Everything You Need to Know About Dude Solutions’ Software

by:
on March 28, 2016

Dude Solutions is a major player in the realm of facilities management software. It offers a cloud-based system for educational facilities, which is used by 35 percent of all U.S. public primary schools and nearly 700 colleges and universities.

The company also offers facilities management (CAFM) software for other industries, including:

  • Government
  • Manufacturing
  • Commercial buildings
  • Healthcare facilities

So, if you’re looking for software to help manage maintenance and facilities challenges:

 

Dude Solutions’ software offerings are arranged like so:

This guide will break down the Dude Solutions software hierarchy and show buyers which system meets their needs.

Start by selecting your industry:

  Education
  Government
  Manufacturing
  Commercial
  Healthcare
  Senior Living
  Additional Modules

MaintenanceEssentials Pro by SchoolDude

MaintenanceEssentials Pro, SchoolDude’s CAFM for education, offers five core applications. These allow users to handle common facilities and maintenance management tasks:

MaintenanceEssentials Pro Applications

Application Purpose
Corrective maintenance Allows users to create work orders on the fly as breakdowns occur
Preventive maintenance Lets users schedule planned maintenance to prevent future breakdowns
Inventory management Tracks inventory quantities, costs and suppliers
Capital program management Helps users manage budgets and forecast costs for projects, such as renovations and new construction
Mobile functionality Allows devices to be used to view work order details and manage tasks from the field

 

When the safety and comfort of hundreds of students and faculty is a priority, email notifications and mobile alerts keep facilities professionals aware of all work requests at all times. And mobile access streamlines job completion, cutting out travel time between the office and the job site.

Two mobile views of work order details on MaintenanceEssentials Pro
 

Users can generate reports to track and identify trends in maintenance costs, work order completion rates, inventory costs and labor hour usage. This same data is used to display 52 important key performance indicators on the system’s dashboard, providing a view of operations at a glance.

A dashboard view of work order KPIs in MaintenanceEssentials Pro

 

What’s more, the capital planning application can help users forecast costs and justify funding for new facilities as campuses grow or are remodeled. Entering details about a proposed project can show, for example:

  • How many lighting fixtures will be needed
  • How much fire safety systems will cost
  • How many more maintenance technicians will be needed to maintain the new facility

Combined, the functions available in MaintenanceEssentials Pro help automate and enhance the tasks school facilities managers perform every day.

MaintenanceEdge by FacilityDude

MaintenanceEdge, FacilityDude’s maintenance management (CMMS) solution, is designed for several segments, including government, clubs, manufacturing and commercial.

The system includes two main applications:

Work Order. This application allows users to create and manage work orders, assign work to technicians and track data entered for completed work. With this information, users can generate reports to measure performance and spot trends.

An online work request form for MaintenanceEdge users
 

The system also offers an online request form internal or external clients can use to submit work requests. The form includes fields for contact information, work location, priority setting and type of problem.

Planned Maintenance. To complement the Work Order application, Planned Maintenance helps manage a company’s preventive maintenance strategy. Users can create recurring maintenance schedules of daily through annual tasks, and can include specific instructions for tasks so repairs are performed consistently.

A planned task in MaintenanceEdge includes asset details and fields for instructions

 

Once these tasks are scheduled, the application will automatically assign work to technicians as due dates approach. These are then displayed on an interactive calendar so important work is never lost.

By integrating the two applications, labor hours can be divided efficiently between planned and unplanned maintenance work, and critical tasks can be prioritized. Performing planned, preventive maintenance over time reduces asset downtime and increases lifespan.

InventoryEdge by FacilityDude

InventoryEdge is FacilityDude’s inventory management tool. It’s offered as a stand-alone system, but can also be integrated with MaintenanceEdge to enhance that platform’s capabilities.

Users can enter details about spare parts, such as type of part, storage location, quantity on hand and minimum reorder quantities. The system then tracks spare parts and other materials as they’re used for repairs and maintenance.

Tracking this inventory data is beneficial in a couple of key ways:

1. Reduces inventory costs. Storing spare parts costs money. With inventory management tools, maintenance departments can optimize inventory levels and minimize this cost. The system can help users find the optimal amount of stock to keep on hand to balance availability of parts with the cost of storing them.

InventoryEdge users can set low and high reorder amounts for spare parts and materials

 

2. Ensures availability of materials. InventoryEdge can automatically alert users when stock is nearing the reorder point. This way, the department always has important parts on hand.

Finally, just like MaintenanceEssentials Pro, MaintenanceEdge and InventoryEdge include mobile access and reporting tools to dissect the data stored in the system.

theWorxHub by Dude Solutions

theWorxHub is a modular facilities management system designed for senior living communities. It includes several applications that can be pieced together to meet the needs of a particular organization. At its core are apps for maintenance management, asset management and capital planning.

The maintenance and asset management applications offer the same capabilities as Dude Solutions’ other systems, allowing users to:

  • Create and manage work orders
  • Schedule preventive maintenance
  • Book rooms for meetings and events
  • Manage maintenance via mobile devices

These functions are particularly important in senior care facilities that rely on medical and safety equipment to keep residents healthy and comfortable. Maintenance managers can schedule preventive maintenance for repairs or simply to perform check-ups on assets, which keep them operating longer and minimize downtime.

Users can also add modules to the system to manage catering, activities, housekeeping and transportation.

An overview of incomplete work orders in theWorxHub
 

The system will also remind employees about important safety-related tasks, such as testing fire alarms or chemical storage equipment, and can store information about completed work. This helps ensure the facility remains compliant with regulations and can quickly print an audit report to use as proof.

The capital planning application includes forecasting tools. These help senior care and health care management personnel see when equipment needs to be upgraded or replaced, and how much it will cost.

theWorxHub asset schedule shows replacement costs by year and asset

 

Users can test “what if” scenarios in order to gauge their effect on project costs or completion estimates, make smarter repair-and-replace decisions and prioritize projects. For example, a “what if” scenario could show how costs would change depending on when an asset is replaced.

Additional Modules and Systems

Dude Solutions also offers several add-on modules that enhance the performance and capabilities of its flagship systems:

UtilityEssentials allows users to track utility consumption and costs, generate reports and receive alerts when costs change. The system integrates with Energy Star, which shows users how their energy usage stacks up to national averages, and can generate reports for spotting trends.

UtilityEssentials users can also take advantage of DudeSolutions’ utility bill automation service. This allows users to receive digital energy-use data from the utility company directly into the software.

ConserveDirect integrates with UtilityEssentials, providing alerts for Energy Star rating changes. This system also helps companies create and manage energy-saving programs to reduce emissions and energy costs.

EventEssentials Pro is used to schedule events and facility use in the education industry. Event planners can automate event requests and information updates for involved parties, and can communicate with them through an online portal. EventEssentials Pro also helps manage event invoicing and payments.

FSAutomation is a module for integrating building automation system (BAS) data into EventEssentials Pro, giving users central control of building systems, such as lighting and air conditioning. This can help reduce costs by scheduling systems to only be active when facility spaces are occupied.

Insight adds IT asset management tools for tracking technology assets throughout a company. Users can automatically identify assets in their network by IP address, gather status updates, receive upgrade alerts and track software licenses.

Next Steps

Dude Solutions’ software can assist any company that manages assets or buildings. Software Advice has more information on its products as well as on other leading maintenance and facilities management vendors.

Consider these next steps in your search for a solution:

  • Ask our Software Advisors which system would work best for you by calling (855) 998-8505. Our advisors can offer a short list of CMMS and CAFM systems tailored to your needs during a free phone call.
  • Read reviews from real software users on our CMMS and CAFM category pages.

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