A Tale of Two Facility Managers

November 18, 2015  •  Jamie Gregory

Once upon a time, there were two men who managed facilities for a county and a city in Ohio. They struggled with inefficient facilities management systems, making it difficult to unite city-wide departments, until they implemented a cloud-based CMMS. Read on to learn about their happily ever after.

Their Challenges Before Implementing a CMMS

Dennis Keller, Fairfield County Facility Manager, discussed the challenges faced by his staff, "We were using paper work order forms and PDF email forms to notify my facilities operation staff of maintenance items that needed attention. The public meeting rooms in our various county buildings were scheduled on paper calendars which were difficult to share and not very user friendly or efficient for our county staff. Needless to say there were many times that these items were not handled in a timely fashion and fell through the cracks."

Tom Byrne, Director of Facilities for the City of Groveport, said the following about their former process, "It was pretty much word-of-mouth. I’d walk through the hallway — Hey Tom, I need this...I need this…."

What’s Your Story?

Are these headaches your headaches? Does a lack of organized facilities management create chaos for your widely scattered buildings housing the vital services that keep your city or county running efficiently?

If you have multiple facilities in many locations, putting a new facilities management system in place can be challenging. However, the benefits gained in time and cost savings more than outweigh the obstacles encountered when adopting a new software program.

Things to Consider

Tracking work orders via email, spreadsheets, and paper forms means that jobs may fall through the cracks. A unified system, that’s easy to navigate and enables you to respond to, assign, and resolve requests, is key. It should also keep track of time and money spent, and maintain a database and maintenance history of all equipment, fleet vehicles, and other assets.

A CMMS with robust reporting features makes it easy to track costs and allows you to segment costs by department. It gives you a solid idea of what it takes to keep city services running smoothly, and provides valuable information when budget time rolls around.

Public services like police and fire departments, 911 call centers, animal control, and court systems have bigger issues than worrying about routine maintenance requests. They need to be confident that their facilities are running smoothly so they can get on with their jobs. The right CMMS can do just that and more.

Happily Ever After

Tom Byrne shared the following benefits of using FMX, "It’s helping all of the departments and not just facilities management. We’ve incorporated this into our public works department and our parks department, so we can keep track of what we’re doing throughout the city as far as street maintenance and park maintenance. We can keep better track of fuel usage on our tractors and all our equipment, how much salt we’re using during the wintertime...We’re learning just how much the FMX system can help the City of Groveport."

Watch Tom Byrne’s testimonial video below to see what else he has to say about FMX.


Dennis Keller shared how FMX has provided value for his county, "We have seen a dramatic improvement in the efficiency of tracking and completing maintenance requests, along with the ability to document the time of completion and keep historical cost data for each maintenance request...We also expect to see a cost savings in HVAC and mechanical equipment operations due to the planned maintenance feature included in the FMX system which has helped my staff be more proactive with routine maintenance requirements on critical equipment."

To hear what else Dennis has to say about FMX, check out his testimonial video below.


Tired of waiting for your happily ever after? Start a free trial of FMX today!

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