CAFM Software for Prestigious University

Royal College of Surgeons in Ireland – CAFM and Facilities Management Software for RCSI University of Medicine and Health Sciences

Background to RCSI University and their requirements

Founded as the national training body for surgery in Ireland, RCSI has been at the forefront of healthcare education since its establishment in 1784.

Today, they are an innovative, world-leading international health sciences university and research institution offering education and training at Undergraduate, Postgraduate and Professional level.  Supporting healthcare and hospitals throughout Ireland.

Their largest faculty, the RCSI Faculty of Medicine & Health Sciences, delivers education and training across the healthcare spectrum through their Schools of Medicine; Pharmacy and Biomolecular Sciences; Physiotherapy; Nursing & Midwifery; and Postgraduate Studies, and the Institute of Leadership.

They have over 30 sites to manage, including historic buildings, large modern complex buildings, laboratories and accommodation blocks. The campus includes the most advanced clinical healthcare simulation centre in Europe at 26 York Street, Dublin. This building was also voted Ireland’s favourite building at the Irish Architecture Awards 2018.

The RCSI Estate & Support Services Department have used many CAFM / facilities management software systems in the past, with varying degrees of success.  They were drawn to Trackplan’s CAFM software at the end of 2020 as it performed the core FM tasks very well and seemed to offer:

–  an intuitive and thoughtful interface and design

– powerful features such as the electronic forms and the mobile apps.

– a commitment to continual improvement and someone that they could work closely with.

RCSI University

Approach and Solution for RCSI

Colm Murray, Building and Estates Manager at RCSI, approached Trackplan towards the end of 2020.

Following competitive tender and after several in depth discussions and trials RCSI started rolling out Trackplan in early 2021.  Colm managed the data loading and configuration himself within a few weeks, with occasional guidance from Trackplan.  They also commissioned Trackplan to make improvements to the software to better suit their needs.  This has been an ongoing relationship and RCSI continue to support the development of improvements and new features.  A truly symbiotic relationship.


They have been making the most out of Trackplan for many uses:

– attracting job requests from staff

– reactive job management and scheduling. Over 500 reactive jobs per month.

– planned preventative maintenance schedules. Over 58 schedules set up. Inspection forms and checklists sent out for relevant schedules using the forms feature.

– Advanced job routing: new jobs of a certain type are routed to the correct team in the correct building. For example, porters’ jobs.

– managing site, location and sublocation information and document management

– Viewing and managing jobs and assets remotely using the Manager App

– designing many types of Permit to Work using Trackplan’s electronic form builder.  Forms can also be emailed out to a contractor for their completion as well as being issued with the job and appearing in the app and contractor portal. Over 25 electronic forms have been designed so far.

– Advanced Contractor Management.  When issuing a job to a contractor, a unique QR code is generated for the task. The contractor then shows this to the security desk on arrival which

  1. a) validates their visit
  2. b) automatically starts the task.

In addition, contractor’s do not need to be set up with a login in the system.  They can click a link in the email and are then taken straight into the Contractor Portal to view and manage their job. This helps a lot as they have over 300 contractors set up in Trackplan.

– job costs and purchase orders – contractors can enter their cost via the portal and then “Finalise” their cost.  For each contractor, RCSI then raise a PO with their aggregated job costs which is sent to the finance department for processing.


“Colm and RCSI have really got stuck into Trackplan more than any other client I can think of.  They have found uses for some of the features that even I had not envisaged.  They seem to love the platform and its combined power, configurability, and ease of use.  A pleasure to work with from the beginning”,

CEO and founder Mark Cochrane


“Working closely with Mark and the Trackplan team, RCSI Estate and Support Services have adopted this SaaS system into its daily operations and rely heavily on its capabilities. The flexibility of the application has permitted us to digitise additional operating procedures with ease and enhance the service delivery of the Department. We continue to find opportunities in the platform which are matched by the vision and ability of the Trackplan team to incorporate valuable features throughout the application. “

Colm Murray – Senior Estate and Property Manager, RCSI