Facility Dude

Rawhide Boys Ranch saves money with UtilityTrac™ and MaintenanceEdge™

By Kate Donnelly
Dec 19, 2014

Energy, Maintenance, Case Studies

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Brendan Ganser, Facilities Manager at the Rawhide Boys Ranch, has seen success with FacilityDude’s MaintenanceEdge and UtilityTrac software.

After years of using a paper system the ranch decided it was time to switch to a CMMS, MaintenanceEdge. “Implementation was great,” said Ganser. “FacilityDude ended up putting a lot of our data in the system for us – we just sent them the information, which was incredibly handy for us. We work with a pretty small crew for the size of facility, so it was really a good thing for them to help us setup the system.”

The maintenance staff took to MaintenanceEdge quickly. Continued Ganser, “A couple of my guys are not real computer savvy. But I’ll tell you, the FacilityDude program is so easy to use they picked it up in no time. As a matter of fact, they found some functions in it that I didn’t know were there. Just give them a little time and they can be dangerous!”

When it comes to running the ranch, there are lots of different inspections that can’t be forgotten. Just like many other regulated organizations, everything has to be tested and inspected, including the wells (tested monthly), the furnaces (yearly), and more. “It’s never ending,” said Ganser. “When we do find an issue during an inspection, it turns into a work order, it gets completed, and we have record that the issue was addressed.” MaintenanceEdge helps the staff stay on top of everything.

Ganser also mentioned that MaintenanceEdge helps with the age-old repair versus replace dilemma. “The biggest thing is if we’re working on, let’s say it’s a refrigerator, instead of sitting there saying ‘Well, I think we repaired that or replaced that last year,’ then trying to find the paper trail to verify that used to be close to impossible. Now we can look up and see exactly what we’ve done, decide if we have put too much money into a certain piece of equipment, and justify a replacement with no guessing.” 

As it turns out, MaintenanceEdge makes it so Ganser doesn’t need to guess where the maintenance budget is being spent, either. “If you had $100 in your pocket, and after a week, someone said, ‘How much do you have left?’ and you said, ‘Well I have $10,’ where did it all go? It’s going to be hard to remember exactly what I spent it on. It’s the same thing with work orders. We used to sit there and go ‘I couldn’t tell you right off hand.’ But now with MaintenanceEdge, I pull up all the work orders I’ve done and I have the facts right in front of me.”

Along with MaintenanceEdge, Ganser has seen great successes with FacilityDude’s UtilityTrac.

Everyone knows old and aging buildings mean a lot of the equipment and assets are getting to the end of their useful life. The oldest home on the ranch campus was built in 1908, but the average building age is about 22 years. “The largest building on the ranch was built in 1994,” Ganser explained, “and the heating system that was put in was very inefficient. It was getting to the point where we weren’t going to be able to replace the system as is. One of my contractors came in and suggested we switch to a boiler/chiller system. The new system was $260,000 and that’s a chunk of money for us.” Once they made the switch, they were able to track usage with UtilityTrac and the Board of Directors couldn’t believe how much they were saving in energy costs. It 100% justified the $260,000 for the new system.

“You can’t argue with actual numbers. The savings are so dramatic, at one point our utility costs at one building were down 74%. Even now, we’re tweaking things and trying new things out, and we can see how they are working almost immediately in UtilityTrac, and that makes my job easy.”


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