From the Field to Decision-Making: How the IUT d’Évry Manages Its Campuses with Urbest
When Technical Management Becomes a Strategic Steering Lever
At the IUT d’Évry Val d’Essonne, campus management is not limited to simply “keeping things running.”
Every intervention, every piece of equipment, every request tells a story: that of a living institution in constant activity, where the reliability of infrastructure directly determines educational success.
It is in this context that Urbest has established itself as a central tool, serving technical, logistics, and management teams alike. One year after its deployment, the conclusion is clear: Urbest has profoundly structured day-to-day work and given a new dimension to the way operations are managed.
“From a management perspective, it may not look like much, but Urbest has been extremely important for me and for my teams.
It has allowed us to fully structure our daily work and restore order across our different departments.”
Mr. Ngae, Director of the IUT
Before Urbest: Fragmented Management, Hard to Steer
Before Urbest was implemented, intervention requests were managed through a multitude of tools and channels: emails, phone calls, paper forms, informal exchanges, and more.
While team commitment was never in doubt, this organization made management complex. It was difficult to:
- Centralize requests.
- Accurately track their progress.
- Prove the actual time spent on interventions.
- Gain a global view of workload.
- Trace the history of actions carried out.
In practice, the work being done was very real—but often invisible, difficult to objectify, and hard to showcase to management or decision-making bodies.
A Tool Rooted in the Reality of the Field
At the IUT d’Évry, Urbest is primarily valued for one simple reason: it fits the reality, the day-to-day reality of teams.
Maintenance, logistics, and safety staff use it daily to:
- Centralize all intervention requests.
- Plan and prioritize technical actions.
- Track equipment and buildings.
- Document interventions (photos, comments, histories).
The result: less dispersion, more clarity, and above all, a shared vision across teams.
“Urbest brings us back to the reality of the field, with facts, figures, and concrete data.”
Ms. Colin, Experimental Techniques Engineer at the IUT
Figures That Speak… and Protect
In one year of use, more than 3,500 intervention requests have been processed, with over 98% resolved.
These figures—previously impossible to consolidate—have now become key indicators.
In a context where university budgets are increasingly constrained and decentralized, every expense must be explained, justified, and supported. When budget trade-offs, postponed work, or project reassessments arise, having factual data fundamentally changes the conversation.
Thanks to Urbest, teams can now:
- Measure the real volume of interventions.
- Analyze average processing times.
- Objectify workload.
- Identify peak activity periods.
- Showcase daily work that is often discreet but essential.
These data become true decision-support tools:
- To justify staffing needs.
- To withstand budget cuts.
- To arbitrate between in-house and outsourced services based on frequency.
“With Urbest, we no longer say ‘I feel like.’ We show.”
“We are finally able to clearly demonstrate all the work generated by each intervention.”
Mr. Briand, Technical Manager at the IUT
Anticipating Instead of Reacting
Urbest also enables moving from a largely reactive approach to a more proactive form of management.
Teams can now:
- Anticipate peaks and lulls in activity.
- Better organize schedules.
- Plan maintenance for heavy equipment.
- Structure technical operations and larger-scale works.
This ability to anticipate strengthens service reliability and improves teamwork, bringing greater clarity and peace of mind.
A Unifying Tool for a Small, Tightly-Knit Team
At the IUT d’Évry, the logistics department is a human-scale team where mutual support is essential. Here, Urbest plays a key role as a shared foundation.
Every request is tracked, every action is visible, and every decision is shared. Exchanges (messages, time-stamped photos) facilitate communication, even in sensitive or conflictual situations.
“It’s a factual foundation that eases exchanges and facilitates communication between my teams and me.”
Mr. Ngae, Director of the IUT
Key Considerations: A Powerful Tool That Requires Preparation
During the deployment of Urbest, significant groundwork was carried out with the teams to:
- Properly qualify requests.
- Structure intervention categories and typologies.
- Precisely configure buildings, sites, and spaces.
- Harmonize practices.
This configuration and onboarding work is a key success factor. When used properly, the tool becomes a performance accelerator; when poorly structured, it can lose effectiveness. This initial phase proved decisive in ensuring data quality and reliability, strengthening the credibility of indicators, and enabling management as close as possible to on-the-ground reality.
Much More Than a Tool: A Steering Lever
Behind its apparent simplicity, Urbest has become a full-fledged management tool. It enables organizations to:
- Structure processes.
- Strengthen the legitimacy of technical teams.
- Connect day-to-day operations with leadership priorities.
A discreet yet essential tool that transforms technical management into a performance lever, treating educational spaces as true production assets. With the upcoming opening of the Technological Hall to external stakeholders, Urbest will play an even more central role in a service approach combining maintenance, operations, and user experience.
What’s Next?
IUT d’Évry – Val d’Essonne is now continuing to expand the use of Urbest, particularly across technical areas and specialized equipment, with a clear ambition:
“To keep letting data speak, so we can make better decisions, prioritize more effectively, and better serve the university community.”
Mr. Ngae, Director of the IUT
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