CMMS Platform Implementation

 

Enterprise Facilities Management: 12,000 Users, $30M Budget Visibility

  • RPlatform Analysis & Task Mapping
  • RStakeholder Research, Workflow Alignment
  • RVendor Management & Environment Testing
  • RCross-functional Coordination & Integration
CMMS and EAM Platform Implementation

The Challenge

University of Denver needed to centralize facilities management operations across 300+ properties serving 12,000+ campus users (students, staff, faculty). The existing system had 8 corrupt data points, zero budget visibility, and no way to track work orders across trades (HVAC, electrical, plumbing, custodial).

The constraints:

  • Zero centralized documentation
  • Three departments (IT, Facilities, Finance) with conflicting requirements
  • Distributed data ownership (no single team had decision authority)
  • Legacy workflows based on paper processes
  • 14 distinct user groups with different technical proficiency levels

My Role

Platform Implementation & Data Operations Analyst responsible for leading cross-functional CMMS rollout.

Key Responsibilities:

  • Requirements gathering across 15+ departments
  • Platform configuration and workflow design
  • API integration coordination (CMMS, ServiceNow, identity management)
  • Data governance framework development
  • User training and adoption programs
  • Dashboard design and analytics

Approach

Discovery & Requirements (Months 1-2):

  • Conducted 40+ stakeholder discovery sessions
  • Identified hidden requirements not surfacing in formal meetings
  • Translated ambiguous requests into actionable specifications
  • Mapped existing workflows (most were undocumented paper processes)

Enterprise CMMS Workflow Alignment

When leadership asked for “better reporting,” discovery revealed they actually needed:

    1. Prioritized error queues (Remediation dashboards guiding managers step-by-step)
    2. Role-specific dashboards (Repairs Vs Preventive maintenance Vs Scheduled Event Services)
    3. Automated alerts for SLA violations (Reduce response time)