Key Takeaways from our APPA Webinar 2025

I recently had the chance to host an APPA webinar highlighting the critical role of strategic asset management in complex campus facilities. I was joined by Brett Hewitt (Assistant Director of Facilities Systems at Wake Forest University) and Steve Adams (Director of Facilities Operations for Wake Forest University). During the presentation, we discussed some actionable tips for transforming facilities data into smart, sustainable capital planning strategies.

Below is a recap of the webinar and some of the key ways that accurate asset data and modern enterprise asset management tools can help institutions move from reactive maintenance to proactive planning, to build a stronger foundation for a more digital campus.

Why precision matters in capital planning

When it comes to capital planning, precision is everything. During the webinar we discussed how the strength of any capital plan depends on the accuracy of the data behind it. Outdated or incomplete facilities data can lead to misaligned priorities, budget overruns, and mounting deferred maintenance.

Facilities leaders are essential to solving that challenge. By capturing condition assessments, deferred maintenance data, and risk profiles, they create the foundation for smarter decision-making. When this information is integrated into an asset management platform like a CMMS or EAM, teams can prioritize investments, forecast lifecycle costs, and build capital plans that stand up to real-world conditions.

Wake Forest University in Winston-Salem, NC, was a great example of this in action. By leveraging real-time asset data to reduce reactive work, forecast budgets more accurately, and align investments with institutional goals.

The importance of asset lifecycle management

Wake Forest’s Facilities Operations team, led by Steve and Brett, manages more than 80 buildings across a 340-acre campus. They were facing familiar challenges like aging infrastructure, disconnected systems, and limited asset visibility. And their existing CMMS wasn’t delivering the data or mobility they needed to plan effectively.

They transitioned to a mobile, asset-centric EAM solution to manage maintenance, forecast replacements, and model financial impacts. The goal was to move from reactive maintenance toward a complete asset lifecycle management approach, where every repair and replacement supports long-term campus goals.

A major part of their success came from rethinking how they conducted Facility Condition Assessments (FCAs). Relying solely on third-party firms proved costly and slow, with data that quickly became outdated. Wake Forest began performing internal FCAs for smaller, defined projects, giving them faster results and greater control. Seeing the value, they formed an internal FCA committee to expand the effort campus-wide, blending in-house expertise with engineering partners for larger strategic needs. This approach is helping them maintain fresher, more accurate data to drive their ALM strategy forward.

Redefining efficiency

Wake Forest's story underscores the evolution from basic maintenance operations to a fully connected EAM strategy powered by Brightly’s Asset Essentials. By integrating asset condition, risk, and financial data into one system, the facilities team created a foundation for smarter planning and more confident decision-making.

Wake Forest's Biggest Challenges	Before EAM Implementation	After EAM Implementation
Preventive maintenance	Only 10% preventive maintenance	Increased to 45% across 3 teams Extended asset lifespans
Administrative data accessibility	Manual reporting Slow response to questions	Real-time data access Rapid answers for leadership and stakeholders
Staff efficiency	Staff tied up with reactive maintenance	Resources freed up for preventive maintenance Faster issue resolution
Field operations	Technicians returned to office for information	Mobile access to work orders, parts, and manuals
Job completion speed	Delays due to lack of field access	Faster job completion Reduced downtime
Asset management	Limited asset tracking Manual cost reporting	Automated tracking of asset usage and maintenance costs
Transparency & KPIs	Limited visibility into operations	Dashboards and KPIs summarizing progress and needs

Through this shift, Wake Forest increased preventive maintenance by more than 350%, extended asset lifespans, and empowered leadership with data that drives measurable results. Their journey shows what’s possible when facilities and finance share the same data, vision, and strategy.

Now, they're taking a bold step forward by piloting a transition to a fully digital campus with smart technologies for elevated efficiency. Plans include Building Automation Systems (BAS) integrated into a centralized system, real-time IoT sensor data triggering work order generation, and a unified interface for facilities management. Taking it a step further, Siemens Operations Manager will connect BAS and IoT sensors for seamless operations.

Conclusion

By building internal FCA capabilities, implementing EAM, and piloting digital campus initiatives, Wake Forest is setting a new standard for smart capital planning and operational excellence. It’s not just about maintenance, it’s about aligning facilities operations with institutional goals, sustainability, and long-term capital planning.

This experience demonstrates how educational institutions can leverage internal expertise, strategic partnerships, and modern technology to transform facilities management. If you want to hear more about Wake Forest's EAM journey, click the link to watch the full recording of our APPA webinar on demand: From Raw Data to Smart Capital Planning: Optimizing Facility Asset Investments.