Posted 10th January 2025 by Rob Whalley

Managing Multi Academy Trusts (MATs) through CAFM and CMMS Software

Computer-Aided Facilities Management (CAFM) or Computerised Maintenance Management Systems (CMMS) are software solutions designed to support facilities and estates management across various sectors, including education.

For Multi Academy Trusts (MATs), CAFM or CMMS can provide significant benefits in managing facilities and estates efficiently and effectively. Here’s how:

• Centralised Maintenance Management: CAFM or CMMS allows MATs to centralise their facilities maintenance management process. This means that all academies within the trust can share a common platform for reporting issues, managing maintenance schedules, and booking resources. Centralisation helps streamline communication and ensures that all academies are aligned in their facilities management efforts.
• Improved Communication: With CAFM or CMMS, communication between different academies and the central administration can be enhanced. The software includes features like ticketing systems for maintenance requests, which can be easily monitored and managed. This ensures that issues are addressed promptly, with regular communication updates, visibility and feedback options to cement a solid relationship between staff, students, facilities departments and contractors.
• Data-Driven Decision Making: CAFM or CMMS provides analytical tools that allow MATs to collect and analyse data related to facilities management. By using this data, trusts can make informed decisions about resource allocation, maintenance schedules, and budgeting. This data-driven approach can lead to cost savings.
• Resource Management: Managing resources effectively is crucial for MATs. CAFM can help track the usage of facilities and supplies across all academies. This ensures that resources are utilised efficiently and can also help in identifying areas where resources may be under or over-utilised.
• Asset Management: CAFM or CMMS are invaluable tools for MATs in managing their assets efficiently. Systems centralise data on assets, providing real-time insights that help optimise and maintain asset lifecycles. Integration with proactive/planned maintenance, helps reduce unexpected breakdowns and operational costs.
• Managing Health and Safety: CAFM software helps MATs ensure compliance with health and safety regulations by recording security incidents, accidents and near misses and tracking them through to resolutions. CAFM or CMMS can also record certifications, insurances and training requirements for Contractors and Staff. It’s also worth noting, CAFM and CMMS are great tools to record job related RAMS or risk assessments.
• Compliance and Reporting: Facilities and estates management in educational settings often involves compliance with various regulations and standards. CAFM or CMMS can assist MATs in maintaining compliance by providing tools for tracking maintenance schedules, inspections, and reporting. This not only helps in staying compliant but also provides peace of mind that the facilities are safe and well-maintained.
• Budgeting and Cost Control: Managing budgets across multiple academies can be challenging. CAFM or CMMS offers budgeting tools that help MATs keep track of expenses related to facilities management. By providing insights into spending patterns, trusts can identify areas where they can cut costs or invest more effectively.
• Sustainability Initiatives: Although not the main focus, CAFM or CMMS can support sustainability initiatives within MATs by tracking energy usage, waste management, and conducting audits for environmental factors. This can help trusts implement more sustainable practices across their academies, contributing to a greener future.
• User-Friendly Interface: The software is designed to be user-friendly, which is important when training staff across different academies. A simple interface ensures that all users, regardless of their technical expertise, can effectively use the system for reporting issues and managing facilities.
• Customisable Solutions: Every Multi Academy Trust has unique needs. CAFM or CMMS offers customisable solutions that can be tailored to fit the specific requirements of each trust. This flexibility allows MATs to implement the software in a way that best meets their operational needs.

CAFM or CMMS software can significantly enhance the facilities management capabilities of Multi Academy Trusts. By centralising management, improving communication, and leveraging data for decision-making, MATs can ensure that their academies are well-maintained and conducive to learning. The software’s features can lead to cost savings, compliance with regulations, and even support for sustainability initiatives, making it a valuable tool for educational institutions.

Tabs FM have a wealth of knowledge and experience in supporting the implementation of CAFM or CMMS software for Multi-Academy Trusts (MATs) and other independent educational establishments throughout the UK, and understand the challenges faced when implementing a centralised system. A dedicated project manager is allocated to every installation, offering advice and support for all aspects of the process, including data templates/support and system configuration.

Contact us today (sales@tabsfm.com) to arrange a free demonstration and kick start the process to a better way of working.