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Wilsonville’s Public Works Department Makes Managing Facilities Information Easy

Company Profile: The Public Works Department in Wilsonville, Oregon maintains the facilities, public streets, water distribution and sanitation systems for the city.

Industry: Public Works, City

“Having the ability to access all the facilities information visually in a few clicks compared to flipping through hundreds of pages of O&Ms is a night and day experience.” – Facilities Maintenance Technician, Javid Yamin

The Public Works Department in Wilsonville, Oregon is dedicated to providing services that enhance the health, safety, quality of life for the city’s many residents and visitors. Central to this mission is the maintenance of 120,000 square feet of facilities and structures, 94,000 of which are full service structures. With that many facilities to manage, easy access to information is critical to daily operations.

For Facilities Supervisor, Matt Baker, and his team, past methods for finding and accessing the information for those facilities and structures had become too inefficient. The need for a technology to overcome their old methodology led them to discover ARC’s Facility Information Management (FIM) solution.

After seeing FIM in action both Baker and Maintenance Technician Javid Tamin, agreed that the solution was a superior method for obtaining quick and easy access to their facilities information. And the time savings and productivity boost for Wilsonville’s Public Works proved them right, Yamin exclaiming that the differences have been “night and day.”

The benefits have been so invaluable for the team that FIM has been added to the budget Baker told us:

“After seeing the value in this program, we’ve actually had it approved for the next five years in our budget to bring on more facilities and establish FIM as the way we manage these facilities from here on out.”

The Challenges:
They needed a system that could overcome the following challenges:

  • The hassle of thumbing through paper plans
  • A cumbersome digital system
  • Long search times to find information
  • Quickly finding the most current information, e.g., up-to-date As-Builts
  • Quickly and accurately finding past and present information for remodels

The Solution:
FIM provided the Public Works Department with an array of benefits:

  • Touch-based access to all facilities information, current and legacy
  • Easy-to-navigate highly visual and PDF-based dashboard
  • Digitize paper documents
  • Hyperlinked docs, photos, and videos to as-builts and plans

The Results:
Significant gains the facilities team was able to achieve with FIM include:

  • Replace their old fractured paper and digital system for handling facilities info
  • Quick access to emergency shutoffs during a crisis
  • Reduce search times for plans, codes, and cut sheets from 45 minutes to a few minutes
  • Eliminated the need to flip through hundreds of pages (info access in only a few taps)
  • Ensured that team was able to accurately pull up current and past as-builts and plans
  • Increased understanding of the facility systems as a whole

Advice From one Facility Manager to Another

“I’d strongly recommend anyone having the same difficulties we were having tracking down your documents, looking through your plans, searching for O&Ms and cut sheets to take a good look at ARC’s FIM solution.” – Facilities Supervisor, Matt Baker

Learn more about how FIM can improve your facilities management processes. 

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