20 Best Facilities Management Software for Schools in 2022

20 Best Facilities Management Software for Schools in 2022
Imed Bouchrika, Phd by Imed Bouchrika, Phd
Chief Data Scientist & Head of Content

Facilities management is an essential aspect of running an educational institution. By keeping infrastructure and grounds in good shape, schools can provide a safe, conducive environment for learning. Furthermore, according to members of the National Forum on Education Statistics, “Adequate and appropriate learning environments are essential to successful teaching and learning, and providing those instructional settings is a significant component of a school district’s core responsibilities.”

To ensure the proper management of facilities at schools, school districts today can turn to the use of automation. This means the adoption of tools such as computerized maintenance management systems (CMMS), education ERP and enterprise asset management software (EAM). These tools can help streamline preventive maintenance while ensuring a safe learning environment for teachers and students.

This article lists 20 of the best facilities management software for schools today and includes an overview of each product. Hopefully, this guide can help school superintendents and administrators find the one software for their needs.

Best Facilities Management Software for Schools Table of Contents

Key Facilities Management Software for Schools Statistics

Over the years, a few major studies and reports have explored the state of school facilities in the United States. Though not all these studies present recent data, most findings focus on the quality of infrastructure and facilities in public schools, as well as the districts’ expenditures on improving these facilities. The statistics below highlight key data about facilities and facilities management in U.S. schools.

  • There are around 84,000 public schools in the U.S., representing 100,000 buildings. (2021 Report Card for America’s Infrastructure (Schools))
  • These buildings are expected to house 56.8 million students by 2026. (2021 Report Card for America’s Infrastructure (Schools))
  • The average school in the U.S. was built around 1968. (International Well Building Institute)
  • 16% of school districts have not assessed their facilities within the past decade. (U.S. Government Accountability Office)
  • 40% of public schools don’t have a long-term plan for facilities maintenance and operations. (U.S. Government Accountability Office)

grade of U.S. public school facilities according to the American Society of Civil Engineers

Statistics on Current Spending on Public School Districts

According to recent data, current spending for public school facilities has been funded by local districts, state governments, and the federal government. However, local school districts bear most of the burden of capital school construction expenses (77%). The U.S. Census of Governments F-33 Fiscal Survey indicates that such expenditures totaled $501 billion in 2019.

The figures below illustrate more details on current spending on public school facilities.

  • Elementary and secondary public schools account for the 2nd largest sector of public infrastructure spending, totaling $293 billion in 2018. (International Well Building Institute)
  • In 36 states, school districts received funding from the state government for school construction or renovation. (U.S. Government Accountability Office, 2020)
  • On average, public school districts have been spending $110 billion annually on maintenance, operations, and capital construction. (International Well Building Institute)
  • Utilities make up 22% of school districts’ maintenance and operations costs. (International Well Building Institute)
  • High-poverty school districts invested 37% less in facilities management compared to low-poverty school districts. (International Well Building Institute)

Source: International Well Building Institute

Facilities Management Challenges Statistics

Despite local districts spending billions of dollars on public school infrastructure each year, reports indicate that these facilities leave much to be desired. Aside from aging buildings, many public school buildings need upgrades for features such as roofing, plumbing, and HVAC systems.

funding gap in the maintenance and capital renewal of school buildings and grounds, USA

According to The School Facilities Maintenance Task Force of the National Center for Education Statistics, “But many facilities problems are not a function of geography or socioeconomic factors but are, instead, related to maintenance staffing levels, training, and management practices.”

  • Around 54% of public school districts need to update multiple building systems or features in their schools. (U.S. Government Accountability Office, 2020)
  • 41% of districts (about 36,000 schools) need to update or replace heating, ventilation, and air conditioning systems in half their schools. (U.S. Government Accountability Office, 2020)
  • At least 20% of public school districts have problems with roofing, lighting, and the safety and security of their systems. (International Well Building Institute)
  • The latest school infrastructure data from the NCES indicates that 24% of overall building conditions in schools were rated as fair or poor. (Alexander & Lewis, 2014)
  • Outdoor features such as school parking lots, fencing, bus lanes, and drop-off areas were rated fair or poor as well. (Alexander & Lewis, 2014)

Why Facilities Management Software for Schools Is Important

Several studies have also explored the impact of school facilities on student learning, and the results indicate that well-maintained buildings contribute to improved student performance and vice versa. For instance, a 2020 study from the University of Utah found that in Salt Lake City Schools, absences are more common when air quality worsens (University of Utah, 2020).

A literature review from the Harvard Schools for Health also found that factors such as water quality, lighting, and acoustics and noise affect student thinking and student performance (Eitland et al, 2019). The statistics below show how the state of school facilities affect learning experience and progress.

  • Students’ performance in academic assessments improved by 17% when in above-standard school buildings. (International Well Building Institute)
  • A study has also found that poor air quality affects math and reading achievement among students. (Marcotte, 2017)
  • A well-maintained workplace reduces attrition in teachers by as much as 25%. (Laubach, 2021)
  • Students who had more exposure to natural daylight achieved 26% faster progress in reading and 20% faster progress in math than students who learned in environments with low natural light. (Pennsylvania State University)

Benefits of Facilities Management Software

By using facilities management software, school superintendents and administrators can better plan and monitor maintenance processes. These tools also help schools track the age and life cycle of building components and equipment to ensure preventive maintenance occurs when necessary. Facility management software also comes in different types—CMMS, EAM software, computer-aided facility management tools, and integrated workplace management systems—so schools can easily find an automation tool that meets their needs.

The School Facilities Maintenance Task Force of the National Center for Education Statistics recommends the use of a CMMS for schools with more than 500,000 square feet of facilities. For such schools, maintenance, scheduling, and asset management become complex enough to require investment in automation tools (U.S. Department of Education).

Below are some figures on the benefits of using facility management software like CMMS.

  • In 2018, 53% of facilities used a CMMS to track maintenance procedures. (Pelliccione, 2021)
  • 80% of CMMS users don’t take full advantage of a CMMS’ features. (Weir)
  • The reported benefits of using a CMMS include: increased maintenance productivity (28%), reduction in equipment downtime (20%), and savings in lower material costs (19%). (Chan, 2019)

Source: Plant Engineering

List of Best Facilities Management Software for Schools

1. BlueFolder CMMS: Powerful, Intuitive Maintenance Management Software

BlueFolder is a CMMS designed to help maintenance teams to maximize efficiency and improve response times. The platform comes with a wide variety of features, including work order tracking, service scheduling, and asset or equipment tracking, all of which can make it easier for schools to track the health of equipment like HVAC systems. BlueFolder also comes with a facility service dashboard that provides a quick overview of assigned, scheduled, and completed maintenance jobs.

Key Features of BlueFolder CMMS

  • Work order tracking management
  • Equipment and asset management
  • Dispatch and scheduling
  • Billing and contracts
  • Mobile use
  • Built-in and custom reports
  • Customizable dashboards
  • Integrations and API

Pricing

BlueFolder is available in three pricing plans:

  • Pro ($139 per month for 3 users, $35 per additional user, per month)
  • Pro Plus ($179 per month for 3 users, $45 per additional user, per month)
  • Enterprise ($325 per month for 5 users, $65 per additional user, per month)

2. Azzier CMMS: Cloud-based Pioneer Software in Equipment Maintenance

Another CMMS, Azzier can help schools maximize the uptime of their facilities and equipment. The platform enables more efficient maintenance management, helping users schedule and execute preventive maintenance procedures to extend the lifespan of their equipment. Azzier also comes with planning tools to ensure easier scheduling and project management and provide 24/7 visibility into scheduled tasks and projects.

Key Features of Azzier CMMS

  • Maintenance management
  • Inventory control
  • Purchasing
  • Project management
  • Scheduling
  • Reporting
  • Administration settings
  • Mobile use
  • System tools and integrations

Pricing

You can contact the vendor for pricing information.

3. MPulse CMMS: World-Class CMMS Serving Over 3,500 Organizations

MPulse is an intuitive CMMS that can help users cut down maintenance expenses, extend equipment life, and improve overall productivity. With this tool, users can make sure they organize workflows for work order management and asset management while staying on top of preventive maintenance schedules. The software also comes with a calendar view so users can easily visualize these schedules.

Key Features of MPulse CMMS

  • Work order management
  • Asset management
  • PM scheduling and tracking
  • Calendar view
  • Parts and supplies inventory management
  • Graphical reporting
  • Barcode scanning
  • Global search navigation
  • Labor resource management
  • Advisor dashboard
  • Media integration
  • Customizable settings
  • Asset status board
  • Condition-based maintenance
  • Purchase requisitions
  • Inventory shopping cart
  • Role based access
  • Datalink integration adapter
  • Single sign on
  • Personal qualification tracking
  • Resource leveling
  • Role-based access control
  • Key and lock management
  • Barcode scanning
  • Mobile device compatibility

Pricing

MPulse CMMS is available in three pricing plans:

  • Professional – $80 per user, per month
  • Advanced – $100 per user, per month
  • Enterprise – $130 per user, per month

4. Q Ware CMMS: Flexible, User-Friendly Maintenance Management for Any Facility

Q Ware CMMS is a comprehensive solution that supports school districts in organizing maintenance operations and ensuring that students and teachers have safe surroundings. The platform does this through features like preventive maintenance scheduling, a built-in request system, asset tracking, and IT management. The platform also offers paid apps for work order management, work scheduling, and inventory tracking.

Key Features of Q Ware CMMS

  • Work requester portal
  • Asset import
  • Vendor management
  • Calendar views
  • Mobile-ready
  • Save reports
  • Labor tracking
  • Unlimited locations
  • Single sign on
  • Asset management
  • Asset barcoding
  • Document library
  • Custom fields
  • Custom report builder
  • Export reports
  • Email notifications
  • Free support
  • Free training
  • Free upgrades

Pricing

Pricing for Q Ware CMMS depends on the number of users and the paid apps chosen for the package. Use of the software is free for 5 users or less.

5. Landport: The Facilities Management Software for Easy, Seamless Implementation

Landport is a maintenance software that helps public or private schools with routine and seasonal facility maintenance. With this software, administrative staff, faculty, janitorial staff, and other school support team members can use a single platform for monitoring maintenance, scheduling jobs, and tracking the lifecycles of equipment. These features make the platform a great choice not only for public and private schools but also larger institutions like colleges and universities.

Key Features of Landport

  • Work order management
  • Preventive maintenance tasks
  • Instant notifications
  • Built-in bid solicitation
  • Service request management
  • Schedule and review tasks
  • Resource scheduling
  • Visitor check-in/check-out
  • Warranty tracking
  • Asset cost management
  • Automated request routing
  • Electronic building logs
  • Multi-location

Pricing

Pricing information is available from the vendor.

6. Ramco EAM: Enterprise Asset Management Software Powered by AI and ML

Ramco EAM (enterpise management software) is designed to enable effective maintenance management through advanced technology such as artificial intelligence and machine learning. Through AI, the platform offers features such as smart defaulting and universal validation, which make it easier for administrators to schedule maintenance. AI and ML also support more efficient predictive maintenance by sending triggers that help prevent equipment failure.

Key Features of Ramco EAM

  • Project management
  • Planning and budgeting
  • Asset management
  • Preventive maintenance
  • Predictive maintenance
  • Service management
  • Work logs
  • Fault reporting
  • Workforce management
  • Smart recommendations
  • Anomaly detection
  • Self service reporting

Pricing

RAMCO EAM is available at customized pricing, information on which you can get from the vendor.

7. AssetWorks EAM: The EAM Software for Innovative, Practical Maintenance

AssetWorks EAM is a software that supports schools in organizing workflows such as asset management, work order management, and even fleet management. The platform also comes with plenty of reporting and analytics features. Through these features, users can easily view relevant metrics on a dashboard and create detailed reports as needed.

Key Features of AssetWorks EAM

  • Asset management
  • Work order management
  • Service requests
  • Automatic service request tracking
  • Historical tracking
  • Preventive maintenance and inspections
  • Scheduled maintenance and inspections
  • Fleet management
  • Crew/technician management
  • Work assignments
  • Asset performance assessment
  • Scheduling
  • Calendar functionalities
  • Standard reports
  • Ad-hoc reports
  • Dashboard KPIs
  • Mobile app

Pricing

Pricing information is available from the vendor.

8. Aptean EAM: A Comprehensive EAM Solution for Improved Operational Efficiency

Aptean EAM dashboard

Aptean EAM is designed to maximize asset performance while lowering costs. Through the platform, users can efficiently manage maintenance processes, including predictive, preventative, and corrective maintenance. The software also centralizes work order requests into one platform for easier management. A self-service request feature also lets faculty and administrators submit work requests even from their mobile phones.

Key Features of Aptean EAM

  • Corrective maintenance
  • Preventative maintenance
  • PM master plans
  • Predictive maintenance
  • Work order management
  • Automated alerts for work orders
  • Inventory management
  • Purchasing
  • Resource management
  • Flexible work scheduling
  • Event tracking
  • Analytics
  • Self-service work requests
  • Mobile approvals

Pricing

You can contact the vendor for pricing information.

9. IFS World EAM: Full-Featured Platform with 100% Open API

IFS World EAM is a full-featured platform that can help schools become more productive at asset planning, maintenance, and scheduling. The software can standardize these processes so maintenance activities can be executed more efficiently. In this way, schools can always keep equipment such as HVAC systems and lighting working perfectly. The platform also serves as a single source of truth for data on infrastructure and assets, maintenance history, and maintenance best practices.

Key Features of IFS World EAM

  • Asset planning
  • Asset maintenance
  • Scheduling
  • Asset data storage
  • Contract management
  • Cost visibility
  • Predictive analytics
  • Preventative maintenance

Pricing

Get in touch with the vendor for a demo and details on pricing.

10. Dematic Sprocket: Web-Based EAM with a Modular Architecture

Dematic Sprocket is an enterprise asset management software designed to automate maintenance management processes. This EAM is designed to be flexible, with powerful capabilities for asset management, preventive maintenance, and routine inspections. The software also provides reporting capabilities and dashboards to help school administrators track maintenance history. Demotic Sprocket can also be hosted onsite or offsite depending on user preferences.

Key Features of Dematic Sprocket

  • Work management
  • Asset management
  • Preventive maintenance
  • Routine inspections
  • Reporting and dashboards
  • Inventory control
  • Mobile maintenance
  • Meters and alerts
  • Fleet management
  • Integrations with ERP systems
  • Mobile user interface

Pricing

Pricing information is available upon request from the vendor.

11. TrackplanFM CAFM: Award-Winning CAFM Solution with 3 Mobile Apps

TrackplanFM CAFM is a computer-aided facility management (CAFM) software that can help schools become more proactive at preventive and predictive maintenance processes. Through the software, users can create work orders or service requests for different locations. These jobs can be assigned to single or multiple resources, who can add notes to requests once they’re completed. For added convenience, users can view summaries of maintenance performance through a dashboard.

Key Features of TrackplanFM CAFM

  • Quick job creation
  • Job control
  • Scheduler
  • Planned work/compliance
  • Multiple sites and locations
  • Job requests
  • Budgets and costing
  • Notifications and alerts
  • Contractor management
  • Document storage
  • Inspection/checklists
  • Asset management
  • Projects and tasks
  • Image capture
  • GPS location stamps

Pricing

Pricing for TrackplanFM CAFM depends on various factors, including the number of reactive and planned maintenance jobs expected over the next 12 months, the number or sites and buildings, and the number of electronic forms users expect to issue. You can contact the vendor for pricing information.

12. SpaceIQ: CAFM for Data-Driven Facilities Management and Space Planning

SpaceIQ is another CAFM tool that supports schools and universities in more efficient space planning and request management. The platform enables a centralized request queue across all users and provides a Workplace System of Record that helps consolidate facility management data. The software also supports ad hoc creation of reports and costs analysis.

Key Features of SpaceIQ

  • Workplace management
  • Space planning
  • Real-time data exchange with ERP systems
  • Detailed asset information
  • Centralized request queue
  • Online and email status updates
  • Dynamic dashboards and reports
  • Ad hoc reporting and costs analysis
  • Export to Excel

Pricing

Contact the vendor for a demo and pricing information.

13. Planon: Integrated Solutions for Easier Campus Management

Planon is included on this list of the best facilities management software for schools in view of its open application platform designed to help a wide variety of organizations manage facility maintenance and streamline asset management. For instance, through its asset management features, school administrators and faculty can address workplace issues more efficiently through reactive work orders. A built-in maintenance plan viewer also provides increased visibility into maintenance schedules.

Key Features of Planon

  • Reactive work orders
  • Predictive maintenance
  • Preventive maintenance
  • Objective-based maintenance
  • Graphical resource planner
  • Asset lifecycle management
  • Resource planner maps integration
  • Maintenance plan viewer
  • Project management
  • Health and safety management

Pricing

You can get in touch directly with Planon for a demo and detailed pricing.

14. WebTMA: Modular Asset Management Software with Flexible Deployment

WebTMA is designed to be a comprehensive maintenance management solution. As such, the platform helps users efficiently manage work orders and develop a customized preventive maintenance program. Real-time data on maintenance procedures can also be viewed on the platform’s dashboard. To enhance the platform’s functionality, users also have the option to add modules for request management, time management, custodial management, and room and general inspections.

Key Features of WebTMA

  • Work order management
  • Request management
  • Asset management
  • Project management
  • Room inspections
  • General inspections
  • Key management
  • Custodial management
  • Grounds management
  • Event scheduler
  • Facility scheduler
  • Mobile solutions

Pricing

You can contact the vendor directly for a demo and pricing.

15. CAFM Explorer: End-to-End CAFM Software with a User-Driven Design

CAFM Explorer is a platform designed to help schools and other organizations improve maintenance management processes. Through the software, users get increased visibility into the status of assets and facilities. In this way, users can preempt potential issues and automate work orders and service requests. The platform also comes with an asset register where users can record detailed information on assets, including location and maintenance history.

Key Features of CAFM Explorer

  • Preventative maintenance
  • Automated task assignment
  • Help desk
  • Dashboards and reporting
  • Asset register
  • Health and safety management
  • Document management
  • Simplified reporting

Pricing

You can directly reach out to the vendor for detailed pricing information.

16. Gensler Wisp: Cloud-based Space Management for Modern Workspaces

Gensler Wisp works as an intuitive platform for more effective workplace and space management. With the platform, users can ensure that spaces are efficiently utilized and create long-term plans for facility management and maintenance. The software also comes with built-in reporting and analytics capabilities to improve visibility into the utilization of spaces and facilities. Users also have the option to view general performance summaries or drill down into details for deeper analysis.

Key Features of Gensler Wisp

  • Space management
  • Floor plans
  • Reporting and analytics
  • Move management
  • Space planning
  • Wayfinding
  • Cloud-based deployment

Pricing

Contact the company directly to schedule a demo and learn about pricing.

17. PACS IWMS: Intelligent IWMS for the Entire Management Lifecycle

PACS IWMS is an integrated workplace management solution that helps users improve the productivity and efficiency of a wide variety of workflows, including facility management. Through this software, users can set up customized work processes that improve visibility and accountability across the organization. The platform also comes with an audit history feature to give users the ability to track progress and other changes in workflows.

Key Features of PACS IWMS

  • Customized workflows
  • Integrated help
  • User administration
  • Role-based permissions
  • Critical date management
  • Audit features
  • Third-party integrations
  • Hosted on Google Cloud
  • SSO and multi-factor authentication

Pricing

You can contact the vendor directly for information on pricing.

18. Curo: Asset Management Software for the Most Demanding Environments

Curo is designed to support easier management of assets and facilities. The software helps users manage processes for recurring and preventive maintenance as well as procedures for servicing equipment. The platform also comes with built-in GPS technology, making it easier for users to specify exactly where work needs to be done and attach location information for each work order.

Key Features of Curo

  • Maintenance request management
  • Recurring maintenance
  • Preventive maintenance
  • Equipment servicing
  • Work order management
  • Installation management
  • Coordination with vendors and contractors
  • Checklists
  • Photo confirmation for tasks
  • GPS location technology

Pricing

You can call the vendor directly to get pricing information.

19. eBASE: All-in-One Solution for Optimized Facility Operations

eBASE is a facility management software designed to improve common FM processes such as work order lifecycle monitoring and inspection management. Through the platform, users can easily create work orders through any computer or mobile device and track these work orders to completion. The software also provides features for digital logbooks and log records, making it easier for users to track processes like health and safety inspections.

Key Features of eBASE

  • Work order management
  • Digital logbooks
  • Form logic
  • Inspection monitoring and records
  • Project manager
  • Operations manager
  • Compliance records
  • Timesheets
  • Asset manager
  • Lock and key manager

Pricing

eBASE offers customized pricing, so interested users can contact the vendor to get more information.

20. SAP Cloud for Real Estate: Centralized Space Management Software with Analytics Capabilities

SAP Cloud for Real Estate is a building and space management software that helps users establish a single source of truth for facility management and maintenance processes. The software supports all space types and uses, including internal and external spaces, so users can easily automate maintenance workflows. School administrators and staff can also add a wide variety of equipment to spaces, including fixtures, lighting, and HVAC systems, for easier tracking.

Key Features of SAP Cloud for Real Estate

  • Support for all space types and utilization models
  • Building master data management
  • Multiple location management
  • Inventory tracking
  • Analytics
  • Equipment and asset management
  • Contract management

Pricing

You can contact the vendor directly for  information on the product’s pricing.

What is the best facilities management software for schools?

With most of the tools on this list having similar features and capabilities, it can be difficult to pick the right facilities management software for your school. A good rule of thumb to go by is that the best facilities management software for your institution is the one that best meets your operational requirements and maintenance needs.

What’s great is that most of the software on this list provide features to streamline common FM processes like work order management, preventive and predictive maintenance, and task scheduling. These platforms also offer robust reporting and analytics capabilities so you can easily record and track information such as maintenance history, equipment downtimes, and work order completion rates. All these features ensure that school district superintendents and administrators get real-time visibility on the status and condition of school infrastructure and grounds.

The needs of academic institutions to track and monitor assets have tremendously outgrown the basic features of school accounting software. Anyone who’s looking closely will see that the complexities of running them has parallelled the developments in many large corporations and governments everywhere.

In many U.S. school institutions, they also have to deal with rogue students and private citizens who are armed to the teeth, necessitating the installation of the best emergency management software.

If you’re looking for more software to improve school operations, you can check out our guide to the 20 best student information systems in 2022.

 

References:

  1. 2021 Report Card for America’s Infrastructure (Schools). (2021, March 25). ASCE
  2. Alexander, D., & Lewis, L. (2014). Condition of America’s public school facilities: 2012-13: First look (2014022). NCES
  3. Bagadia, K. (n.d.). 10 keys to successful CMMS implementation. Reliable Plant.
  4. Chan, R. (2019, May 23). 35 of the most interesting statistics about maintenance and facility management. Upkeep
  5. Eitland, E., Klingensmith, L., MacNaughton, P., Laurent, J. C., Spengler, J., Bernstein, A., & Allen, J. G. (2019). Schools for health: Foundations for student success. Harvard University
  6. International Well Building Institute. (2021). State of our schools report 2021. IWBI
  7. Marcotte, D. E. (2017). Something in the air? Air quality and children’s educational outcomes. Economics of Education Review56, 141-151. https://doi.org/10.1016/j.econedurev.2016.12.003
  8. Pelliccione, A. (2021, April 18). Plant engineering 2018 maintenance study. Plant Engineering
  9. Pennsylvania State University. (n.d.). The importance of school facilities in improving student outcomes. Penn State
  10. Laubach, S. (2021, February 18). School facilities management: Action items to improve your facility. FMX
  11. U.S. Government Accountability Office. (2020, June 4). K-12 education: School districts frequently identified multiple building systems needing updates or replacement. U.S. Government Accountability Office
  12. University of Utah. (2020, October 9). School absences correlate to impaired air quality: Even mildly elevated air pollution associated with increase in absences in Salt Lake City. ScienceDaily
  13. U.S. Department of Education, National Center for Education Statistics, National Forum on Education Statistics. Planning Guide for Maintaining School Facilities, NCES 2003-347, prepared by T. Szuba, R. Young, and the School Facilities Maintenance Task Force. Washington, DC: 2003. NCES
  14. Weir, B. (n.d.). Maintenance software (CMMS) implementation. Maintenance World.

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