University of Aberdeen

Tribal was chosen to implement a comprehensive Facilities and Asset Management solution to manage the University of Aberdeen’s estate, assets and maintenance responsibilities. 
 
The University of Aberdeen is today at the forefront of teaching, learning and discovery, as it has been for 500 years. Founded in 1495 by William Elphinstone, Bishop of Aberdeen and Chancellor of Scotland, the University of Aberdeen is Scotland’s 3rd oldest and the UK’s fifth oldest university. 
 
The University has an annual turnover in excess of £200 million, and the capital expenditure programme for the last 10 years totalled £229 million, with a further £167 million to be invested in infrastructure to 2019. Its capital investment programme is well on the way to creating world class facilities, buildings and environment for students, staff and for the communities of the North-East. 

The requirement 

The University’s requirement was to implement a fully integrated Estates Management System to replace their existing systems (including QFM), which were outdated and not integrated with one another and therefore not able to deliver the required benefits. To achieve this the University wished to incorporate, into a single centralised back office system, the functionality to cover: 

  • Reactive Maintenance helpdesk
  • Planned Preventative Maintenance
  • Asset Register
  • Asbestos Register
  • Handheld devices
  • Condition Information
  • Synchronisation of floor and room data from intelligent CAD drawings
  • Leases
  • Valuations 

In addition, the current gap in the exchange of information throughout the University’s Management Information Systems needed to be addressed through integration with their Northgate HR system, Cedar Finance system, and their Pecos (Scottish Government’s e-Procurement System). 

The solution 

A major contributory factor in the selection of the K2 system was the ability to manage the University’s continuously changing environment and any core business system would need to be capable of being adapted to fit any such changes. It was therefore essential that any system procured would give flexibility in terms of it’s configuration to cope with changing requirements. 
 
With the provision of an embedded workflow engine K2 allowed the University to configure the system to fit its own business processes, both now and in the future. Web enablement is a core component of the University’s Information Strategy and ‘self service’ access will be provided for staff and student for key services such as fault reporting. The web is seen as the best medium to provide information and services as widely as possible to staff, students and contractors, for example within the constraints of a security model. As a Smart Client application available over the web, together with the Portal, K2 will provide access, and deliver information to an audience across all campuses and beyond. 
 
K2 was found to be intuitive, consistent, navigable and customisable, providing a property centric screen with access to all areas and data within the system related to a single property from a single screen. 
 
Tribal’s experienced implementation team, supported by software developers and the support and service desk ensured a smooth transition from the University’s existing systems to K2. 

Benefits 

K2 Facilities and Asset Management has provided the University of Aberdeen with a customisable, easy-to-use, and fully integrated back-office solution, resulting in the realisation of a number of key benefits: 

  • K2 offers a consistent view of the entire corporate property portfolio.
  • Duplication of information is reduced, for example through interface from Northgate HR.
  • Staff benefit from a more user-friendly way to access data.
  • Property centric page with access to all integrated information at the click of button.
  • Sophisticated management information and powerful reporting tools allow for better analysis of data.
  • Management users can tailor reports to their exact requirements.
  • The database offers greater flexibility in the way data is stored and structured.
  • Web-access offers all employees access to the university’s property data.
  • Detailed process review and reengineering to maximise benefits of system. 

“The University of Aberdeen chose Tribal K2 through stiff OJEU competition from traditional HE solutions because it met our needs, uses modern technology, and is very easy to use. Clearly one of the best asset management solutions in today’s market.”  
Scott Baptie, Project Manager, University of Aberdeen 

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