Campuses are one of the most complex forms of environments to manage. Between sprawling campuses, aging infrastructure, and thousands of assets spread across multiple departments, higher education institutions are under increasing pressure to do more with less. When maintenance issues pile up or equipment goes untracked, the result is not just inefficiency; it is risk.
According to the Association of Physical Plant Administrators (APPA), deferred maintenance across North American universities is estimated to cost of billions of dollars. Every broken HVAC system, leaking roof, or outdated electrical panel not only impacts operations but also student safety as well as institutional reputation.
So how can universities move past these issues? The answer is Enterprise Asset Management (EAM).
Why Enterprise Asset Management Matters in Higher Education
As universities continue to expand and age, managing facilities becomes a complex task to consider. Many campuses still rely on outdated systems that don’t communicate with one another. This creates gaps within visibility; now no one has a full picture of asset health, schedules for maintenance, or compliance requirements.
These gaps have very real and large consequences. Incomplete records can further lead to safety risks, failed audits, and repairs that can be costly. Along with this, adding in budget constraints makes it difficult to respond in a timely manner, which can create a cycle of maintenance that is reactive instead of proactive. All of this would end in higher expenses. An Enterprise Asset Management (EAM) solution would in turn, provide a centralized way to track, maintain, and optimize every asset—helping campuses shift to proactive management.
Key Benefits of EAM for Universities
- Centralized Visibility Across Campus
EAM software consolidates all asset information into one platform, covering everything from building systems and lab equipment to utilities and vehicles. This visibility allows departments to make informed decisions about repairs, replacements, and long-term investments.
- Optimized Maintenance Budgets
By prioritizing preventive maintenance, EAM helps extend asset lifecycles and reduce emergency repairs. Over time, this leads to measurable savings and a more predictable maintenance budget. According to Deloitte, organizations that implement EAM can reduce maintenance costs by up to 25% through improved asset visibility and proactive planning.
- Improved compliance and Risk Management
Higher education institutions face strict health, safety, and environmental regulations. EAM simplifies compliance tracking by automating maintenance records, inspections, and audit trails, reducing the risk of fines or safety incidents.
- Stronger Capital Planning
With accurate condition data, universities can align maintenance and renewal decisions with capital planning. The Canadian Association of University Business Officers (CAUBO) reports that aging campus infrastructure remains one of the biggest financial pressures for Canadian universities, with about $17 billion in deferred renewal costs across the sector.
EAM in Action
Implementing an EAM system alters the way campuses operate. Maintenance can be scheduled for when it’s needed, ensuring the equipment is serviced on time. Work orders can be created and tracked digitally, streamlining communications between facilities staff and administrators.
Condition-based tracking allows teams to identify assets nearing the end of life, helping prioritize repairs and replacements before failures can happen. This proactive approach essentially minimizes downtime and enhances safety as well as unexpected costs.
To turn it into action, for example, PSD Citywide helps higher education institutions as well as municipalities implement EAM platforms that centralize data, automate maintenance, and support strategic decision-making across departments.
Integration Across the Campus
A main feature of EAM is how it connects departments that traditionally operate in silos. Facilities, finance, and operations teams can now share real-time data within a single platform.
For example, linking condition data to financial systems helps universities plan long-term capital investments more strategically. When integrated with GIS mapping, EAM takes asset management even further. This allows universities to visualize assets across the entire campus and analyze spatial data to identify the highest-risk areas.
Quick Wins for Facilities Teams
Starting with EAM does not have to be overwhelming; universities can begin by:
- Conducting an audit of high-risk assets to identify immediate priorities
- Digitizing asset data that already exists for easier tracking
- Using EAM to schedule preventative maintenance
Additional quick wins for facilities teams:
- Mapping buildings, floors, and rooms to better understand how spaces are used
- Centralizing facility data to cut down on silos and duplicate work
- Linking assets to their exact locations for faster tracking
- Using mobile tools to update work orders and capture conditions in real time
These small steps lay the foundation for a transformation that can be seen campus-wide, helping institutions toward greater efficiency and transparency.
Managing assets is not wholly about maintenance; it is the overall mission. Reliable infrastructure will support teaching, research, and student life. With Enterprise Asset Management, educational institutions can gain tools to manage resources wisely, stay compliant, and protect long-term investments.
Ready to cut maintenance costs and improve compliance?
Discover how PSD Citywide helps universities modernize Enterprise Asset Management and make smarter, data-driven decisions across campus.
