intro imms final
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TRANSCRIPT
MaintenanceDirect, MDWireless, PMDirect, InventoryDirect, IDWireless
Pat BuchananPat BuchananRegional ManagerRegional Manager
An Introduction to IMMS
Herb Crawford Herb Crawford Regional ManagerRegional Manager
Nicholas ThorntonWayne-Westland Community Schools
The M&O Budget – K-12 (2008)
What’s Not New…..
• You are understaffed; lots of stuff and not enough staff
• Your budgets are constrained• Demands and expectations are
increasing• Costs are rising on all fronts; labor, materials, and energy
What’s Not New - The Perception Gap
PerceptionGapWhat you do
What others think you do
What’s Required…..
• Leadership– Vision of the future and possibilities– Inspire people to change
• Management– Continuous Improvement of all
Processes; master of Change • Technology
– Decreasing in cost, opening doors
Reality of Maintenance
• Average school district is understaffed by 20-22% compared to standards
• Aging infrastructure and limitations on renovation funds
• The Perfect Storm – not staffed for preventive maintenance with equipment nearing or past expected life
Technology as a Solution
• Limited preventive maintenance on aging equipment means you are forced to “Run to Failure”
• “Run to Failure” results in costly and disruptive mechanical breakdowns
• Pre-emptive maintenance option to preventive maintenance
Introducing Web Native Management Solutions
• No capital costs required• No hardware; no installation• Fast start up – fast results• Role based software = ease of use• Web native, results based training• Continuous, rapid enhancement• Bug free software• No IT resource burden
SchoolDude Work Management Suite
• MaintenanceDirect – work order management
• PMDirect (preventive maintenance)• InventoryDirect (includes IDWireless)• ITDirect – work management for the IT
department• MDWireless – Nextel solution
MaintenanceDirect
• Now the national de facto standard for work order management
• Configurable work flow• Role based for easy use• High communication/image• Unlimited number of users• Fast to implement; easy to use
The ChallengeThe Solution
The Tools
“The Condition of America’s Schools: A National Disgrace”
• $266.1 Billion Unmet Funding Need for “School Infrastructure”– Addresses new construction and additions needed
for adequacy.– Also addressed deferred maintenance
• This is more than twice the 1995 GAO Report of $112B
Over $5000 per student needed just to address infrastructure needs.
School Business Affairs – December 2002 cited from Journal of Education Finance Report
“Do What You Always Did and Get What You Always Got”
What does it cost to own software?
What you need for CMMS
• Application/Database Server • Web Server (if web-enabled) • Windows NT (or other OS) • Windows NT IIS (for web-enabled) • Client license(s) • Database license(s) • IT support up front and ongoing • Up-front capital outlay • Two to three weeks of your "spare" time to start up
• Security • Network • Backup procedures • Ongoing maintenance fees • Upgrades that you install and maintain • Proprietary training • Lots of $$$
What you need for CMMS
• Application/Database Server • Web Server (if web-enabled) • Windows NT (or other OS) • Windows NT IIS (for web-enabled) • Client license(s) • Database license(s) • IT support up front and ongoing • Up-front capital outlay • Two to three weeks of your "spare" time to start up
• Security • Network • Backup procedures • Ongoing maintenance fees • Upgrades that you install and maintain • Proprietary training • Lots of $$$
•Microsoft uses 4x initial cost
•IT resources are taxed
•Microsoft uses 4x initial cost
•IT resources are taxed
How to save an hour . . .
• Reduce hallway interruptions• Get ½ hour more “wrench time” done
per day• Reduce duplicate requests• Reduce callbacks/complaints• Accountability• Reduce calls to office• Windshield time• Queue on demand
Maintenance: The Business Case(3000 Students)
3000 Student District• 2800 Work Orders Per Year• MD Pricing: $1990/year• Cost/work order: 71c• Time savings: ½ - 1 hour /work order @
$20/hour = $10-$20• Payback= 1 month• Doesn’t even include impact on facility
capital budget relief
Per Work Order (3,000)
• 1 event per student per year• MD Price: Average cost/work order: <
$1• Average time savings per work order
– 30 minutes to 1 hour– Average value: $10 - $20
• Payback: < 1 month
Big District
• 100’s of Feature Improvements• Take One: Email Notifications
80,000 Students, 50,000 Work Orders• 1 in 5 1 in 10 Saves 15 minutes per
incident• 625 hours = $12,500/year
The Work Flow
Request
Co
mp
lete
Repair
Ap
pro
ve
Requesters
M&O & ITSupervisors
Technicians
Track and
communicate
Site Approval
and
School Sites M&O Technicians
Work Request
Principal Approval
Custodial Assignment
Approval
Scheduling and Assignment
Work Planning
Complete Work
Capture labor and materialsFilingNotification
Reporting and Tracking Costs
IMMS Streamlines the work order Process
mySchoolBuilding:Your customer’s view
Request
Com
plet
e
Repair
Approve
mySchoolBuilding:Your customer’s view continued…
Request
Com
plet
e
Repair
Approve
Requester Notification
Request
Com
plet
e
Repair
Approve
Site Approval
Repair
If you would like a Site Administrator to review the work request before it’s sent to Maintenance or Technology for approval
Work Center
Request
Com
plet
e
Repair
Ap
pro
ve
The person responsible for the work request receives an e-mail. When they log into the system, they see they have a new request to review.
Work Assignment
Repair
Printed Work Order
Request
Com
plet
e
Repair
Ap
pro
ve
MDWireless View
Request
Com
plet
e
Repair
Approve
MDWireless View
Request
Com
plet
e
Repair
Approve
MDWireless View
Request
Com
plet
e
Repair
Approve
Powerful Reports
•Summary Reports
•Detailed Reports
•Graphs/Charts
•Aging Reports
Budget
After you create your budget codes, you can enter Budgeted Monies. The system will track how much you have spent and show remaining budget.
Employee
Employee Reports – Summary Count, Detail Count, Detail Employee Cost Report or Employee Productivity Report
Location
Detailed Search Engine
Preventive Maintenance
• Designed to work within the limitations of your staffing resources
• Designed for phased implementation• A practical system for today’s reality
Why do facility maintenance?
What is your opinion about the linkage between student performance and the condition of your facilities?
3%
4%
15%
77%
0% 20% 40% 60% 80% 100%
No linkage
Not sure
Small relationship
Substantial relationship
US (n=380)
Balancing Stewardship Vs. Service
Stewardship
Guardian of physical plant
• Preventive Maintenance
• Planned Maintenance
Service
Support to staff on request
• Events• Curriculum• Moves• Minor repairs
PM Economics 101
Replacement Cost (US) – $16,183/student
• Value of roof (6%) $971/student• Value of HVAC (11%) $1,780/studentTotal for just two systems: $2,751/student
Assuming 15 year life extended to 17 years with a PM program (very conservative)
Capital Budget Relief: $22/student per yr
E.g. 2000 student District: $44,000/yr savings
The benefits of a PM program
Please rate the benefits you believe your district is enjoying by having a regular
preventive maintenance program in place
0% 20% 40% 60% 80% 100%
Improved test scores
Better morale
Facility capital budget relief
Less teacher/staffcomplaints*
Improved comfort*
High Benefit
Medium Benefit
Low Benefit
n = 147
Barriers to doing PM
What are the barriers to establishing a PM program in your district?
0% 20% 40% 60% 80% 100%
Other (please specify)
Lack of support by board
Economic Justif ication
Lack of understanding
Tracking systems/softw are
Help w ith getting it started
Time
Training
Resources/Manpow er
n = 304
100
75
50
25
00 5 10 15 20 25
Life Cycle Cost...
$
$
Less Dollars to Fix
More Dollars to Fix
Opportune Time to Invest
$ Benefit $
Replacement Threshold
2318Source: MACTEC Engineering
PMDirect Strategy
• Start immediately with basic life safety PM’s
• Train the organization• Establish records for legal protection• Build out program over a time based
upon need and resources
PM Steps1. Classification 2. Type
PM Steps
3. Manufacturer 4. Location
PM Steps
5. Equipment6. Template
PM Steps
7. Job Start Up 8. Safety Points
PM Steps
9. Task & Procedures 10. Tools
PM Steps11. Parts 12. Journal Notes
PM Steps
13. Codes & Assignment 14. Frequency
InventoryDirect
• Manages Mechanical, Custodial, Instructional, Technology, Food Services• Integrates with MaintenanceDirect and PMDirect or can stand alone• Manages inventory pools• Manages tool assignments• Triggers requests for reordering
Inventory Strategy
• Accountability is critical
• Efficiency of the organization – have the parts and supplies needed
• Long term improvements in procurement
InventoryDirect
• Reduces shrinkage by 2%-3% or savings of $1-$2 per student.
• Reduces dead inventory by 1% or $0.50 per student.
• Improves efficiencies of staff by $7-$10 per student.
• Helps you with state and local compliance (audits)
• Typical payback: 1 month
Value of Investment
• Value– Maint Efficiencies $20/student– Capital relief $22– Facility use cost recovery $15 - $20– Energy $12- $20– IT Efficiencies– ITAM
• Investment A few $$ per student
All for 70% less than an installed system
IDWireless
• Issue, Receive, Transfer, Adjust, Return from any mobile device that has access to the web
Summary
• Get the data you need• Guard yourself against risks• SchoolDude like you 100% focused on
Education• Give your Institution a tool to assist them
with Managing more, communicating better and “Look Great”!
Questions
Contact information:
Herb Crawford: Regional [email protected]
Heather Hudson: Account [email protected]