CAFM Software for Leisure Centre Group and Gyms

Life Leisure – CAFM and Facilities Management Software in Leisure Centre Group and Gyms.

Background to Life Leisure and their requirements

Life Leisure manages and maintains 14 leisure centres in the North of England on behalf of councils and local authorities.

Previously Life Leisure used a mixture of paper and spreadsheet-based processes.

Life Leisure wanted a centralised system from which they could:

• Control maintenance at all sites, managed assets and related documents
• Manage planned maintenance schedules across the sites, locations and assets
• Create and track work orders generated by the leisure centres
• Improve communication between leisure centre staff and central facilities team
• Drive compliance and fulfil audit obligations
• Management able to view overall status of maintenance on dashboards and reports
• Perform inspections and checks on each site on regular basis
• View maintenance history of each site and its assets

The Trackplan Solution

1-month trial in one site.

2 x 3-hour online training sessions with the central facilities team.

Central team trained remote users in each of the 13 leisure centres.

30+ users loaded in.  Duty managers at each leisure centre loaded in with restricted access so they can create requests only and track progress of request.

Duty manager creates request.  Central facilities team reviews and approves into full job / work order.

50+ planned maintenance schedules set up with varying frequencies across all sites for regular servicing and maintenance of pumps, hoists, pool rooms, air handling units, and many others.

Around 300 jobs per month created and completed on average.

Over 2,000 photos taken on jobs so that all are visible in a central document store, and against each job.

60+ contractors loaded onto system for performance of work outside of internal team.

200+ assets uploaded from spreadsheet via Trackplan or entered via interface. Each asset assigned to a leisure centre and location / sub-location within leisure centre.

Electronic forms designed within Trackplan interface for regular inspections and checks of some of the assets.  These forms attached to relevant planned maintenance schedules.

Recording costs against jobs and monitoring against budgets set up in Trackplan.