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Building services show enterprise-asset management pilot and outline 2024 referendum design timeline
Summary
Building services staff described a district effort to use Tyler Munis enterprise-asset-management tools to standardize preventive maintenance, assess facility condition and drive project prioritization; the team also outlined early design and community-engagement steps for the 2024 referendum projects through April and May milestones.
District building services staff briefed the Operations Work Group on two linked items: (1) using an enterprise-asset-management (EAM) module to standardize preventive maintenance, assess condition and produce analytics to inform capital planning, and (2) progress on implementing the projects from the 2024 voter-approved facilities referendum.
On asset management, staff explained that Munis/Tyler software already in use for finance and payroll has an EAM module the district is now leveraging to track assets from acquisition to disposal, run preventive-maintenance schedules, gather condition assessments and generate analytics to predict likely failures. The presentation showed a pilot test environment and said the district expects to complete the initial asset build-out for major systems across schools by December 2026. "The goal is by December of 20 26 to kind of complete the initial build out of of all the schools," the presenter said.
Building services staff demonstrated how component-level condition assessments (installation date, life expectancy, consequence of failure, criticality) feed a risk matrix that can be used to prioritize projects and estimate replacement costs. Staff said they are standardizing checklists for custodial preventive maintenance (boiler logs, playground inspections, elevator tests, exterior-light checks), training custodians and providing tablets so staff can enter work orders and photographs in the system.
On referendum projects, staff said construction-management teams and architect partners are in place and that program-definition workshops are under way with teachers and other school staff. The team plans 50% schematic design by April 1 and community input sessions (beginning in March) targeted to neighborhoods near the first-phase schools, including Sherman/Marshall/Blackhawk, Gompers and others. Staff described benchmarking trips to recently built schools outside Madison and said community sessions will include schematic illustrations and neighborhood-level traffic and site impacts.
Sustainability was discussed as a design driver. Staff said the district is considering durability and life-cycle costs (materials, geothermal or other systems, building siting) and will add a sustainability manager to the team in the coming weeks to help integrate those goals. District staff also said they hold a contingency for unanticipated failures (winter pipe breaks, boiler failures) and will use a combination of maintained capital funds and Fund 46 for planned maintenance and referendum work.
Why it matters: a districtwide asset-management program will give staff a data-driven basis to prioritize capital projects and may change the timing and scale of future maintenance and replacement work. The referendum program will remake several school sites and affect neighborhoods near build sites.
What was not decided: no final design or construction authorization occurred at the meeting; staff sought community input and will return with refined designs and cost estimates.
