Cheltenham facilities staff warn FMX migration left asset-location gaps; board backs further analysis

Facilities staff told the Cheltenham School District Facilities Committee on Jan. 6 that a recent migration of asset and maintenance data from legacy systems into the district's FMX work-order system had not carried across key location and asset details.

"It was entered from what I understand, but when it transferred over . . . a lot of information was lost," said staff during a presentation on system updates, describing missing fields such as the exact location and floor for building heat pumps.

Board members pressed staff on whether the data still exists in an archive and whether automated re-extraction is possible. Facilities staff said some historic entries exist but much was not preserved in the transfer and that, for now, staff are manually entering missing information while also pursuing data from FMX and the legacy Veritas system.

Committee members framed the issue as central to preventive maintenance and capital planning. One board member said they would support whatever analysis is needed "to say, like, okay, where we are today so we are where we are, and this is the outcome we wanna see for the strategic reasons."

Staff said the gap affects scheduling and assignment visibility within FMX: work orders are being completed, but current records do not always tie each task unambiguously to a particular unit or location in the system. The committee discussed weighing the cost and time of attempting automated data recovery against the labor of manual reentry.

The committee did not take a formal vote on a remedy during the meeting; members signaled support for further analysis and follow-up by staff to report recommended next steps.