UAE’s Leading FM Provider Berkeley Unlocks 2× Faster Client Onboarding with Connected CMMS

About Berkeley UAE

Berkeley UAE is one of the region’s most established facilities management service providers, backed by over four decades of operational experience and a reputation for delivering large-scale FM excellence. With a 9000+ employees workforce and a business generating more than €100M in annual revenue, Berkeley supports some of the UAE’s most complex and high-performance facilities.

They manage a diverse client portfolio across hard and soft services, energy management, and regulatory compliance. With a subcontractor-heavy delivery model and varied SLAs, Berkeley needed a CAFM platform that could unify reporting and compliance at scale— positioning Facilio as a key partner in their digital evolution.

Challenges:

Berkeley’s operations were stretched by a patchwork of manual processes and decentralized systems that made day-to-day facilities management harder than it needed to be. Core workflows—from updating records to compiling reports—relied heavily on paper forms, spreadsheets, and siloed tools, which slowed execution and made it difficult for teams to maintain real-time visibility across sites. As the portfolio grew, these inefficiencies compounded: maintenance teams lacked the data needed to assess asset performance, subcontractor activities were tracked reactively, and SLA performance varied widely across clients without a way to digitize or enforce policies.

This operational fragmentation didn’t just impact internal efficiency—it affected client experience. Reporting cycles were slow, often taking up to a week per client, and there was no centralized view that tied together work orders, inspections, subcontractor performance, and compliance. Without configurable workflows or centralized oversight, Berkeley struggled to meet client-specific SLA requirements, validate KPIs, and maintain consistent service delivery across hundreds of sites and thousands of ongoing tasks. These constraints created an urgent need for a unified, flexible platform that could scale with their growing operations.

Key challenges:

• Manual, paper-based reporting slowed operations and reduced visibility
• Lack of work order data hindered maintenance tracking and prioritization
• Subcontractor activities had no real-time visibility or KPI compliance
• Decentralized operations limited transparency and made it difficult to consolidate data across projects
• SLA policies were rigid, inconsistent, and required manual KPI validation
• Monthly reports demanded up to one week of admin effort per client
• No StateFlow customization to support client-specific workflows and approvals

Facilio’s Solution

Facilio was deployed as Berkeley’s central CAFM platform to digitize core FM workflows and unify operations across 113+ sites. Modules rolled out included asset and work order management, inspections, inventory, labor tracking, work permits, and client portals—all configured to support client-specific SLAs and vendor workflows.

A major milestone in this transformation was the implementation of self-serve client portals, offering real-time visibility into work orders, energy usage, and reports. This reduced back-and-forth communication and cut report generation from a week to a one-click export—streamlining admin effort and enhancing client experience.

Solution Highlights

1. Self‑Serve Client Portals for Real‑Time Visibility

Berkeley introduced dedicated client portals that offer secure, site-specific access to real-time dashboards and reports. Clients can independently track work orders, monitor energy performance, and view SLA metrics—eliminating delays caused by manual report sharing. This self-serve model reduces admin workload, streamlines communication, and enhances transparency. By putting operational data directly in the hands of clients, Berkeley has strengthened trust, elevated service delivery standards, and created a more responsive, professional client experience.

2. Shift-Based Labor Tracking with Productivity Insights

Facilio enables Berkeley to digitize labor tracking across sites using shift schedules and work order execution data. Supervisors log actual hours per labourer, even for subcontractors without logins, allowing real-time productivity monitoring without operational friction. Dashboards visualize daily execution trends, highlight idle time, and support smarter staffing decisions. This structured visibility has improved labor cost control, strengthened SLA compliance, and helped Berkeley demonstrate service value to clients more transparently. The result is improved labour cost control, stronger SLA compliance, and the ability to demonstrate service delivery value to clients with transparency.

3. Auto-Triggered Work Orders from Inspection Reports

Inspections are digitized using mobile-enabled checklists with built-in scoring logic, and any non-compliant response automatically triggers a deviation work order. These tasks are instantly routed to the right technician or inspector, closing the loop from issue detection to resolution. Each action— from failed checklist items to final closure—maintains a full audit trail with timestamps and attachments, eliminating QA backlogs and ensuring fast, accountable compliance management.

4. Energy Dashboards, Meter Benchmarking & Audit Triggers

Energy data is logged daily through work orders or checklists and visualized in real-time dashboards accessible to both internal teams and clients. Historical meter data enables trend analysis, while benchmarking thresholds automatically trigger audit work orders when anomalies occur. Forecasting tools provide estimated monthly costs, turning energy reporting into a proactive, insight-driven workflow that strengthens cost control and enhances client transparency.

5. Centralized Inventory Visibility Across 52 Storerooms

The inventory module helps the team to track over 1,000 active item types across 52 storerooms—ensuring real-time visibility into available stock, usage history, and replenishment needs. Inventory is tightly integrated with work orders, allowing parts to be issued and recorded against specific tasks. This linkage helps Berkeley prevent overstocking, reduce wastage, and monitor item-level consumption trends by site. By digitizing inventory across clients and locations, Berkeley has improved material planning, ensured faster task resolution, and brought financial accountability to their spare parts operations.

6. Custom Dashboards & Role-Based Workflow Control

Facilio empowers Berkeley to deliver tailored visibility and workflow precision through customized dashboards built for client facility managers, department heads, and internal teams. Each user gains access only to the information relevant to their role, ensuring clarity, control, and secure decision-making across sites. Beyond dashboards, configurable StateFlow processes allow Berkeley to model client-specific workflows and approval paths—something legacy systems couldn’t support. This flexibility enables the team to adapt processes for different contracts, enforce SLA logic consistently, and maintain standardized service delivery while honoring unique client requirements. Together, these capabilities create a more transparent, controlled, and responsive operational environment.

Impact

• Onboarding new clients cut from 30+ days to just 15 days.
• Reporting time reduced from 1 week per admin to instant export.
• SLA adherence tracked in real time across multiple sites.
• Enhanced real-time visibility and improved client experience through dedicated self-serve portals.
• Improved energy cost forecasting, leading to better cost management and proactive decision-making.