leveraging maximo for data driven decisions in the nation’s 5 th largest school district
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Leveraging Maximo for Data Driven Decisions In the Nation’s 5 th Largest School District. Topics. About Clark County School District Using Maximo to Handle a Broad Variety of Work Maximizing Performance While Minimizing Costs Enhancing Infrastructure to Serve Growing User Base - PowerPoint PPT PresentationTRANSCRIPT
Leveraging Maximo for Data Driven Decisions
In the Nation’s 5th Largest School District
Topics
About Clark County School District
Using Maximo to Handle a Broad Variety of Work
Maximizing Performance While Minimizing Costs
Enhancing Infrastructure to Serve Growing User Base
A Clear View of the Future: Using Maximo Data to Plot a Course
Projects in our Future
About Clark County School District 392 Sites State-of-the-Art Sites
357 Schools, 35 Administration Sites
Averaged 5 New Facilities per Year
8,000 Square Miles
34, 927, 142 Square Feet of Building Space
Largest School District in the Nation to be ISO Certified (Since 2005)
Rancho High
About Clark County School DistrictWide Variety of Specialties
General Repair: Carpentry, Paint, Roofing, Flooring, Glass
Mechanical Repair: HVAC, Kitchen Refrigeration, Food Plant Refrigeration, Electrical, Plumbing, Energy Monitoring
Exterior / Structural: Fabrication, Furniture Repair, Asphalt/Concrete, Fence/Playground
Equipment Repair: Audio Visual, Fire Systems, Industrial Equipment, Office Machines, Hardware/Locks, Clocks/Intercom, Musical Instruments
About Clark County School DistrictWide Variety of Specialties
Grounds/Landscaping
Security Systems/Closed Circuit Television
Warranty Management
Telecommunications
Pest Management
Environmental Services
Special Response and Repair: On-Site Building Engineers, After Hours Engineers, Mobile Maintenance Vans, Technology and Networking
Shares Data With: Risk Management, CCSD Police , CCSD Board of Trustees
Most Importantly our Top Consideration Is…
Our Customer’s Safety and Comfort
1500 Active Maximo Users Including 450 Craft Technicians
School District Staff of 37,341 Personnel
Student Population of 310,000 Children
Using Maximo to Manage a Variety of Work Orders
Check Boxes
Color Coded Work Order Lists
Work Flow Refinements
Check BoxesFor Highlighting, Routing,
Reporting
Special HVAC Requests
External Agency Inspection Findings
OSHA, Health Department, Fire Departments
Quality Assurance/Quality Control
Global Energy Initiatives
Inspection Required Prior to Completion
Caused by Vandalism
Bond Funded Work Request
Color Coded Work Order Lists
Color Coded Work Order Lists
Adding check box fields to database and color formatting to properties, highlights special projects /priorities and facilitates reporting on certain key work order groups.
Color Coded WO Lists
Advanced
Search
Work Flow Refinements Review Work Flow Yearly for Modifications
Needed
Solicit Suggestions/Comments From Users
Ensure Continual Improvements to Process
Use Checkboxes Created in DB to Route WOs
Use Workflow Actions to Reduce Manual Actions
Increase Efficiency and Reduce Unnecessary Steps
Reduce Staffing Needs if Necessary
Use Roles not People (People Change)
Review and Adjust Limits (PR / POs)
Monitor for Old Active Records and Remove Them
Work Flow Refinements
Enhancing Infrastructure for Growth
Increasing Memory
Storage Area Network
Database Operating System Upgrade
Adding Virtual Machines
Hardware Load Balancer
Maximizing Performance/Minimizing Costs
Dispatch White Board
Using XORA for Mobile Solution
Communicating With Customers
Maximizing Performance/Minimizing Costs
Dispatch Whiteboard Runs (3) Queries From Maximo Database
Does Not Require Log-in to Maximo
Used by Administration at all Levels
24 Hours of High Priority Work Orders in Real-time
Reduces Status Update Requests
Accessible Anywhere in CCSD Intranet
Shows Technicians Dispatched
Runs in asp.net in a Microsoft IIS
Dispatch WhiteboardRuns SQL queries on asp.net through the
Maximo database to a Microsoft server
Electronic Dispatch WhiteboardInstant statistics / real time updates
Allows Administration to View Critical Information for the Day Without Logging in and Searching . Reduces Phone Calls for Work Order Status Checks. Requires no Upkeep. Uses Off the Shelf Hardware and Software .
Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution
Budget Could not Support Hardware for Best in Class Mobile Maximo
Technology Consideration: Cost vs. Benefits
Questions we Asked Ourselves…
Could Existing Devices Assist Users?
What Information Would be Collected?
What Information Would be Sacrificed?
Who Would Test and Evaluate?
Follow Up: Did we Benefit? Should we Expand Usage?
Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution
Dispatching Jobs Using XORA Web Site
Maximizing Performance / Minimizing Costs
Using Existing Equipment for a Mobile Solution
•Jobs Received on XORA Enabled Phone• Starting and Ending Jobs
Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution
Download XORA Labor Report From Web Site
Maximo Enterprise Adapter (MEA) Interface by Electronic Data Inc. (EDI)
Blue = Validated Red = Problem
Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution
Maximizing Performance / Minimizing Costs
Communication With Customers Customers Receive Our Feedback
Training, Help Desk, Bulletins, Site Visits, Newsletters, Maximo Communication Templates
Maintenance Receives Customer Feedback
Web Site Survey Links, Job Completed Survey, School Administrative Council Meetings
Increased Communication helps to:
Continuously Improve Our Service
Continuously Improve Data Quality and Relevance
Maximo Generated E-Mail When SR is Resolved Sends Online Survey
Web Site Link to Customer Survey for Other Issues
Survey Data Compiled by Staff. Unsatisfied Customers are Personally Visited by Administration
Maximizing Performance / Minimizing Costs
Communication With Customers
•Maximo Escalation for Resolved SRs• Finds All Resolved SRs (Every 6 Hours)• Initiates Maximo Communication
Template• E-Mails Completion Notice and Survey
Link•Surveys Downloaded From Online Storage•Reviewed and Followed Up Weekly
Maximizing Performance / Minimizing CostsCommunication With Customers
Zoomerang Survey Example
Enhancing Infrastructure for Growth
Increasing Memory
Storage Area Network
Database Operating System Upgrade
Adding Virtual Machines
Hardware Load Balancer
Increasing Memory
Storage Area Network
Database Operating System Upgrade
Adding Virtual Machines
Enhancing Infrastructure for Growth
Enhancing Infrastructure for GrowthIncreasing Memory
Production Application Server
From 12 GBTo 16 GB (*)
Production Database Server
From 12 GBTo 16 GB
Production Report and Escalation Server
From 4 GBTo 8 GB
Test and Development Server
From 8 GBTo 12 GB
(*) Reallocated Memory – Doubled Memory Allocated to Each Cluster Node
Enhancing Infrastructure for GrowthStorage Area Network
Allowed for Real Time Access of “Archived” Records
Alleviated Need to Offload Historical Records
Went From 85% of Capacity to 2% of Capacity
Enhancing Infrastructure for GrowthDatabase Operating System Upgrade
From Oracle 10.2.0.1 to 10.2.0.5
Summer of 2011: Oracle 11g Upgrade
Problems
Core Dumps in Alert Log
Cursor Sharing Errors
Custom Script From Oracle Patch-Team (Remedied)
Enhancing Infrastructure for GrowthAdding Virtual Machines
Using Software Load Balancer – Redirector.Added 2 Nodes to Cluster.
Enhancing Infrastructure for GrowthAdding Virtual Machines
Installed Hardware Load Balancer.Added Small Application Server for Special Use
A Clear View of the FutureUsing Maximo Data
Key Performance Indicators
Increased Report Graphics
Key Performance Indicators (KPIs)Wrench Time Vs Availability
National Average States35% is goodBest in Class is 65%Peak Industrial Solutions, LLC
Wrench Time Data From Maximo
•Number of Active Laborers per Craft•Number of Absence Hours per Period•Number of Available Hours per Period•Number of Actual Hours Reported
End Result:Actual Labor/Available Hours X Available Labor
Maximo Tables: MODAVAIL, CRAFT, PERSON, LABOR, LABORCRAFTRATE, LABTRANS
Lesson Learned: If Maximo is used to manage all aspects of maintenance, data will be available to improve, gauge and monitor your work force efficiency and time management.
Key Performance Indicators (KPIs)
Key Performance Indicators (KPIs)Average Completion Time by
Quarter
Key Performance Indicators (KPIs)Monitoring Backlog
Key Performance Indicators (KPIs)Non-Compliant Work Orders
Priority 1 Priority 2 Priority 3 Priority 4
Priority 1 – 4 hrsPriority 2 – 24 hrs
Average completion of priority 1 work order
Actual response time of priority 1 work order
Actual response time of priority 2 work order
Key Performance Indicators (KPIs)Average Response and Completion
Times
Key Performance Indicators (KPIs)Response Times High Priorities
Reports with Graphics
Easy Analysis and Comparisons
Used for Strategic and Tactical Planning
Long Range and Daily
Must Have Support Data for Supervisor
Response
The Bottom Line For AdministratorsExample: Absence Summary
One Page, Quick View of Problem Areas…
Supporting Data for Supervisors Example: Absence Summary
Information Necessary for Supervisors to Address Issues…
Monitoring Trends Before a Crisis
Work Load Vs. OvertimeAnswers For Many Questions
•Is O/T Needed?
•Why is it Needed?
•Where is it Needed?
•Who Needs it?
Premium Pay JustificationWhere Premium Labor Dollars are Spent
Comparing Premium and Regular Pay
Sometimes Dollars and Cents Speak Louder than the Percentage
Reported Labor Under 20 Hours Per Week
Shows Problem Areas in Maximo Labor Entry as well as Areas to Concentrate on to Raise Wrench Time Numbers
Costs of Regional Facilities Comparing Facility Types Across the Organization
Identifying Your Business Increase Preventive
Maintenance/Reduce Repairs
CM=Corrective Maintenance EM=Emergency PM=Preventive RM=Renovation/Routine
Projects Still in the Hangar
VFA Integration Using Asset Fusion for Maximo
Identifying How Many Classrooms are Down for Maintenance
Workflow Revision: Change Service Request Flow
Upgrade to Latest Version Of Maximo
Integrate Maximo to SAP Purchasing Module
We Look Forward to Your Comments/Questions
…Exchange Ideas, Keep in Touch… Las Vegas Maximo Users Group
Web Address: http://www.tivoli-ug.org/groups?groupid=283
We Encourage Open Exchange of Ideas and Information
New Forum Added to Site
Thank you to IBM for the Invitation
Questions?
Thank You for Your Attendance
Stuart WeilerDatabase Analyst III
Clark County School DistrictCynthia Atterberry
Work Management [email protected]