developing a facilities vision - california savings summit 2013

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Setting Standards, Proving Results and Preparing for the Future Developing a Facilities Vision

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Most people know the importance of Preventive Maintenance, but it can be hard to justify and hard to implement. In this session, you will learn how to justify your PM program by preventing costly mechanical failures, extending the life of your equipment, and reducing energy expenses.

TRANSCRIPT

Page 1: Developing A Facilities Vision - California Savings Summit 2013

Setting Standards, Proving Results and Preparing for the Future

Developing a Facilities Vision

Page 2: Developing A Facilities Vision - California Savings Summit 2013

Internal Departmental Challenge: What causes facilities problems?

• Inadequate funding

• Inadequate staff training

• Need for more staff

• Inefficiencies

• Doing the “Status Quo”

• Low Moral

• No time or tracking method for PM

Page 3: Developing A Facilities Vision - California Savings Summit 2013

Outside Forces = Challenges

• Buildings and Equipment deteriorate

• Decreased Public Investment

• Voided Warranties

• Deferred maintenance

• Customer Expectations

Page 4: Developing A Facilities Vision - California Savings Summit 2013

How Does Facilities Maintenance Save $$$

Unlike other investments, the return on investment for facilities maintenance doesn’t necessarily result in increased revenues. Instead, good facilities maintenance produces savings by lowering:

• Replacement costs

• Labor costs

• Overhead and utility costs

Page 5: Developing A Facilities Vision - California Savings Summit 2013

Preventive Maintenance

Pay me now or pay me later

An ounce of prevention is worth

a pound of cure

Change the oil or change the

engine – you choose

Page 6: Developing A Facilities Vision - California Savings Summit 2013

PM impact on Overall Costs:

SchoolDude PM All Stars enjoy:

• 50%-65% reduction in emergency work

• Lower cost per work order - Avg. Cost per work order being 28-39% less

Page 7: Developing A Facilities Vision - California Savings Summit 2013

PM Impact on Capital Needs

PM Masters extend equipment life by 16-25%

PM Masters extend Roof and HVAC System Life by 2 years (conservative figure)

Page 8: Developing A Facilities Vision - California Savings Summit 2013

PM impact on Energy Efficiencies

• Energy Expenses account for 32% of operating budgets – *AS&U M&O Cost Study

• 50-60% of energy costs savings available through M&O improvements - *Stanford, UCLA, Cornell, RMI Study

Page 9: Developing A Facilities Vision - California Savings Summit 2013
Page 10: Developing A Facilities Vision - California Savings Summit 2013

Use Your Tools

• Software and Technology are an important tool in your toolbox!

• Let technology be part of your respected methodology

• Gone are the days of “I think” or “I feel”

Page 11: Developing A Facilities Vision - California Savings Summit 2013

Paperless Work Flow

Repair

Requesters

M&O or IT Supervisors

Technicians

Track and Communicate back

to Requester Site Approval

and

Page 12: Developing A Facilities Vision - California Savings Summit 2013

Security Roles & Automatic Routing

• Requesters

• Site Administrators

• Technicians

• Supervisors

• System Administrators

Keep it simple, or use a chain-of-command

Page 13: Developing A Facilities Vision - California Savings Summit 2013

Request Form – anytime, anywhere

Instant email updates

Summary view

Simplify Processes

Page 14: Developing A Facilities Vision - California Savings Summit 2013

Utilize New Request Routing

Page 15: Developing A Facilities Vision - California Savings Summit 2013

Simplify Processes

• Quick view of the current state

• Access, assign and move on

Page 16: Developing A Facilities Vision - California Savings Summit 2013

Easy Reporting

Page 17: Developing A Facilities Vision - California Savings Summit 2013

Perception is Reality Now is the time to be at the table

Market your M&O department

Data is the foundation of power

Perception

Gap What you do

What others

think you do

Page 18: Developing A Facilities Vision - California Savings Summit 2013

Have You Ever Asked for Money or Staff?

Page 19: Developing A Facilities Vision - California Savings Summit 2013

4 Step Process to Get the Resources You Need

1. Improve your image

2. Establish a respected methodology

3. Educate the decision makers and decision influencers

4. Present your request for staff and money

Page 20: Developing A Facilities Vision - California Savings Summit 2013

Why Technology is Critical to Your Success Change your image by leveraging Information

Change your image by high interaction with your customers

Enables you to be Proactive, not Reactive

Establishes a “respected methodology” which earns you Respect

Manage Processes – not problems

Page 21: Developing A Facilities Vision - California Savings Summit 2013

Evaluating the Maintenance Program

After demonstrating their support of maintenance, it is fair for stakeholders to expect the maintenance program to show results

Establish measurable baselines against which progress can be measured (e.g., average time it takes to complete a work order, average cost/ft2, etc.)

A good computerized maintenance management system can provide evaluation data (work orders, energy usage, etc.)

Page 22: Developing A Facilities Vision - California Savings Summit 2013

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Page 26: Developing A Facilities Vision - California Savings Summit 2013

Go Tell Your Story Executive Meetings Dean Councils Community Councils Board of Trustees Meetings Staff Meetings News Flyers Poster Boards Coffee Table book Customer Forums Intranet or internal webpage Social Media

Page 27: Developing A Facilities Vision - California Savings Summit 2013

Take Home

• PM pays – the journey is worth it

– Reduces emergencies 50%

– Reduces corrective work

– Reduces costs

– Improves service levels

• The journey is not easy

– Take one step at a time

– It takes time to shift the cycle

Page 28: Developing A Facilities Vision - California Savings Summit 2013

Remaining Thoughts, Comments, Stories or Questions?