Industry:
Disability Services
Supporting 200+ individuals with disability
Company Overview
Bayley House, located in Brighton, Victoria, is a premier disability support organisation dedicated to providing lifelong learning and accommodation services. Supporting over 200 individuals with intellectual disabilities, the organisation manages a variety of specialised residential facilities and community hubs across the Bayside region.
Story Snapshot
To better support their specialised disability housing, Bayley House moved away from manual processes to a centralised asset register. This digital shift enhanced facility safety and reporting, ensuring that their community environments remain compliant and fit for purpose.
The Challenge
Before adopting FMClarity, Bayley House lacked a unified system for managing its facilities, leading to several operational hurdles:
Fragmented Systems: Maintenance was tracked via SharePoint and Excel spreadsheets, which were difficult for staff to use.
Missed Requests: Because the previous system was cumbersome, staff often bypassed it, leading to jobs being missed or not logged at all.The "Hand-Written" Bottleneck: Maintenance officers often received verbal requests on-site, which they would "write on their hand" or attempt to remember later, resulting in lost information.
Manual PPM Risks: Planned maintenance relied on manually checking spreadsheets. This led to missed contractor appointments and lapses in essential preventative maintenance.
Lack of Financial Clarity: The organisation had no real-time understanding of its financial spend or how the maintenance team's time was being utilised.
The Solution
Bayley House selected FMClarity for its ease of use and its origins—designed by professionals with a facility management background. The platform was integrated to create a single, centralised ecosystem:
Automated PPM Reminders: The system automatically triggers reminders for recurring maintenance and sends them directly to suppliers when they are due.
Centralised Communication: A dedicated function allows facility managers to communicate directly with the staff who logged the jobs, ensuring everyone knows the status of a request.
Mobile-First Workflow: Maintenance officers can now manage and complete tickets directly through the system, ensuring all work is logged instantly.
Comprehensive Training: The implementation included in-person training and an LMS with easy-to-follow videos for support staff to ensure high adoption rates.
The Outcome
The adoption of FMClarity has led to significant operational successes for Bayley House:
"One-Stop Shop" Efficiency: The platform provides a single point of reference for all work, allowing everyone to know exactly where a job stands.
Streamlined Supplier Management: Automated workflows have drastically reduced the reliance on manual follow-ups, ensuring ppms are never missed.
Enhanced Support: Bayley House benefits from a real-time relationship with an Australian-based support team, including monthly meetings to exchange best practices.
User Empowerment: By providing a system that "just flows," Bayley House has moved away from the cumbersome, feature-heavy systems of the past.
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