Last academic year the estates team at the University of Sheffield made a fundamental change to the way in which it manages its vast estate of 300 plus properties covering more than 5 million square metres. The team introduced Kykloud mobile surveying and asset management technology – a change which the forward thinking university is already benefiting from.
Like many university estates teams up and down the country, the team at Sheffield were faced with an ageing property portfolio – a large part of it from the 1960’s building boom - together with an ever greater squeeze on budgets. The university therefore needed to obtain a clear, accurate and real time picture of the condition of their estate and needed to be to provide accessible data on which to base budgetary forecasts over a number of fiscal periods.
The University Building Services Surveyor Craig Wootton explained: “We are tasked with supporting efficient estate management, facilitating better decision-making and ensuring that the right level of funding is in place to maintain the University’s estate.
“Whilst we have historically carried out condition surveys of all our property assets, some aspects of our legacy infrastructure made it pretty difficult to collect and extract meaningful data that we could use to make budgetary forecasts and decisions. Times have changed, and we needed to find a technical solution that would allow us to really interrogate the data easily.
“Today it seems there is an app for everything and surveying is no exception. In recent years a number of mobile surveying solutions that allow surveyors to use iPads and mobile devices to carry out surveys more quickly and efficiently have been brought to the market. We have watched on with real interest as mobile technology has increasingly found its place within the profession and recognised how it might benefit an organisation like ours. The time savings of mobile technology in the surveying process have been widely publicised but, for me, the appeal of using an app is not only how the data can be collected and the time it can save but also who can collect it.
“Kykloud’s mobile solution allows us to work separately on different assignments, or engage external consultants, consistently within a standardised format that can be accessed from anywhere, by any authorised individual. All the data collected is then automatically uploaded in to a central asset database which we will use to obtain a complete holistic view of the estate to enable us to make accurate budgetary forecasts.”
“Kykloud has without a doubt helped us to improve the way in which we operate. The information we have extracted from our portfolio will now form an important part of our HESA reporting, and enable us to make data driven prioritisation decisions for our lifecycle planning and future budgetary commitments.