Problems We Solve

Problems We Solve

Top Problems Facility Insite Solves

Problem #1

The issue:

Key information is lost during staff turnover.

Why it’s a problem:

Planning and facility data is often managed by whoever was responsible for the last bond or assessment endeavor instead of being centrally stored. That results in critical information being packed into complicated Excel spreadsheets scattered across flash drives, individual Google folders, or physical files. When those employees leave –– especially if a transition is unexpected –– that data leaves with them. Their successors often have no idea what has been stored where. As a result, that information has to be re-assembled from scratch, often a time and labor-intensive process that can delay your bond planning.

How Facility Insite can help:

Facility Insite gives the school district true ownership of its information by keeping it in a secure, cloud-based centralized digital repository that the school district owns. Never again be dependent on architects or consultants to give you the data that should be yours. Eliminate the hassle of trying to track down former employees to recover key information. You’ll be able to get new personnel up to speed quickly on day one, whether it’s data for every facility in the district or details on the lifecycle of critical assets on specific campuses. No information will ever be more than a few clicks away.

Solutions:

Problem #2

The issue: 

No clear understanding of short and long term district needs.

Why it’s a problem: 

School districts do not always have high level, transparent visibility into the issues that they are facing and the needs that their different campuses have. Districts need to understand the short and long term needs from both a macro (district-wide) or micro (campus) level that exist in order to manage and allocate attention towards issues with varying timelines and critical cost. These shortcomings can cost districts time and money in the future when sudden issues arise that were not adequately addressed and planned for. 

How Facility Insite can help: 

Facility Insite gives district leaders the ability to easily organize, track, and manage critical data about the true state of facilities, whether it’s the health of an HVAC system or the condition of a roof. Armed with that information, leaders have the drill-down visibility they need to identify and prioritize capital improvement needs by cost, timeline, or campus.

Solutions:

Problem #3

The issue:

Facility assessment data is stored in a way that is not operationally effective.

Why it’s a problem:

Current assessments are a gauge of the conditions of different elements that make up your facility. School districts need that information to be captured so that needs can be properly prioritized and planned for. If you have assessment data that is lying around or being stored on a random USB drive, it isn’t being put to use. At a minimum, prior assessments should be easy to access and utilize for comparative purposes on all future assessments. Having access to prior observations, notes, and photo content is critical to the current assessor’s ability to analyze current conditions in real-time. School districts need to utilize that critical information to make better decisions and make that data actionable.

How Facility Insite can help:

Facility Insite gives districts a centralized location to store your assessment data so that you may reference it any time, anywhere. Your assessment data becomes operationally effective when members of your team are able to easily and seamlessly access assessment information at a moment’s notice. Capturing and utilizing assessment data is a process that is a cornerstone of the growth and success of districts and their facilities.

Solutions:

Problem #4

The issue:

Data is managed through Excel which is not collaborative or auditable.

Why it’s a problem:

School districts often utilize Excel spreadsheets to record, track, and manage their facility and assessment data. Spreadsheets can be susceptible to input errors and are not auditable for a summary of ongoing changes. Teams that often use Excel can run into massive issues from the slightest adjustment to a formula, which means lost hours of productivity, unnecessary confusion and frustration. Excel or spreadsheets introduce the threat of file corruption and formatting issues and quite honestly, data being lost entirely.

How Facility Insite can help:

Facility Insite was built to give school districts a better solution than storing information in an endless parade of spreadsheet cells. We created this tool specifically for schools while working with districts to create a facility data and school bond planning tool. It is a proven process meant to give school districts consistency with organizing, tracking, and managing facility assessment and bond planning data now and in the future. It gives teams continuity by ensuring that critical information is always stored in a central digital repository and accessible at a moment’s notice.

Solutions:

Problem #5

The issue:

Not capturing critical information right when renovations occur or new schools are opened.

Why it’s a problem:

When schools first open you have access to the cleanest data that you will ever have pertaining to that facility. Even when renovations are complete, your data is important to capture so that you have clean data that has never been manipulated or changed. Most districts don’t realize the importance of capturing the value of that data and storing it in a central repository for seamless and easy access. This data is important if any issues arise so that you may have specific documentation to be able to hold parties accountable. You never anticipate having to access data after first opening your school, but if an issue emerges, do you have the ability to easily and quickly access the necessary information?

How Facility Insite can help:

Facility Insite gives school districts an edge by having the ability to track and manage data from the school bond planning process all the way through the completion of projects. This allows districts to leverage high level visibility for tracking building systems and the lifecycle of different components of your facility that need to be accounted for. Plus, no matter how new a facility is, there will always be needs that need to be addressed 5, 10, or 20 years down the line. Why not make it simple and easy for today’s leadership team to set future district leadership up for success?

Solutions:

Problem #6

The issue:

No form of accountability on tracking information year over year.

Why it’s a problem:

Without any form of accountability during construction, school districts can be taken advantage of, misinformation given or interpreted, liability issues can arise, and data can be easily lost. Not to mention, timelines for projects can be disrupted and budgets can expand to levels that cost a fortune. Each of these pose grave threats to the success and prosperity of school districts and the legacies of school leaders can be tarnished. This is the unfortunate reality for many school districts around the country.

How Facility Insite can help:

Ensuring that district leaders have actionable, accountable data about the condition and health of facilities should be non-negotiable. Facility Insite gives you the ability to track that critical information over time. That in turn empowers you to make actual data-driven decisions when it comes to capital planning. Create bond packages that consistently win the support of voters while meeting the short and long-term needs of your district. Become a destination district by consistently providing the best learning environments for students and the best working environments for staff.

Solutions:

Problem #7

The issue:

Failure to track the life cycles of critical assets leads to unexpected failures and costs.

Why it’s a problem:

School districts that fail to track the life cycles of critical systems and assets within their facilities will ultimately find themselves running into expensive and often unexpected issues. It is important to be able to assess the condition of assets such as HVAC units, roofing systems, security and other critical assets so that you can prepare and budget time and money towards replacing these systems whenever they reach the end of their forecasted useful life.

How Facility Insite can help:

Facility Insite gives schools complete transparency over their building systems as you can track the lifecycle of each of your critical assets across all campuses. This information brings you closer to understanding the overall condition and status of systems at a glance. It allows your district to more effectively prepare and plan for your short and long term needs for each facility. Our tools help school leaders stay in control and on top of key decisions. After all, a failure to properly plan is indeed a plan to fail.

Solutions:

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