Five Most Common Maintenance Triggers in University Facilities

University facilities require a great deal of communication between departments and teams, as well as a lot of (literal) ground to cover. As a result, university facility managers often feel constantly pulled in different directions.

How are software maintenance tasks triggered at schools and universities? Here are five common maintenance issues, and how CMMS can help.

Types of Maintenance Triggers


University facility maintenance teams are responsible for the safety of students, faculty, staff members, as well as their own safety. Additionally, maintenance professionals must quickly respond in an emergency, such as bad weather; unplanned breakdowns to a major facility asset, like an HVAC system; and smaller unplanned events. 

Safety requires a comprehensive preventive maintenance plan for schools to ensure manufacturers’ recommended maintenance tasks happen on time. All these safety issues require a lot of documentation, particularly for creating procedures and recording maintenance activities. Our customers use MPulse CMMS software to…

  • Update safety procedures
  • Document safety training
  • Publish safety data as a reminder to employees
  • Standardize checklists for scheduled inspections
  • Create a paper trail showing preventive measures
  • Detail emergency procedures in case of a natural disaster or other incident.


University maintenance teams often are responsible for the security of the buildings and grounds they manage. MPulse creates a pass-down of information, so people know who has done what, as well as what needs to happen next when they come on shift.

For example, MPulse Key and Lock Management helps maintenance teams manage and track keys as well as authorized users, reducing the problem of lost or misplaced keys. Additionally, you know who has which keys out and when they are scheduled to be returned, so your team spends less time searching for keys or following up with staff members.


Facility teams often work with multiple vendors on maintaining school facilities. One of the biggest challenges is booking vendors to visit the site and complete PM tasks or repairs. MPulse’s scheduling capabilities give managers the ability to see which maintenance tasks are due and when, as well as keep track of the right vendor to call when the time comes. 

Additionally, MPulse’s work order management features made it easier to approve, assign, schedule, and manage maintenance done by both vendors and internal teams. Your team can also access maintenance manuals, internal documents, vendor websites, and more. All the information is stored within the asset record, so it’s easily accessible the next time around.


University assets require parts and supplies to keep them operating in prime condition. MPulse’s asset management and tracking features keep tabs on everything from computers to security cameras to biometric readers and HVAC systems—and many of those assets require inventory.

MPulse makes it easier to create an inventory control program. That includes monitoring inventory consumption by simply linking part usage to work orders. Your team also can easily check stock levels of any part or supply, as well as track and store vendor information. With MPulse, you know which parts are more beneficial to order on an as-needed basis, which ones you should keep on hand, and which ones need longer lead times.


Preventive maintenance in schools has changed under COVID-19. Now maintenance teams must document completed tasks and inspections to prevent legal action, as well as support changing requirements for insurance companies. Preventing just one lawsuit more than makes up for the price of CMMS software.

More than one university had its paper records become inaccessible during the pandemic as facilities closed. That’s why MPulse customers turned to their CMMS software to…

  • Backup all data to a secure, off-site location
  • Set up secure methods to access data off-site as necessary
  • Maintain a list of equipment and assets
  • Record information about manufacturers, warranties, and insurance policies
  • Keep track of contact information for employees, vendors, emergency response personnel, etc.
  • Support employees on shift during an event

Access to this information is vital when you’re suddenly faced with a pressing need to assess what’s needed to reopen buildings and structures. Additionally, identifying which work orders are related to reopening in your CMMS software will help you quickly create the documentation you need when time is of the essence. 

Have questions? Contact us. We’re here for you.