Clean Data, Confident Decisions: Seamless FM with Grampians Health

Key Metrics

• 250,000+ Catchment Area Patients

• 48,500 sq km Catchment Area

• 5 Sites

• 7,000+ Staff

Key Outcomes

• Asset data overhauled: A consistent naming structure, clear asset categories, and associated planned maintenance requirements established across Horsham and Dimboola sites.

• Faster, more informed asset decisions: Readily accessible asset history, age, and condition data enables confident repair-versus-replace decisions, reducing guesswork and unnecessary expenditure.

• Duplication eliminated: Streamlined processes across departments have reduced duplication of information and effort, with assets classified and maintenance schedules mapped before they even arrive on site.

• Reporting the leadership team can rely on: Timely, accurate data is now available on demand, enabling the engineering team to support organisational decision-making with confidence.

• A platform for continuous improvement: Incremental gains in data quality have compounded over time, with essential safety measures and advanced reporting next on the roadmap.

About Grampians Health

Grampians Health is a major regional health service delivering hospital, aged care, specialist, and emergency services to more than 250,000 people across 48,500 square kilometres of western Victoria.  

With campuses at Horsham, Dimboola, Edenhope, Stawell, and Ballarat, and a workforce of over 7,000 dedicated staff, Grampians Health is committed to providing equitable, high-quality healthcare closer to home for rural and regional communities.

Learn more at grampianshealth.org.au.

The Challenge

The engineering team at Grampians Health’s Horsham and Dimboola sites carries significant responsibility: maintaining and managing a large number of assets that are critical to the delivery of care services across regional Victoria. But without a consistent, structured approach to asset data, that responsibility was harder to fulfil than it needed to be. Asset naming was inconsistent, planned maintenance processes lacked clear structure, and work requests were still paper-based - all of which made it difficult to report accurately, allocate effort efficiently, or make confident decisions about asset repair or replacement.

The team also faced the challenge that comes with any significant data improvement initiative: the overwhelming volume of legacy information that needs to be addressed.  

The scale of the task made it tempting to try to fix everything at once - a path that risked losing momentum before sustainable change could take hold.

“It was very overwhelming when we started looking at all our data - you get caught wanting to fix every little thing as you notice it, but you can’t do that if you want to create sustainable change.”
- Kym Jackman, Asset and Fleet Administrator, Grampians Health Horsham and Dimboola

The Solution

Rather than attempting a sweeping overhaul, the Grampians Health team took a deliberate, pragmatic approach - working in close collaboration with the FMI Works team to build improvements systematically from the ground up. The foundation was establishing a consistent and clear asset naming structure, alongside defined asset categories and associated planned maintenance requirements.  

Starting with the basics created a stable platform on which further process improvements could be layered progressively over time.

The support of the FMI Works team was instrumental throughout this process. Their combined expertise in facilities management practice and practical platform knowledge helped the Grampians Health team navigate the complexity of the data transformation and stay focused on changes that would deliver lasting, scalable outcomes - rather than quick fixes that would need to be revisited.

“We had to make the right changes to our processes to systematically improve asset data. We got a lot of support from the FMI team there - their knowledge in both facilities management and practical use of the software helped us get to where we are now.”
- Kym Jackman, Asset and Fleet Administrator, Grampians Health Horsham and Dimboola

The Impact

Data quality that compounds over time

As the asset data has improved, the benefits have multiplied. Reporting on assets and expenditure is now straightforward, and the team can make genuinely informed decisions about whether to repair or replace ageing equipment - drawing on readily accessible condition and cost history rather than estimates.  

Processes have been streamlined across departments, reducing duplication of effort and creating efficiencies that are felt organisation-wide. New assets are now classified, named, and mapped to a planned maintenance schedule before they even arrive on site.

“As we cleaned up the data, everything got so much easier. Assets and expenditure are easier to report on, and we can make more informed decisions on asset repair or replacement. With the information now readily available, we can consider how old an asset is and its condition when deciding to repair or replace.”
- Kym Jackman, Asset and Fleet Administrator, Grampians Health Horsham and Dimboola

Reliable reporting that supports the whole organisation

One of the most meaningful outcomes has been the engineering team’s ability to provide the broader organisation with timely, accurate information it can act on. Where data quality was once a barrier to confident reporting, the team can now pull reports quickly and stand behind the accuracy of the numbers - freeing up leadership to focus on delivering care rather than chasing data. For a health service operating across a vast regional catchment, that kind of operational transparency is genuinely significant.

“It’s wonderful to be able to support the broader business with relevant information, so they can focus on doing what they need to do for the community. If we can help them out by pulling out a report, and can have confidence in the accuracy of the information, that’s the goal.”
- Kym Jackman, Asset and Fleet Administrator, Grampians Health Horsham and Dimboola