Modernising healthcare estate management for a multi-site NHS Trust.
How mpro5 helps Coventry and Warwickshire Partnership Trust streamline facilities operations, manage 125 subcontractors and maintain safety and compliance across 90+ sites.
Managing the estates and facilities of an NHS Trust is one of the most complex challenges in facilities management, and for Coventry and Warwickshire Partnership Trust (CWPT), the scale makes it even greater.
With a small estates team responsible for over 90 sites and a network of 125 subcontractors, CWPT needed a smarter way to coordinate maintenance, track compliance and keep every building running safely. With their existing system reaching the end of its contract, they turned to mpro5 to replace it, in a tight timeline of just six weeks.
What followed was a transformation that cut helpdesk waste, eliminated double data entry and gave CWPT the digital foundation they needed to manage their estate with confidence.
The Challenge
CWPT’s existing facilities management system had become outdated and unable to keep pace with the demands of a large, complex NHS estate. With just six weeks left on their contract the pressure was on to find a replacement.
Without a fit-for-purpose system, it was difficult to:
- Coordinate and monitor the work of 125 subcontractors across 90+ sites without constant manual chasing
- Schedule and track statutory compliance tasks such as Planned Preventative Maintenance and fire safety checks
- Generate reliable reports without time-consuming double data entry across multiple systems
The new solution had to fulfil 171 functional requirements, covering everything from reactive maintenance to SLA tracking, and be fully deployed before the old system was switched off.
“The opportunities are endless, you just need the education and the appetite to want to see the change.”
– Sat Padda, Senior Compliance Manager, CWPT
THE SOLUTION
Acting as the critical link between CWPT’s existing system and their subcontractor network, mpro5 replaced the overloaded helpdesk with an intelligent, automated workflow platform in just four weeks.
How mpro5 Helped CWPT:
- Automated job management: With mpro5 in place, the estates team no longer need to manually chase jobs. They automatically track tasks and alert the right people when action is needed.
- SLA and PPM scheduling: The mpro5 planner allows statutory Planned Preventative Maintenance and Service Level Agreement deadlines to be scheduled, monitored and managed in one place.
- Contractor app and data sync: Subcontractors input job data directly into mpro5, which syncs seamlessly to the cloud, removing double data entry and eliminating the risk of errors.
- Building-level reporting: Comprehensive overviews of any site can be generated instantly, giving managers clear visibility of all reactive and planned works across the entire estate.
The results
Since implementing mpro5, CWPT has seen a step-change in the efficiency and capability of their operation:
- 77% increase in helpdesk efficiency
- Maintenance helpdesk team reduced from nine people to two, freeing resource for more complex tasks
- Full deployment achieved in four weeks, ahead of a six-week deadline
- Double data entry eliminated across the entire subcontractor network
- Faster, more reliable reporting enabling data-driven decision-making across the estate
With a leaner, more capable team now in place, CWPT is already planning to extend mpro5 into cleaning management and fire risk assessments, further expanding the platform’s impact across the trust.
Real world results
increase in helpdesk efficiency
weeks to full deployment
functional requirements fulfilled
THE IMPACT
The CWPT and mpro5 partnership demonstrates what’s possible when NHS organisations embrace digital transformation with urgency and ambition.
By replacing an outdated system with an intelligent, flexible platform, CWPT has reduced risk, improved compliance and freed their estates team to focus on what matters most: keeping their buildings safe and their staff and patients well supported.
Together, we’re helping to build a more efficient, more resilient digital NHS.
