One Campus, One System: How Pulteney Grammar School Transformed Facilities Management

Key Metrics

• ~900 Students, ELC to Year 12

• 1 Integrated City Campus

• 18ha of Parklands Sporting Facilities

• 100% of Campus Teaching and Support Staff Onboarded as Requesters

• 6890+ Work Orders Created to Date

• 5 Sites

• 34 Buildings

• 380+ Rooms

• 55+ Suppliers and Contractors

• 180+ Users

Key Outcomes

• Request chaos eliminated: Maintenance requests previously lost across multiple email inboxes and defunct addresses are now captured in a single, centralised platform - with zero requests falling through the cracks.

• Instant staff adoption: Teachers and support staff began logging requests within days of go-live, without formal training - a testament to FMI Works' ease of use.

• Duplicate requests resolved in seconds: Jobs from multiple reporters of the same issue are merged instantly, with automated broadcast notifications keeping all requesters informed.

• Closed feedback loop: Automatic confirmations and job status updates have transformed the requester experience, replacing silence and uncertainty with transparency and trust.

• Asset management ambitions unlocked: With reliable, centralised data now flowing into the system, Pulteney is building toward dashboard-driven decision making, trend analysis and proactive asset replacement planning.

About Pulteney Grammar School

Pulteney Grammar School is one of Adelaide's most established independent schools, offering an ELC to Year 12 education for approximately 900 students from a single, uniquely positioned campus in the heart of the City of Adelaide.  

The school blends heritage architecture with contemporary design and state-of-the-art facilities - including a footbridge to 18 hectares of Adelaide Parklands sporting space, a full-sized gymnasium, and boat sheds on the Torrens River and at West Lakes.

As a campus of this scale and complexity, maintaining world-class facilities is central to Pulteney's mission - and the quality of that environment is fundamental to everything the school delivers for its students.

Learn more at pulteney.sa.edu.au.

The Challenge

With a large and diverse campus serving hundreds of students and staff each day, Pulteney Grammar's facilities team fields a constant flow of maintenance requests from teachers, support staff, and administrators across the school. Before implementing FMI Works, that stream of requests arrived through a patchwork of email inboxes - some outdated, some belonging to individual staff members - creating a system that was impossible to manage with confidence.

Without a central platform to receive, track and action requests, the risk of jobs being missed was ever-present. Staff would send emails and hear nothing back, assuming their request had been noted. In reality, many were lost entirely - or arriving in duplicate, with the same issue reported to different inboxes by different people. For Logistics Manager Richard Sexton, the administrative burden was significant, and the impact on staff trust even more so.

"What we were finding with maintenance requests was staff emailing outdated or defunct email inboxes or sending requests to individual staff members. This made it difficult for us to keep track of those requests, and to provide any updates to the requesters. From the staff's perspective, they'll send off an email and assume it is going to be dealt with. We also saw a lot of duplicate requests - we could easily get 13 emails to various inboxes reporting the same issue."
- Richard Sexton, Logistics Manager, Pulteney Grammar School

The Solution

Pulteney Grammar engaged FMI Works to bring all maintenance requests into one place - replacing the fragmented email approach with a single, purpose-built platform that the entire school could use to log, track and manage jobs. A long-term vision for advanced asset management was also front of mind from the outset: the team wanted a solution that could grow with them, not just solve today's problems.

For Richard Sexton, confidence in the decision came from the structured, proven onboarding process offered by the FMI Works team. From implementation through to post-launch support, the experience was described as seamless - with resources, training materials, and even ready-made communications for staff provided as part of the package.

"The FMI team were, without exception, brilliant - it's all been really good and really easy. Even after onboarding, our account manager sends us easy-to-digest resources. I'm finding there's always someone else who has the same question as me, and so the answers are right there in the help centre. Right down to the communications we could send to our staff to help with onboarding - it saved us so much time that we could then use to focus on our side of things."
- Richard Sexton, Logistics Manager, Pulteney Grammar School

The Impact

From day one, results

The speed of adoption at Pulteney was striking. Within days of the system going live, teachers and staff were logging requests without any formal training - drawn in simply by how intuitive the platform is to use. By the following Monday after launch, Richard already had a queue of jobs in the system ready to be actioned.

What had once been an unmanageable inbox problem became a streamlined, visible workflow almost overnight. Requesters now receive automatic confirmations the moment a job is submitted, eliminating the uncertainty that had previously eroded trust between staff and the facilities team. Duplicate reports of the same issue are merged in seconds, with a broadcast notification keeping all parties informed - turning what was once an administrative headache into a one-click resolution.

"Under the email system, there was a much greater chance of requests being lost. Now, when a request is submitted, the team members get an automatic confirmation, so they know we're onto it, and we can easily check the status of that job. I can even get ahead of the duplicates, and send a broadcast message out to the relevant campus."
- Richard Sexton, Logistics Manager, Pulteney Grammar School

Building toward smarter asset management

With a reliable foundation of centralised request data now in place, the Pulteney team are looking ahead to the next stage of their FMI Works journey. The goal is a facilities function driven by live dashboard reporting - giving Richard and his team clear visibility over outstanding and completed jobs, workforce utilisation, and the patterns emerging across the campus's assets.

For a school with significant infrastructure - from sports facilities to period buildings - the ability to identify trends in asset performance, forecast replacement needs, and allocate resources proactively represents a meaningful step forward in how Pulteney cares for its campus.

"We should be at a point in the near future where we can bring up our dashboard in team meetings, look at what is outstanding, what's been completed, and identify any gaps. We'll also be able to look up maintenance histories and start to identify trends. If we keep seeing requests for a particular asset, we can proactively plan for its replacement. That's the stuff that is really exciting - when we can really take our asset management to the next level."
- Richard Sexton, Logistics Manager, Pulteney Grammar School