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District rolls out "Operations Hero" and standardized preventive maintenance handbook
Summary
Facilities staff introduced a 60+ page preventive maintenance and custodial handbook and a cloud‑based work‑order and asset system (Operations Hero), funded with reallocated year‑end money; staff said it will centralize work orders, preventive schedules, building‑use calendars and inventory management.
Facilities leaders presented a two‑part facilities improvement this month: a standardized preventive maintenance and custodial handbook and a new online asset‑and‑work‑order system called Operations Hero.
Mr Barnes said the preventive maintenance handbook (more than 60 pages) standardizes cleaning, floor care, required drills and daily custodial and maintenance procedures across all buildings so teams "are all on the same page." He said hard copies will be distributed to maintenance and custodial staff before students return.
On Operations Hero, staff described a cloud platform that centralizes work orders, field‑trip approvals, preventive maintenance schedules, asset inventory and parts management with a single building‑use calendar. "It's 100% online," Mr Barnes said, adding the district paid the upfront fee from reallocated year‑end funds approved by the Board of Supervisors. Presenters demonstrated features including QR code scanning for assets, automated preventive tasks, inventory depletion when parts are used and the ability to accumulate costs for tasks and generate invoices.
Board members asked about reporting and whether recurring preventive tasks could be automated; presenters confirmed monthly recurring work orders can be generated from one input, inventory counts update as parts are used and the system can produce reports to include in board materials. Staff noted the system will require time to populate with rooftop unit and boiler photos and serial numbers but said tablets with cellular connectivity have been issued to maintenance staff to facilitate asset capture.
The board discussed using Operations Hero to host the CIP so project status can be monitored; staff said that integration is planned. The adoption was informational at this meeting; staff proposed adding Operations Hero metrics to monthly reports going forward.
