AssetWorks is a comprehensive software solution that enhances how we manage operations and maintenance. Starting with the Operations and Maintenance (O&M) Module, it will transform the way we handle work orders, preventive maintenance, asset tracking and performance analysis.
As our campus grows, so must our capacity to adapt. Modernizing our systems is not just an upgrade—it’s a commitment to efficiency, transparency and excellence. AssetWorks aligns with our core values of stewardship and collaboration, helping us optimize resources and respond more effectively to the needs of our university community.
For Our Facilities Team:
For Campus Occupants:
The implementation process has begun and this site will be updated regularly as we move through the implementation process.
As part of building internal capacity to support AssetWorks long-term, a new System Administrator joined the project team on November 17, 2025, strengthening our technical readiness and daily oversight of system configuration and integrations.
In the future, we will add Technical Specialist positions to further support the IWMS and mobile applications.
Risk Management has formally selected the Key Access and Control Module within AssetWorks, which will support modernized, secure management of campus keys and authorization workflows. A dedicated Keyshop module kickoff meeting is being scheduled for December to begin configuration and integration planning.
This module will integrate with the broader O&M (Operations & Maintenance) implementation but will not impact the overall project timeline.
The project has completed a full Business Process Analysis (BPA) for the Supply Center and Materials Management operations, including updated Standard Operating Procedures (SOPs).
This milestone ensures that inventory, parts management and storeroom operations will migrate smoothly into AssetWorks and align with industry best practices.
The Supply Center and Materials Management functions will be implemented alongside the O&M module as part of the project’s confirmed scope.
The Assessment Needs Analysis (ANA), which will help establish a consistent asset condition assessment program, officially begins December 12, 2025.
This work will provide a foundation for future capital planning, long-term maintenance priorities and data-driven decision-making.
The university has signed a contract with Building Maintenance Optimization Consultants (BMOC) to support the collection and inventory of building infrastructure equipment for campus. This partnership is designed to strengthen preventive and predictive maintenance workflows, improve asset data reliability and feed critical infrastructure data into the Assessment Needs Analysis (ANA) module. Kickoff meetings with BMOC have already taken place and inventory collection will begin in January 2026.
Ongoing partnership with ITS and IRADS remains central to project progress. Key activities include:
These integration activities ensure that data remains accurate, reliable and synchronized across platforms.
Facilities Management has completed the Business Process Analysis (BPA) and development of Standard Operating Procedures (SOPs) for the AssetWorks IWMS implementation. This work establishes a consistent operational framework for how work is requested, prioritized, scheduled and completed across Facilities Management.
A major achievement in this phase is the successful alignment of processes across both campus Facilities and UK HealthCare, ensuring a unified approach to shared services, custodial & grounds, building maintenance, asset management and preventive maintenance activities. This alignment improves efficiency, clarifies roles and ensures AssetWorks will support seamless operations in both environments.
Selected Internal and External users helping drive IWMS system enhancements and functionality.
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We are implementing AssetWorks Integrated Workplace Management System (IWMS) to modernize and streamline how we manage facilities operations across campus. SAP Plant Maintenance has served us for many years, but it does not fully support the specialized needs of a large facilities organization. AssetWorks provides a purpose-built platform designed specifically for higher education and facilities management, delivering improved work management, asset tracking, preventive maintenance, inventory control and customer service capabilities.
This upgrade enables us to work more efficiently, make better data-driven decisions and align our facilities operations with industry-leading best practices.
Several core service functions will transition from SAP PM into AssetWorks, including:
These changes will allow us to operate with greater accuracy, consistency and efficiency across all FM service lines.
AssetWorks is designed to make daily tasks simpler, faster and more intuitive for technicians, supervisors, managers and administrative staff.
Key benefits include:
Overall, AssetWorks empowers staff to work more efficiently and focus on delivering high-quality service.
AssetWorks enhances the experience for anyone requesting or receiving services from Facilities Management. Benefits include:
The result is a more efficient, responsive and customer-focused Facilities Management organization.
The AssetWorks IWMS implementation will run in parallel with the university’s SAP S/4HANA project. Although both programs support campus modernization, they serve different functional areas and will follow coordinated timelines.
Key milestones include:
Running the projects concurrently ensures minimal disruption, reduces redundant effort and prepares Facilities Management for a fully modernized operational environment.
Throughout the transition to AssetWorks, staff can expect:
Our goal is to ensure all staff feel supported, well-trained and prepared for success on day one of AssetWorks.