Hyland Hills Park & Recreation District: Centralized Data for Multiple Facility Types
How Geo-Located Asset Data Brings 14 Facilities and 4,782 Assets Into One System
Gridbase replaced a system lacking location-based insights with one organized view of all work being completed across Hyland Hills Park & Recreation District’s diverse facilities, which include a water park, golf course, ice center, and other recreation facilities.
Lack of Location-Based Visibility
Hyland Hills Park & Recreation’s previous work order software listed tasks in multiple lines of a spreadsheet, with no way to visualize where work was being completed across the district’s diverse facilities portfolio, including a water park, golf course, ice center, and other recreation facilities.
Keeping track of facility and maintenance information with no location data attached to it was complicated, inefficient, and scattered. Whether a request came from a mechanical issue at the ice center or a signage request from marketing, there was no consistent way to see what it was about or where it lived.
Supervisors dealt with other challenges, too. There was no central place to visualize which tasks were assigned, in progress, or stalled because work orders showed up in a long list, not a picture of where things actually stood, which made it hard to manage workloads or explain delays.
Underneath the day-to-day friction was a data problem: Hyland Hills couldn’t get the reporting it needed to manage its infrastructure or defend its budget with the board.
Visual Insights, Custom Templates, and Centralized Data
Hyland Hills is building the solution it needs in Gridbase, a highly customized platform that shows all facility information within one dashboard and visualized on 3D, interactive maps. Gridbase also aligns directly with the district’s existing workflows across departments.
- Visual insights: All facility data organized in one, user-friendly dashboard, with specific views for work orders, asset management, maintenance, inventory, and analytics. Interactive 3D maps of all facilities show where everything is located.
- Tailored templates: Over 50 unique work order and inspection templates, built for the precise needs of each facility type.
- Centralized assets: Successfully tracks 4,782+ geo-located assets in a single, comprehensive system of record across 14 facilities and 15 parks.
- Unified data: A robust data structure that supports the analytical reporting and budgeting Hyland Hills has said it needs next.
With all of this as the foundation, Gridbase gives the district’s teams a platform flexible enough to build the workflows their operations require, department by department.
What’s Ahead: Data, Approvals, and Reporting
Moving forward, Hyland Hills’ operations team will execute key phases to scale administrative efficiency, enhance governance, and drive data-informed budgeting. Priorities include:
- Improve data understanding: Gridbase allows for real-time visualization and analysis of every work order and inspection, organized by department, covering all maintenance and non-maintenance items from assignment through completion.
- Approval routing and access controls: Organize all requests into clear, department-specific approval routes. Hyland Hills will group location creation and other access permissions by department so each team manages its own routing and users only see what's relevant to them.
- Asset lifecycle reporting and integrations: Track task durations, material usage, and breakdown rates to create reporting dashboards for the board.
Hyland Hills also wants to extend the inventory management tools already in place in Gridbase to more teams across the district. And, since it doesn’t have in-house GIS expertise, it plans to lean on Gridbase’s geospatial foundation for more accurate facility mapping.
Gridbase for Local Government
Why does location-based visibility matter for a diverse facilities portfolio?
Without location data attached to maintenance and asset records, tracking work across different facility types becomes scattered and inefficient, and supervisors lose any central way to see where work is actually happening. Gridbase gives Hyland Hills Park & Recreation District a single, geo-located system of record for the 4,782 assets it tracks across 14 facilities and 15 parks.
Can work order software handle facilities as different as a water park, a golf course, and an ice center?
Yes. Work order software with customizable templates can be tailored by business type and work group, so a water park maintenance request and a golf course signage request don't ask the same generic questions. Hyland Hills Park & Recreation District has built more than 50 templates this way, tailored to the precise needs of each facility type.
Does Gridbase support approval routing for non-maintenance departments?
Approval routing lets requests from departments like IT, marketing, and signage pass through a designated approver before reaching a technician, instead of bypassing approvals entirely as they did before. This is one of the access-control gaps Hyland Hills is addressing as part of its rollout, alongside tighter permissions on who can create new locations.
Can Gridbase generate reports on work order completion times and asset lifecycle, and does it integrate with tools like Power BI?
Gridbase is built to report on work order completion times, task duration, and material usage, as well as track how often assets break down and how long they last. It feeds that data into reporting tools like Power BI for board-ready dashboards. This reporting and integration work is a core part of what Hyland Hills is working toward as it expands its use of Gridbase.
How does asset management software help organizations without in-house GIS expertise?
Gridbase's geospatial foundation is designed to make accurate facility mapping accessible without a dedicated GIS team or specialized mapping skills. Hyland Hills, which currently lacks in-house GIS expertise, is exploring Gridbase's mapping support as part of its broader rollout.