Enhancing Efficiency and Resource Management in Tertiary Institutions Through an Integrated Equipment and Facility Management System

Abstract

Efficient management of equipment and facilities remains a major challenge in tertiary institutions, particularly in developing countries where manual systems and reactive maintenance practices prevail. This study presents an Integrated Equipment and Facility Management (IEFM) system designed to enhance efficiency, transparency, and accountability. The system integrates centralized inventory, preventive maintenance scheduling, real-time fault reporting, and usage tracking within a unified web platform. Data were obtained from the National Board for Technical Education curricula, lecturers, and laboratory technologists. The system was modeled using UML and implemented with Python (Django), MySQL, and modern web technologies. Results show over 60% reduction in repair turnaround time and 45% improvement in maintenance efficiency, with a user satisfaction score of 4.56/5. The system demonstrates effectiveness in optimizing resource utilization and improving accreditation readiness.