked
One system for a whole campus
Classrooms, hostels, the pool and the kitchen share one record of assets and work, so nothing is managed in isolation.
Fast response to breakage
Reports go straight to maintenance, so damaged assets are fixed before they cause wider disruption.
Safety built into checks
Required pool readings and failed-check follow-up keep water quality within safe limits.
Looking ahead
By running breakages, preventive maintenance and pool checks from one system, the school reached 98% uptime for critical facilities, cut repair and replacement costs for damaged assets by 15% and reduced pool-related incidents by 15%.
Students and staff now work and live in a campus that is safer and better maintained, and the school knows which assets need attention before they fail.