Meeting the evolving demands of NHS facilities management: How Hywel Dda University Health Board transformed operations with CAFM Explorer®

Explore the success story of Hywel Dda University Health Board and learn how CAFM Explorer® can streamline your facilities management operations.

Facilities Managers (FMs) today operate in an increasingly complex environment.  Delivering efficient, compliant, and cost-effective services is no longer a goal — it’s essential. Faced with limited budgets, workforce pressures, and growing regulatory demands, FMs need solutions that actively streamline their work.

This is where smart Computer-Aided Facilities Management (CAFM) solutions like Idox’s CAFM Explorer® come into play. CAFM Explorer® enables organisations to gain real-time insights into their operations, helping them make smarter decisions, faster.

A prime example of this transformation in action is Hywel Dda University Health Board, which successfully implemented CAFM Explorer® to manage its extensive and complex estate across West Wales. Like many public sector organisations, the Health Board was facing significant operational challenges — from meeting regulatory demands to coordinating timely maintenance across multiple facilities.

Hywel Dda’s Challenges — and the Solution

Hywel Dda University Health Board oversees a large estate of hospitals and healthcare facilities, each with unique operational needs and compliance requirements. A solution was needed to manage rising compliance and health and safety requirements. With Idox’s CAFM Explorer®, the health board was able to centralise its facilities management processes and gain clearer visibility into daily operations.

Replacing a previous paper-based approach to maintenance and a reliance on spreadsheets for reporting, this change supported the health board’s digitisation strategy and drive towards a paperless system. The results were clear and measurable:

• Enhanced operational efficiency: Maintenance processes became streamlined, reducing equipment downtime and ensuring a more responsive service to internal stakeholders.
• Improved compliance: With automated tracking of health and safety obligations, the Health Board significantly improved its ability to meet compliance requirements — a critical factor in healthcare settings.
• Cost savings: Through smarter scheduling and better resource management, the organisation achieved notable reductions in operational costs.

These improvements also contributed to a safer, more reliable environment for both patients and staff. Read our full case study to find out more.

Real-World Impact: A Broader Perspective

Hywel Dda’s success story isn’t unique. Organisations across different sectors are seeing tangible benefits from CAFM Explorer®.

For instance, the Hippodrome Casino’s Building Services Manager noted:

“The savings we’ve generated as a result of using CAFM Explorer® mean that it’s already paid for itself.”

Similarly, at the University of Salford, improved coordination and response times were a game changer:

“CAFM Explorer® software has enabled all staff and students to get the fast, well-coordinated maintenance service they deserve.”
— Head of Administrative Services

Whether it’s a hospital, university, or leisure facility, the results with CAFM Explorer® speak volumes.

CAFM Explorer®: The Complete CAFM solution

CAFM Explorer® is the complete CAFM solution with a wide range of features designed to simplify and strengthen facilities management operations

• Property, Estate & People Management: Centralises control over everything from safety checks to space utilisation and compliance, providing a full picture of the estate’s performance.
• Helpdesk Management: Automates service requests and maintenance workflows, enabling teams to respond quickly and efficiently.
• Asset Management: Keeps track of all assets and their maintenance schedules to extend lifecycle and reduce unexpected failures.
• Finance Management: Supports accurate financial oversight with automated cost recording and stock control — essential for budget-conscious organisations.

For Facilities Managers overseeing multiple sites, minor inefficiencies can add up — CAFM Explorer® helps eliminate them.

The Future of CAFM

As expectations around sustainability, safety, and workplace experience continue to grow, Facilities Managers will increasingly rely on digital solutions to meet these demands. Tools like CAFM Explorer® are becoming essential for staying competitive, compliant, and cost-efficient.

With sector-driven customisation and support from our experienced CAFM team, CAFM Explorer® adapts seamlessly to any environment — from SMEs to large, complex estates. It centralises all property and asset data, provides real-time reporting, and gives teams the insight and control they need to make faster, more informed decisions.

Interested in seeing how CAFM Explorer® could work for your team? Contact us today to schedule a tailored demonstration.

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