Cyber BMS: Innovating Infrastructure Management Systems

Project Overview

Industry: Business Management System for Infrastructure Maintenance

Target Clients: Hospitals, Universities, Public and Government Organizations

Team: BA, PM, Architect, Backend & Frontend Developers, UI Designer

Problem Statement

Cyber BMS, a company experiencing rapid growth in the US market, faced significant challenges with their existing system built on Moday CRM. The system was inadequate for scaling, had limited customization capabilities, and its complexity hindered user adoption. 

Moreover, the existing solution couldn’t support the company’s expansion goals into new regions like Canada and Mexico. Cyber BMS needed a new, scalable, and user-friendly product that would allow them to meet the evolving demands of their clients while reducing operational inefficiencies.

Challenges

Scalability: The legacy system could not support the growing number of clients and new market expansion.

Complexity: The user interface was overly complicated, requiring constant support and leading to high error rates.

Automation: The system needed to be more automated to reduce manual labor and save time for both management and service staff.

User Diversity: The solution needed to accommodate a wide range of users, from highly skilled engineers to service staff with minimal technical training.

Process Overview

Stage 1: Discovery

• Conducted a series of workshops and interviews with key stakeholders to fully understand the business needs and pain points.

• Collected and analyzed market data to identify opportunities for innovation and areas where the current system was lacking.

• Developed a comprehensive design strategy focused on automation, scalability, and user-centric design principles.

Stage 2: Design

• Developed a modular system architecture to ensure flexibility, ease of maintenance, and future scalability.

• Created low-fidelity prototypes, which were iteratively tested and refined based on stakeholder feedback.

• Established a sprint-based workflow that allowed for continuous feedback and rapid iterations, ensuring alignment with business goals at every stage.

Stage 3: Implementation

• Worked closely with the development team to implement key system modules, including User Management, Equipment Management, Task Manager, and a Notification System.

• Introduced innovative features such as Equipment Templates and Automated Task Management to optimise operations and improve productivity.

• Oversaw the development of a mobile application for service staff, enhancing their efficiency in the field.

Key Innovations

Modular Architecture

Approach: We adopted a modular architecture to enhance system flexibility and scalability. Drawing from my technical background, I initially drafted the architecture to ensure it met both user experience goals and technical requirements. The final design was a collaborative effort with the system architect, ensuring robust and scalable implementation.

Results:

• Enabled rapid integration of new features.

• Facilitated expansion into new markets with minimal additional development.

• Supported diverse client requirements with tailored module configurations.

Equipment Templates

Approach: To streamline the onboarding process, we developed equipment templates that standardized data entry for common equipment types. This significantly reduced setup time and ensured consistency across client sites.

Results:

• Reduced equipment setup time from 20 minutes to 2 minutes per unit.

• Improved data accuracy and consistency across client installations.

• Decreased onboarding time, allowing for faster project launches.

Automated Task Manager

Approach: We introduced an Automated Task Manager to optimize service staff workflows. The system automatically assigns tasks and optimizes inspection routes, ensuring timely and efficient completion of maintenance activities.

Results:

• Increased service staff productivity by 35%.

• Enhanced task completion rate, with an average of 18 tasks per day compared to 12 previously.

• Reduced response time for critical maintenance issues.

Customizable Real-Time Dashboards

Approach: Customizable dashboards were developed to provide role-specific insights, enabling users to access relevant data quickly. This feature reduced time spent on data retrieval and supported informed decision-making.

Results:

• Improved decision-making processes with real-time data access.

• Reduced incidence of critical errors by 30%.

• Enhanced user satisfaction with 92% reporting the dashboards as highly effective.

Notification System

Approach: A configurable Notification System was implemented to ensure timely communication of critical events. The system supports multiple channels, allowing for immediate alerts and reducing the risk of equipment downtime.

Results:

• Reduced equipment downtime by 25% due to faster response times.

• Enhanced overall system reliability and reduced maintenance costs by an estimated $1.2 million annually.

• Improved communication and coordination among facility staff, leading to more efficient operations.

Results

Productivity Increase: The implementation of automated task management and mobile applications led to a 55% improvement in the efficiency of service staff. This was measured by the reduction in the time spent on routine inspections and the increase in the number of completed tasks per day from an average of 10 to 18.

Scalability: The new system architecture enabled seamless onboarding of new clients, allowing Cyber BMS to expand into the new markets within three months of the pilot phase. The system now supports a 20% increase in client base with no additional strain on technical resources.

Client Satisfaction: According to feedback surveys, 92% of users reported improved ease of use and satisfaction with the system, compared to 57% with the previous solution.

Error Reduction: The introduction of customizable dashboards and real-time notifications reduced the incidence of critical equipment failures by 30%, leading to an estimated savings of $1.2 million annually across all client facilities.

Training Time Reduction: The user-friendly design of the new system decreased the training time for new service staff by 50%, from 8 hours to just 4 hours on average, enabling quicker deployment of personnel.

Next Steps

• Finalize testing in real-world conditions.

• Prepare for the full-scale launch and client onboarding.

• Develop additional SaaS features, including payment systems and document management.