The Challenge: Keeping Up with Growing Demands
If there's one thing facility directors know, it's that old systems create new problems.
St. Joseph School District's previous computerized maintenance management system (CMMS) was outdated, clunky, and difficult to use, making it tough for staff to quickly submit work orders or access critical maintenance data.
Some of the biggest challenges included:
- Slow, inefficient work order management – Requests couldn't be assigned quickly.
- Lack of real-time data access – Teams couldn't track maintenance progress on the go.
- A frustrating user experience – Both requesters and technicians often avoided using the system altogether.
- Limited functionality – The system lacked mobile access, QR code integration, and modern reporting tools.
With older buildings, some that date back to 1903, the district needed a system that could handle the complexity of modern facility management—without creating new headaches.
The Solution: A Smarter, More Mobile-Friendly Approach
Rather than forcing an old system to keep up with modern demands, St. Joseph made the switch to OperationsHERO—a flexible, mobile-first platform designed for real-world facility management.
Here's what changed:
- Seamless Transition – Existing assets and preventive maintenance plans were easily transferred, meaning no lost data or operational disruptions.
- Mobile Access for All Staff – From custodians to the skilled trades, everyone can create, update, and track work orders on their phones.
- QR Code Integration – Equipment can be scanned for instant access to maintenance logs, manuals, and service histories.
- Faster Work Order Processing – Requests are handled in real-time, cutting down on delays and backlogs.
The impact was immediate: the maintenance team can snap a photo of an issue, submit a work order instantly, and track its progress—all from their mobile devices. No more paperwork. No more guesswork. Just faster, smarter facility management.
The Results: A 30% Boost in Productivity (and Happier Staff)
Switching to OperationsHERO wasn't just about upgrading software—it transformed the way the district managed its facilities.
- 30% more work orders were submitted – The easier process encouraged staff to report issues sooner, reducing long-term maintenance costs.
- Real-time data meant fewer delays – Supervisors could instantly access maintenance histories and track work in progress.
- More visibility and control – QR codes made it easy to find asset details in seconds, improving response times.
- Better morale and team collaboration – Staff could actually use the system without frustration, making facility management a smoother, more coordinated effort.
One of the most unexpected benefits? Stronger support and customer service from OperationsHERO itself. Facility teams felt heard, and issues were resolved quickly, boosting confidence in the system and keeping morale high.
Key Takeaways
- A user-friendly, mobile-first platform makes facility management easier, not harder.
- Real-time data empowers maintenance teams to act fast and stay ahead of problems.
- Modern features like QR code scanning streamline asset tracking and maintenance history.
- A smooth transition is possible without disrupting existing workflows or losing valuable data.
Good customer support matters—having a responsive team behind the software makes all the difference.
Want to See How This Could Work for Your Schools?
If managing maintenance requests, tracking assets, or simply getting your team to use the system feels like a challenge, it might be time for a change.
OperationsHERO helps schools streamline facility management without the hassle.
Schedule a demo today and see how it can work for your district.
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