From Spreadsheets to Success- School District 68 Transforms Project Management with ebase
Before adopting ebase, School District 68 Nanaimo-Ladysmith managed minor capital and maintenance projects through a combination of spreadsheets and paper forms. While functional, this approach created inefficiencies, delayed projects, and a constant struggle to find the right information. With no easy way to access project histories and ongoing issues with file storage, the district knew a more effective solution was needed.
When Justin Taylor joined as Assistant Director of Planning and Operations, he already knew the value of ebase Project Manager, having successfully implemented it at another school district. Confident in its ability to improve processes, he prioritized its implementation at SD68. “The module is efficient, easy to use, and the ebase team responds quickly to client needs,” Justin explains. “That level of support made it an easy choice.”
From Paper to Centralized Platform
The decision to implement ebase Project Manager was an easy one because the old system left project details scattered across multiple platforms. Now, with ebase, all project information, from planning and budgeting to historical records, is stored in one centralized location, making it easier for everyone to access the details they need quickly and efficiently.
The module quickly became the go-to tool for managing a wide range of projects including, fire alarm upgrades, daycare structure builds and garden installations. Having complete project histories readily available has allowed the district to approach each new project with better insight, building on past successes and avoiding prior challenges.
One of the most significant impacts came from analyzing cost data for stair construction projects. By reviewing project numbers in ebase, Justin discovered that wooden stairs were actually more expensive than anticipated once labour costs were factored in. In contrast, aluminium stairs were quicker to install and more cost effective. As a result, the district is now standardizing aluminium stairs for all future builds, a decision driven entirely by the insights ebase provided.
Streamline Everyday Tasks
With all planning, history and document stored in one place, the project manager module has become indispensable for Justin and his team. The module integrates seamlessly with the Work Orders module, allowing invoices to be linked directly to projects without duplicate data entry and ensuring costs are accurately linked to specific tasks and financial accounts. The account page keeps all cost information visible without having to dig through multiple files, helping the team ensure they stay within budget in every stage.
Balancing usability with functionality, the module supports both small-scale projects, such as stair replacements, and larger initiatives like new daycare structure or new gardens, ensuring they remain organized and on schedule from start to finish.
School District 68 has found ebase Project Manager to be a powerful tool for managing everyday projects. By providing the right level of detail for daily tasks and adapting to the district’s evolving needs, it has enabled faster, more efficient project execution. Centralized access to project information, actionable insights, and seamless integration across modules has improved efficiency, reduced costs, and strengthened communication. This has established a more streamlined, data-driven approach to managing projects across the district.
