The Vietnamese-German University (VGU), a prestigious public university established through a collaboration between Vietnam and Germany, has taken a significant step toward digital transformation by implementing the CMMS EcoMaint software. This project, executed by Vietsoft, a leading provider of asset management solutions in Vietnam, showcases how advanced technology can enhance operational efficiency in educational institutions. By adopting EcoMaint, VGU aims to streamline its maintenance processes, ensuring a safe and reliable environment for students, faculty, and staff.

I. About Vietnamese-German University (VGU)

1. A Beacon of Transnational Education

Founded on September 1, 2008, through a bilateral agreement between the Vietnamese and German governments, Vietnamese-German University is a public institution modeled after German universities. Located in Bến Cát, Bình Dương, VGU spans a 50-hectare campus with modern facilities, including advanced laboratories, lecture halls, and administrative buildings. With a $200 million investment, VGU is designed to be a leading research university in Vietnam and Southeast Asia, focusing on engineering, science, economics, and management.

2. Key Highlights of VGU

• International Collaboration: VGU partners with 36 top German universities, including those in the TU9 consortium, fostering academic exchanges, research, and internships.
• High-Quality Education: Programs are taught in English by German professors, with degrees awarded by German partner universities, meeting European standards.
• Modern Infrastructure: The campus features 12 technical laboratories (1,460 m²) and 10 computer labs (660 m²), supporting cutting-edge research and teaching.
• Research Excellence: VGU has published 60 international journal articles, 29 domestic publications, and presented 57 studies at global conferences.
• Student Opportunities: Approximately 20% of top students receive scholarships to study in Germany, while 40% benefit from merit-based financial aid.
• Accreditation: All programs are accredited by esteemed organizations like ASIIN, ACQUIN, AACSB, and ZeVA, ensuring global recognition.

VGU’s mission is to drive innovation and collaboration, preparing graduates to excel in global industries. Its commitment to quality education and research makes it an ideal candidate for adopting advanced solutions like CMMS EcoMaint.

II. Why VGU Chose CMMS EcoMaint

1. Challenges in Asset Management at VGU

Managing the infrastructure of a sprawling campus with 16 buildings, 1,860 assets, a central air conditioning system, and a power substation is no small feat. VGU faced several challenges:

• Complex Asset Portfolio: Diverse equipment, from laboratory machinery to HVAC systems, required meticulous maintenance.
• Reactive Maintenance: Unplanned repairs disrupted operations and increased costs.
• Compliance Requirements: As an educational institution, VGU needed to ensure a safe, compliant environment.
• Resource Optimization: Manual processes strained staff resources and lacked transparency.

To address these issues, VGU sought a robust Computerized Maintenance Management System (CMMS) to digitize and optimize its maintenance operations. After evaluating multiple solutions, VGU selected EcoMaint by Vietsoft for its flexibility, user-friendly interface, and proven success in Vietnam.

2. Overview of CMMS EcoMaint

EcoMaint is a web-based and mobile-compatible CMMS designed to streamline asset management, maintenance scheduling, and inventory control. Developed by Vietsoft, a company with over 20 years of experience in enterprise software, EcoMaint is tailored for industries ranging from manufacturing to education. Its key features include:

• Asset Management: Tracks equipment details, locations, and hierarchies.
• Preventive Maintenance: Automates maintenance schedules to prevent breakdowns.
• Work Order Management: Streamlines task assignment and tracking.
• Inventory Control: Manages spare parts and alerts for low stock levels.
• Reporting and Analytics: Provides insights into maintenance performance and costs.
• Cloud Accessibility: Enables access via web and mobile devices.

By implementing EcoMaint, VGU aimed to transition from reactive to preventive maintenance, enhancing asset reliability and operational efficiency.

III. Project Implementation: Vietnamese-German University and CMMS EcoMaint

1. Project Scope and Timeline

The Vietnamese-German University implementing CMMS EcoMaint project was a strategic initiative to manage 1,860 assets across 16 buildings, involving 27 users, including in-house staff and contractors. The project milestones were:

• November 6, 2023: Contract signing and project kickoff.
• April 15, 2024: Completion of data preparation and system testing.
• June 1, 2024: Full system go-live.
• July 31, 2024: Evaluation of results after two months of operation.

2. Implementation Phases

·        Assessment and Planning:

1.     Vietsoft conducted a thorough audit of VGU’s assets and maintenance processes.

2.     A customized implementation plan was developed to align EcoMaint with VGU’s needs.

·        System Customization:

1.     EcoMaint was configured to manage VGU’s diverse asset types, from laboratory equipment to HVAC systems.

2.     User roles were defined for 27 staff members and contractors.

·        Data Integration:

1.     Asset data, including 1,860 pieces of equipment, was digitized and uploaded to EcoMaint.

2.     Historical maintenance records were integrated for trend analysis.

·        Training and Onboarding:

1.     Vietsoft provided comprehensive training for VGU’s maintenance team, covering system navigation, work order creation, and reporting.

2.     Hands-on workshops ensured user proficiency.

·        Testing and Go-Live:

1.     A pilot phase tested EcoMaint’s functionality across key facilities.

2.     On June 1, 2024, the system was fully deployed, with real-time monitoring by Vietsoft.

·        Post-Implementation Support:

1.     Vietsoft offered ongoing support to address user queries and optimize system performance.

2.     Regular evaluations tracked key performance indicators (KPIs).

IV. Key Features of CMMS EcoMaint for VGU

1. Asset Management

EcoMaint’s asset management module allowed VGU to create a digital inventory of 1,860 assets, organized hierarchically. Each asset’s details—location, specifications, and maintenance history—were accessible in real-time, enabling quick decision-making.

2. Preventive Maintenance Scheduling

The system automated maintenance schedules based on equipment usage and manufacturer recommendations. For example, HVAC systems were serviced quarterly, reducing the risk of unexpected failures. This feature was critical for maintaining a comfortable learning environment.

3. Work Order Automation

EcoMaint streamlined work order creation, assignment, and tracking. Maintenance staff received tasks via mobile devices, improving response times. Contractors accessed the system to report progress, ensuring transparency.

4. Inventory Management

The software tracked spare parts for critical equipment, such as laboratory machines and power substation components. Low-stock alerts prevented delays in repairs, while usage reports optimized inventory levels.

5. Reporting and Dashboards

EcoMaint provided VGU with customizable dashboards displaying KPIs, such as maintenance completion rates and downtime. Monthly reports helped leadership assess cost savings and plan future investments.

 

IV. Results and Benefits of Vietnamese-German University Implementing CMMS EcoMaint

1. Quantitative Outcomes (June–July 2024)

After two months of operation, VGU recorded significant improvements in maintenance efficiency:

• Preventive Maintenance Work Orders:
  • June 2024: 330 orders
  • July 2024: 168 orders
  • Result: 49.1% reduction, indicating optimized scheduling without compromising asset reliability.
• Corrective Maintenance Work Orders:
  • June 2024: 95 orders
  • July 2024: 35 orders
  • Result: 63.2% reduction, showcasing EcoMaint’s success in preventing equipment failures.
• Percentage of Corrective vs. Total Work Orders:
  • June 2024: 22.3%
  • July 2024: 17.2%
  • Result: 22.9% improvement, reflecting a shift toward proactive maintenance.

2. Qualitative Benefits

·        Enhanced Campus Safety:

Reliable equipment ensured a safe environment for students and faculty, aligning with VGU’s commitment to quality education.

·        Cost Savings:

Reduced corrective maintenance lowered repair costs by an estimated 10–15%.

Optimized inventory management saved 10–20% on spare parts.

·        Increased Asset Lifespan:

Preventive maintenance extended equipment longevity by approximately 10%, delaying capital expenditures.

·        Improved Staff Productivity:

Automated workflows reduced administrative tasks, allowing staff to focus on core responsibilities.

·        Compliance and Audit Readiness:

EcoMaint’s detailed records supported compliance with educational and safety regulations, simplifying audits.

 

V. Impact on VGU’s Operations

The Vietnamese-German University implementing CMMS transformed its maintenance strategy. By digitizing processes, VGU reduced downtime, enhanced resource allocation, and improved stakeholder satisfaction. The project’s success was acknowledged by VGU’s leadership, who praised EcoMaint for its role in maintaining a world-class campus.

 

VI. How CMMS EcoMaint Aligns with VGU’s Vision

1. Supporting Research and Education

VGU’s mission to become a leading research university relies on state-of-the-art facilities. EcoMaint ensures that laboratories, such as those for Global Production Engineering and Mechatronics, remain operational, supporting cutting-edge research and hands-on learning.

2. Promoting Sustainability

By reducing energy waste and extending equipment lifespans, EcoMaint aligns with VGU’s sustainability goals. Optimized HVAC maintenance, for instance, lowered energy consumption, contributing to a greener campus.

3. Enhancing Global Competitiveness

As VGU competes with global institutions, a reliable infrastructure enhances its reputation. EcoMaint’s data-driven insights enable VGU to allocate resources strategically, maintaining facilities that attract international students and faculty.

 

VII. Lessons Learned and Best Practices

1. Key Takeaways

• Early Stakeholder Engagement: Involving faculty, staff, and contractors early ensured buy-in and smooth adoption.
• Comprehensive Training: Hands-on sessions were critical for user confidence and system effectiveness.
• Data Quality: Accurate asset data was foundational to EcoMaint’s performance.
• Recommendations for Educational Institutions:
  • Start with a pilot to test CMMS functionality.
  • Choose a scalable solution like EcoMaint that adapts to diverse asset types.
  • Partner with experienced providers like Vietsoft for tailored support.

Future Prospects for VGU plans to expand its use of EcoMaint, exploring features like predictive maintenance and IoT integration. The university is a model for other Vietnamese institutions seeking to modernize facility management, demonstrating the power of technology in education.

 

VIII. Conclusion

The Vietnamese-German University implementing CMMS EcoMaint project is a groundbreaking initiative that showcases how digital transformation can elevate educational institutions. By adopting Vietsoft’s EcoMaint, VGU has optimized its asset management, reduced costs, and enhanced campus reliability, aligning with its vision of excellence. This case study serves as an inspiration for schools and universities across Vietnam to embrace CMMS solutions, ensuring they provide safe, efficient, and efficient learning environments for learning for students and faculty.

Learn more about CMMS EcoMaint here.

Contact us via hotline: 0986778578 or email: sales@vietsoft.com.vn.