The Indian Institute of Technology (Indian School of Mines), Dhanbad is one of India's premier technical universities. Its sprawling campus houses academic blocks, research laboratories, hostels, administrative offices, and residential quarters — each generating a continuous stream of facility and maintenance requests from thousands of students, faculty members, and staff.
For an institution of this scale, keeping the campus infrastructure functional is not just an operational task — it directly impacts the quality of education, research, and daily life for everyone on campus.
Before Cryotos, the institute's facility management operations ran on a combination of verbal requests, paper registers, and phone calls. Four core problems had compounded over time:
Challenge 1: Invisible Request Volumes
There was no system to capture how many maintenance requests were being raised across the campus at any given time. A leaking hostel pipe, a broken classroom projector, and a faulty streetlight were all handled through informal channels — phone calls to the estate office, handwritten complaint registers, or word-of-mouth.
No one had a reliable count of open, pending, or resolved requests. Resource planning was guesswork, and recurring issues at specific locations went unnoticed because the data simply did not exist.
Challenge 2: Paper-Heavy Operations with No Audit Trail
Every maintenance activity — from logging a complaint to closing it — involved paper. Registers filled up. Papers got misplaced. When the administration needed a monthly summary of what was done, where, and by whom, the facility team had to manually compile reports from scattered records.
Managerial oversight was inconsistent, and historical analysis of maintenance patterns was practically impossible.
Challenge 3: No Way to Pinpoint Where Issues Were
When someone reported "a water leak in Hostel 8" or "a broken window near the library," the maintenance team often spent time just locating the exact spot. On a campus that spans dozens of buildings and hundreds of rooms, vague descriptions led to delayed responses, wasted site visits, and frustrated complainants. There was no mechanism to attach a precise location to a complaint.
Challenge 4: No Formal Channel for the Campus Community
Students, faculty, and staff had no unified, accessible way to report facility issues. The process depended on knowing whom to call or which register to write in. Many issues simply went unreported because the barrier to raising a complaint was too high — especially for students in hostels who were unsure of the reporting process.
Cryotos worked closely with the institute's facility management team to design a solution that addressed each of these challenges — not with a generic tool, but with specific Cryotos modules configured for the campus context.
Solving Challenge 1: Centralized Work Order Management
The Work Order module became the backbone of the new system. Every facility request — whether raised by a student, a faculty member, or a facility supervisor — is now logged as a digital work order with a unique ID, timestamp, category, priority, and assigned technician. Nothing falls through the cracks.
For the first time, the administration can see exactly how many requests are open, in progress, or closed at any given moment. Patterns emerge: which buildings generate the most complaints, which categories (plumbing, electrical, civil) dominate, and how quickly issues are being resolved.
Solving Challenge 2: Digital Reporting & Dashboards
Cryotos automated recurring maintenance tasks for all critical assets — HVAC servicing, generator load tests, fire extinguisher checks, elevator inspections, and UPS battery health checks — based on calendar intervals and usage thresholds.
Monthly and weekly reports are generated directly from the platform, giving management a clear, auditable picture of facility operations. Historical data is preserved and searchable, enabling trend analysis and informed resource allocation.
The screenshots below illustrate the live Cryotos dashboard in action at IIT Dhanbad, showcasing how facility data is visualized in real time across multiple views:
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Solving Challenge 3: Location-Based Ticketing with Geo-Tagging
Cryotos configured automatic latitude/longitude geo-tagging on every ticket raised through the platform. The moment a user submits a request from their phone, the system captures the exact GPS coordinates. Maintenance teams no longer rely on vague descriptions — they can see precisely where the issue is on a map before dispatching a technician.
This was particularly impactful for a campus of IIT Dhanbad's size, where buildings are spread across a wide area and a complaint like "near the old library" could mean any of several locations.
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Solving Challenge 4: A Digital Reporting Channel for Everyone
Cryotos provided a simple, accessible digital ticketing portal that any member of the campus community can use to raise a facility request — from a phone, tablet, or computer.
Students in hostels, faculty in departments, and staff across campus all use the same channel. The barrier to reporting was eliminated, and the facility team gained complete visibility into every complaint.
The portal is designed to be intuitive enough that first-time users can raise a ticket in under a minute, with the location captured automatically in the background.
The rollout followed a structured, phased approach designed to ensure smooth adoption across a complex, multi-stakeholder campus environment:
Within weeks of going live, the impact was visible across the campus:
The IIT Dhanbad implementation demonstrates how a structured, module-driven CMMS can transform campus facility management — even in a complex, multi-stakeholder environment like a large university. What started as an effort to digitise complaint logging has evolved into a fully visible, location-intelligent facility management ecosystem.
By mapping each operational challenge to a specific Cryotos module — Work Orders for tracking, Dashboards for reporting, Geo-Tagging for location accuracy, and a Digital Portal for accessibility — the institute now has not just a tool, but a system that brings structure, accountability, and real-time visibility to every facility request raised across the campus.
I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!
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Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.
I am using this application right now for my service team, very good, user friendly, have lot of customisation in workflow and service reports. the team supported for initial implementation, They have good support team. Myself fully recommended this application.
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