The client
The client is a large university in India with academic buildings, laboratories, hostels, administrative blocks and shared campus facilities.
Lifts, pumps, air conditioning, lab equipment and building services all need regular servicing and quick repairs, and different teams looked after different parts of the campus.
The challenge
Maintenance requests and preventive activities were handled by different teams, which made scheduling and service tracking difficult across the campus.
- No central view of pending, scheduled and completed maintenance.
- Preventive activities were sometimes missed.
- Service records were inconsistent from team to team.
- Repeated follow-ups between facility teams and maintenance staff.
What they set up in Asset Infinity
The university centralized maintenance schedules, work, asset-linked service records and technician activity in Asset Infinity across its campus.
Campus equipment register
Maintainable equipment in academic and residential buildings is recorded by location, each with its own service history. (Assets)
Requests in one queue
Maintenance requests from across campus become work orders with an assignee, a due date and a status everyone can see. (Work)
Preventive schedules
Preventive plans are set up according to campus requirements, and raise work automatically when servicing falls due. (Maintenance)
Maintenance visibility
Dashboards show pending, scheduled and completed work by building, so facility managers see what needs attention. (Insight)
How it works day to day
Here is how campus maintenance runs now.
- Department staff: raise a request. Staff in a building report a problem from the web or mobile app, or by scanning the equipment’s QR label.
- Facility manager: assigns the work. The request becomes a work order, assigned to a technician with a due date. The technician is notified on the mobile app.
- System: raises preventive work. When a preventive plan falls due, a work order is created for the equipment, so routine servicing is not missed.
- Technician: completes the job. The technician follows the checklist, records what was done and closes the work order from the app.
- System: updates the history. Each closed job is added to the equipment’s service history, so the next technician knows what was done before.
- Facility manager: reviews the campus. Dashboards show pending, scheduled and completed work by building, and reminders flag jobs that are waiting too long.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Coordination | Different teams, separate handling | One system across campus |
| Preventive work | Activities sometimes missed | Scheduled plans raise work when due |
| Pending work | Hard to see | Pending, scheduled and completed in view |
| Service records | Inconsistent | History for each piece of equipment |
| Follow-ups | Repeated, by phone and in person | Status visible to everyone |
How it rolled out
- Practices reviewed. Campus facilities, maintenance practices, schedules and pending activities were reviewed.
- Equipment and schedules set up. Maintainable equipment was structured, preventive schedules configured and service history centralized.
- Facility teams trained. Teams were trained on scheduling and maintenance workflows, and schedules refined after review.
The results
- Maintenance activity centralized across academic and residential facilities
- Clearer visibility of pending, scheduled and completed work
- Structured maintenance history for campus equipment
- Fewer manual follow-ups between facility teams and maintenance staff
- Better planning of preventive maintenance across campus systems
Why it worked
One place for every team
Requests and preventive work from all buildings land in the same system, so nothing falls between teams.
Schedules fit the campus
Preventive plans were set to campus requirements, covering academic and residential buildings alike.
History stays with the asset
Service records attach to each piece of equipment, so knowledge survives staff changes.
Looking ahead
The university moved from maintenance coordinated by separate teams to one system across its campus. Preventive work is scheduled, requests are tracked and every piece of equipment keeps its service history.
With fewer follow-ups and clearer visibility, facility teams spend their time on the work itself, across every building and department.