Vital Statistics
Organization:
Hong Kong Academy for Performing Arts
Location
Wan Chai, Hong Kong
Facilities Facts:
Approximately 600,000 square feet of classroom and performance space; annual facilities management budget of 12.5 million Hong Kong Dollars ($1.6M USD); 23,000 total student enrollment
Reasons for Implementing:
Eliminate manual facilities management processes; increase work order efficiency with PDAs; reduce paper use and reporting time
Benefits Gained:
Centralized, more accurate data and reporting; streamlined work order management processes; consistent CAD standards; 70%+ reduction in paper use and report generation time
Business Partner:
AFM, Ltd.
Web Site:
www.hkapa.edu
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Hong Kong Academy for Performing Arts Makes Dramatic Efficiency Gains with ARCHIBUS

The Hong Kong Academy for Performing Arts (HKAPA) is one of the leading institutes of higher arts education in Asia. It provides professional education, training and research facilities in the performing arts, theatre and entertainment arts, film and television. Its educational policy reflects the cultural diversity of Hong Kong with emphasis on Chinese and Western traditions and interdisciplinary studies. The Academy offers academic programs from undergraduate to Master’s degrees levels in dance, drama, film and television, music, theatre and entertainment arts, as well as Chinese traditional theater.

Every year, HKAPA enrolls about 750 students for its full-time programs and around 770 students for the junior programs. Furthermore, its extensive EXCEL (Extension and Continuing Education for Life) program offers part-time personal enrichment courses and in-service professional training to nearly 8,000 students each year.

With so many arts-related activities taking place each day, managing the main Hong Kong campus using manual processes was becoming increasingly difficult and costly. To raise the institution’s operational performance up to the same level as the performances of its talented faculty and students, HKAPA chose ARCHIBUS to simplify and add value to its business processes.

Reducing Costs, Centralizing Data

With nearly 600,000 square feet of classroom and performance space under management, HKAPA’s efforts to fine-tune its maintenance and space management practices required it to move away from familiar but inefficient paper-based systems.

All too often, important facilities data was hard to find, often inaccurate and, in some cases, lost altogether. Moreover, there was a lack of CAD and forms standardization that made space planning and management difficult at best.

In addition to its goal of eliminating manual processes and establishing consistent standards, the school was also focused on reducing operational costs, centralizing information, digitizing drawings, and optimizing space usage to lower its cost of occupancy and carbon footprint.

“We chose ARCHIBUS because it was a solution that had an international reputation and was also affordable for an educational institution,” says Bosco Yiu, HKAPA’s Director of Estates. “After a demonstration and trial run, ARCHIBUS won the bid and it is now helping us to do a wide variety of things such as establish our CAD standard as well as improving our work order management and preventive maintenance using PDAs and Call Center Wizard to input data.”

Cutting Paper Use, Reporting Time by 70% or More

With 15 networked PCs accessing the ARCHIBUS solution, the implementation has helped achieve the environmental goal of dramatically reducing the amount of paper used to conduct the facilities management function by more than 72%. ARCHIBUS has also streamlined the generation and dissemination of operational data by offering a wide variety of reporting capabilities, says Yiu.

“Faster, more accurate reports on work orders, space inventory and other data is now possible with a few simple key strokes,” Yiu adds. “Facilities data is also easier to share with administrators and department heads thanks to ARCHIBUS. Report turnaround time has also been reduced from two days to only four hours or less, representing a time savings of 75%.”