End-to-end Archibus implementation at a flagship university
SHRAS delivered an end-to-end Archibus rollout across a flagship university, covering space, asset, work-order, capital projects and lease modules, with custom workflows engineered to the campus' unique academic and research operating model.
Outcomes
- Buildings on platform
- 0+
- Custom flows shipped
- 0+
- Modules live
- Space · Asset · WO · Cap-Proj · Lease
- Engagement model
- E2E + AMS
The challenge
- 01
A 200+ building campus running facilities, labs, dorms and research assets on disconnected systems and spreadsheets.
- 02
Academic, residential and research operations each had their own approval flows, vendors and inspection cadences, none of which fit Archibus out of the box.
- 03
Procurement, capital projects and preventive maintenance were tracked in three separate tools, with month-end reconciliation done by hand.
- 04
Senior leadership needed a single operating picture for the campus master plan and capital programme.
What we did
- 01
Greenfield Archibus deployment on a sovereign-cloud architecture, with phased go-lives building-by-building to keep operations running through cutover.
- 02
Custom workflow engineering for academic, research and residential operations, including request intake, multi-level approvals and lab-safety inspections that Archibus does not ship with.
- 03
Space and occupancy module configured to the campus' classroom, lab, library, dorm and faculty-office taxonomy, with 30+ custom reports for academic affairs and the registrar.
- 04
Capital projects and lease administration brought into Archibus, replacing three legacy tools and a master spreadsheet.
- 05
Mobile field-ops app for technicians and inspectors, offline-first for rounds across remote and basement plant rooms.
- 06
Knowledge transfer and a managed-services SLA with an embedded SHRAS team in the GCC for L1-L3 support.
What changed
- 01
Single operating picture across 200+ buildings, with campus leadership running monthly capital and operations reviews from one dashboard.
- 02
30+ custom flows shipped, including academic-specific approvals, lab-safety rounds and research-asset transfers, without forking the Archibus core.
- 03
Work-order cycle time and reactive-vs-planned ratio measured for the first time, enabling a multi-year shift towards planned maintenance.
- 04
Procurement, capital projects and lease administration consolidated into Archibus, eliminating month-end reconciliation across three legacy systems.
Tech stack
- Archibus (Eptura)
- IBM Maximo connector
- Azure
- .NET
- React Native
- Power BI
Talk to the team that shipped this.
We'll route you to the practice lead for education & research.