Building Issue Tracker
Vaughan Public Libraries
Innovation Synopsis
In 2025, Vaughan Public Libraries (VPL) was due to open its thirteenth library branch. With so many libraries and limited resources for maintenance, an improved system for reporting issues with the buildings was needed.
The Finance & Community Spaces Department (F&CS) at VPL has responsibility for the ongoing maintenance of the library buildings and wanted to create a system that would improve the efficiency and effectiveness of the maintenance tasks that are assigned to the Facility Maintenance & Repair Operators (FM&RO).
While the individual tasks involved in the maintenance of the buildings are relatively simple, coordinating and tracking these tasks was a complex and time-consuming process. The tracker was devised to allow branch managers to have a standardized method for reporting, to ensure that communication about building issues is channeled in a consistent manner and to provide the Finance & Community Spaces Department with an overview of progress and statistics.
Challenge/Opportunity
FM&ROs travel between the library branches and only have access to their mobile devices. When the FM&ROs visit branches, the branch manager is often not available, and this often leads to a breakdown in communication about building issues.
The branch managers need a quick method of reporting building issues that ensures that all relevant information is submitted. The use of photographs can make it much easier to convey the specifics of a building issue. In addition, reminders about outstanding issues can also be useful for follow-up purposes.
The F&CS Department didn’t have viable data (other than anecdotal from the FM&ROs), regarding building issues that had been submitted, dealt with, or were outstanding.
Key Elements of Innovation
One of the main goals of the project was to use the current resources available at VPL to find a solution. VPL has access to the Office365 suite and an internal SharePoint site (The Bookmark) - those resources were used to develop an in-house solution.
After discussions with F&CS, a SharePoint List was used to create a log of the building issues (see image: 20251017 ULC Submission SharePoint List.jpg). Once the parameters of the List were set, a custom PowerApp was created to channel the input and editing of entries. PowerAutomate flows were developed to enable timed notifications to be sent to help the workflow and keep parties informed.
By creating a PowerApp, the process could be managed solely on issued mobile devices. The app was custom designed to allow for an easy and fast-reporting process, usually to be completed in a few seconds at the location of the issue, allowing for reports to be submitted at the time of discovery.
Achieved Outcomes
The Building Tracker was put in place on March 12, 2025. To date, 98 building issues have been reported, with 81 of those issues being resolved. A total of 42 reported issues had images added to their entries.
Once an issue is submitted, it appears in the app’s list view. The list view shows entries by Priority/Status, and the list view can be filtered by Location and/or Priority/Status. In addition, a keyword search can be performed to find specific entries.
When a new entry is submitted, a ’New Issue Reported’ email is sent to FM&ROs, F&CS, and to the creator. Once the issue has been resolved, any party can mark the entry as ‘Resolved’ and an ‘Issue Resolved’ email is sent to the creator of the entry.
Any entries that are older than 28 days and remain URGENT, High Priority, or Low Priority are added to a weekly summary email notification sent to F&CS and to the creator. At the end of the year, the SharePoint List can be exported for statistical purposes.
