Building a Culture of Asset Stewardship with AssetMAXX

Customer Spotlight

Jose Llamas, Facilities Planning & Management Lead

Introduction

SAt Butte-Glenn Community College, asset management isn’t just about keeping track of equipment—it’s about creating an environment where students, faculty, and staff have what they need to thrive. Under the leadership of Jose Llamas, the college’s Facilities Planning & Management team has transformed asset management from a fragmented, spreadsheet-driven process into a model of clarity, accountability, and stewardship.

With AssetMAXX at the center of their strategy, Butte-Glenn has built a program that supports student success, improves efficiency, and strengthens trust across the district.

Challenges Before AssetMAXX

Before adopting AssetMAXX, BGCC faced the challenges many institutions know too well:

• Fragmented processes: Asset tracking relied on piecemeal spreadsheets with no unified district-wide policies.
• Audit pain points: Gaps in communication—especially when IT assets reached end-of-life—meant unaccounted-for equipment and inefficient audit prep.
• Communication silos: Surplus assets often ended up forgotten in closets rather than shared across departments that needed them.

As Jose recalls, “Our process was lacking in organization and clarity of purpose. There was no cohesive district-wide approach and no go-to contact within departments.” 

Why AssetMAXX

When BGCC began searching for a long-term partner, leaders looked at what federal agencies and peer institutions were using. The choice was clear: AssetMAXX offered the structure, reliability, and scalability the college needed to not only catch up but to get ahead.

One feature that stood out immediately?

“The clone asset function was a game changer. Errors dropped tremendously, and the fatigue of repetitive data entry disappeared,” says Jose.

Building a Culture of Accountability

With AssetMAXX in place, BGCC has built a culture of accountability and stewardship:

• Streamlined audits: BGCC now boasts a 20+ year track record of passing audits without a single negative finding.
• Smarter resource use: A formal surplus equipment process ensures that underutilized resources are transferred to programs that need them.
• Student impact: By tracking useful life and budgeting accordingly, students have access to modern, industry-standard equipment, supporting better educational outcomes.
• Communication flow: A strong top-down and bottom-up communication model ensures that faculty, staff, and leadership remain aligned.

Results That Speak Volumes

• Audit Success: AssetMAXX reports are fully integrated into both district and bond construction audits—passed without concerns year after year.
• Cost Savings: When pitched a third-party re-inventory project priced at $50–75K, BGCC proved its own AssetMAXX-driven process was not only more thorough but also more cost-effective, even with overtime.
• Board Confidence: End-of-life and e-waste reports generated in AssetMAXX are consistently approved by the Board of Trustees without hesitation.

Jose highlights the importance of trust:

“Over time, we’ve built transparency and buy-in at every level of our organization. Ultimately, this is about stewarding taxpayer-funded programs, projects, and assets responsibly.”

Lessons for Other Institutions

Butte-Glenn Community College’s journey shows that effective asset management isn’t just about compliance—it’s about enabling success. By pairing strong leadership with the right tools, BGCC demonstrates how colleges can:

• Simplify audit preparation and compliance.
• Stretch budgets further through efficient resource sharing.
• Support students with access to the right equipment at the right time.
• Build lasting trust between staff, leadership, and the community.

Conclusion

Thanks to Jose Llamas and his team, Butte-Glenn Community College has turned asset management into a strategic advantage. With AssetMAXX, they’ve created a blueprint for how institutions can combine process, technology, and teamwork to achieve excellence.

For prospective customers, the message is clear: with the right approach, asset management isn’t a back-office task—it’s a catalyst for student and institutional success.