POWERED BY

RETHINK YOUR REPORTING

SHOWING YOUR WORK MATTERS:

When you come in to work, you may not know what the day holds. What kind of projects will be thrown your way? How will your team perform? Will your equipment hold up?

While you’re not expected to predict the future, it’s crucial that you know how to track and report on what you’ve done and what you’re doing. That way, when someone asks about your work, you’ll be able to show just what your team is up to, securing your employees and budget, while working more efficiently.

Be prepared for anything with some simple keys to maintenance with better reporting tools.

“2

My question is always ‘How do you manage what you don’t measure?’

How many work orders have been done on a piece of equipment? Do

I need to hire another guy who has electrical skills? Where are the

majority of work orders backing up? The answers to these questions

would be near impossible to figure out without MaintenanceEdge.”

CONTENTS

Showing Efficiency 3

Justifying the Budget 6

Justifying Hiring 10

Justifying Repair vs. Replace 13

Justifying Retrofitting 16

Chapter 1

SHOWINGEFFICIENCY

Your boss calls you into their office and asks what your department has been doing for the past few months. They are creating the yearly budget and need a report to show your team’s performance. They’ll need a list of work orders submitted and completed, as well as the average time you spend on projects month to month.

3

Can you prove your efficiency?→

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Aug Sep Oct Nov Dec

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162 166

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O R D E R S S U B M I T T E D O R D E R S C O M P L E T E D

Whether you just want to show your day-to-day work or you need to demonstrate your efficiency to upper management, you should have tools in place to be able to quickly and easily represent yourself and your team.

Consider using a system that:

→ Monitors your work orders

→ Automates your maintenance workflow

→ Presents information through organized reports and charts

The Stats You NeedSHOWING EFFICIENCY

4

WHAT IT SHOWS

Number of work orders submitted right next to work orders completed.

WHY IT MATTERS

You can gauge your daily, weekly and monthly productivity and work toward improving your processes.

KEY STAT

EFFICIENCY REPORT

Organizations that are currently using a CMMS reported an average of 28.3% increase in productivity.

AUG19

7077

91

SEP24

6482

96

OCT 6477

95

16

NOV18

5072

94

PERCENTAGE OF WORK ORDERS COMPLETED0 100

WORK ORDERS COMPLETED IN LESS THAN: 2 DAYS 7 DAYS 10 DAYS 20 DAYS

The Stats You NeedSHOWING EFFICIENCY

You have to increase your efficiency and this is where

MaintenanceEdge comes in. It’s a straight-forward

system to use that enables a team to do the best with

what they have.

“” 5

WHAT IT SHOWS

Shows how many work orders are completed in how many days.

WHY IT MATTERS

Prove how fast you’re getting work done or make a case for improving your efficiency with additions to your team.

KEY STAT

PRODUCTIVITY REPORT PERCENTAGE COMPLETED IN DAYS

6

Chapter 2

Can you justify your budget?→

JUSTIFYINGTHE BUDGET

Your team is completing work orders on time, but more last-minute tasks just keep piling in. You’re thinking that you need to increase your budget so you can finally replace that piece of equipment that has been hanging by a thread and maybe hire someone new, but you’ll need hard numbers and statistics to convince your boss.

Whether you’re under the gun about your departmental budget or you see a need for hiring additional staff, you’ll have to justify your decisions with some strong data. Maintenance budgets are one of the first to get slashed, so you’ll need to bring your strongest ammunition to the fight.

Find a system with reporting tools to help you show:

→ Where your budget is going

→ How much you spend per work order

→ Long-term budget needs

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The Stats You NeedJUSTIFYING THE BUDGET

WHAT IT SHOWS

Compare your cost per work order and per square foot throughout your facilities.

WHY IT MATTERS

Make a case for justifying or increasing your budget with these detailed, comparative stats.

KEY STAT

COST PER WORK ORDER + SQUARE FOOT

7

Organizations that are currently using a CMMS reported an average of 20.1% reduction in equipment downtime.

The Stats You NeedJUSTIFYING THE BUDGET

J U L AU G S E P O C T N OV D EC

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WHAT IT SHOWS

Measure your spending by months of the year.

WHY IT MATTERS

See how much your department spends, on what and how often to help in your budget and hiring decisions.

KEY STAT

COST PER MONTH

8

9

JUSTIFYING THE BUDGET

I can let the data in our FacilityDude account tell the story for me because

you can’t argue with solid data. Donors don’t want to hear a diatribe as to

why you need more money, they want numbers. FacilityDude provides us

with unquestionable data — it’s just the facts.

“”

2016 2017 2018 2019 2020 2021

Capital Project Cost Projections: HVAC

$931,750

$540,750

$106,250

$223,250

$141,750

$421,250

The Stats You Need

WHAT IT SHOWS

Your cost projections for the next 5-10 years.

WHY IT MATTERS

Confidently set your budget and account for what you’ll need in the future.

KEY STAT

CAPITAL PROJECT COST

Chapter 3

JUSTIFYINGHIRING

You need strong evidence to help you justify hiring.→

So, the day has finally come when you’ll meet with your boss to ask for a hiring budget to add to your team. What types of data and arguments will you need to present? What will help you prove your point of requesting more help when you know the budget is already tight?

10

Whether you’re wanting to add one new employee or 10, your boss isn’t going to approve it without any proof. Prove your point with organized reports that exhibit how new hires will increase your capabilities and efficiencies.

The Stats You NeedJUSTIFYING HIRING

WHAT IT SHOWS

How much maintenance is required in different parts of your facility based on work order data.

WHY IT MATTERS

Show evidence of where your team may need extra help and advocate for the type and number of employees you need.

KEY STAT

CRAFT BY LOCATION

GeneralMaintenance

Ceiling Tile

Inspections

Shades/Blinds

Lighting

Windows

Walls

Doors & Hardware

Plumbing

Custodial

WORK ORDERS BY C R A F T

2 4 6 8 10 12 14

PERCENTAGE OF WORK ORDERS COMPLETED

0 100

COST PER WORK ORDER

11

Avoid spending weeks or months making those reports with simple data gathering tools. With specific statistics on your work orders, current employees and reports by location and craft, you’ll have help to win the hiring debate.

We started to notice how many pool related work order requests were

coming in, and how long they were staying open. When the board of

directors asked why we needed more staff for pool maintenance, we

were able to easily prove the need thanks to MaintenanceEdge.

“12”

The Stats You NeedJUSTIFYING HIRING

WHAT IT SHOWS

How many work orders are completed in how many days.

WHY IT MATTERS

Make a case for your hiring needs by showing what your team is able and not able to accomplish on a daily basis.

KEY STAT

PRODUCTIVITY REPORT PERCENTAGE COMPLETED IN DAYS

AUG19

7077

91

SEP24

6482

96

OCT 6477

95

16

NOV18

5072

94

PERCENTAGE OF WORK ORDERS COMPLETED0 100

WORK ORDERS COMPLETED IN LESS THAN: 2 DAYS 7 DAYS 10 DAYS 20 DAYS

Chapter 4

Some assets and equipment around your facility are starting to show a lot of wear and tear, requiring more of your team’s attention. They may have even undergone multiple repairs and could be starting to become a money pit. How do you know whether you should repair or replace the equipment, and how do you get the budget approved for either?

13

Can you justify repair vs. replace?→

JUSTIFYINGREPAIR vs. REPLACE

14Reactive Planned

SEPT

14

33%

67%

41%

59%

DEC

14

We know that your facility running smoothly depends on your assets and equipment working well and keeping your employees or patrons happy and coming back. Since so much is riding on your organization running smoothly, it can cause problems when essential equipment breaks down or needs to be fixed.

You need a system with data and forecasting tools to be able to justify the repair vs. replace argument, such as numbers on:

→ Reactive vs. planned maintenance

→ Hours spent on a piece of equipment

→ Money spent on a piece of equipment

The Stats You NeedJUSTIFYING REPAIR VS. REPLACE

WHAT IT SHOWS

Percentage of planned and reactive maintenance on a piece of equipment by month.

WHY IT MATTERS

Monitor which pieces of equipment are reaching the end of their usefulness and may need replacing.

KEY STAT

PLANNED vs. REACTIVE MAINTENANCE

Organizations that are currently using a CMMS reported an average of 17.8% reduction in maintenance, repairs and operation (MRO) inventory.

15

If a piece of equipment is failing or we’re doing excessive

maintenance on it, we can see its history and when it’s due

for replacement. We’re no longer guessing.“

”

The Stats You NeedJUSTIFYING REPAIR VS. REPLACE

WHAT IT SHOWS

Show the cost history of your pieces of equipment.

WHY IT MATTERS

Easily track which pieces of equipment are taking up more of the budget and might increase your efficiencies by replacing them.

KEY STAT

EQUIPMENT HISTORY

Equipment Expenditures Summary 1/1/2015 - 12/31/2015PERIOD

Classification: VehiclesType: BusItem Labor Labor Material Sales Total WO Avg. Hrs./ Avg. Cost/Description Hrs Cost Cost Tax Cost Count WO WO

FIN #31 7 $0.00 $1,091.98 $0.00 $1,091.98 1 7.00 $1,091.98

29 Passenger - 2003

FIN #43 2 $0.00 $0.00 $0.00 $0.00 1 2.00 $0.00

21 Passenger - 2009

Total 9 $0.00 $1,091.98 $0.00 $1,091.98 2 4.50 $545.99

Chapter 5

So, you just spent a good bit of time and money to do a lighting retrofit in one of your buildings. You’re wondering if the savings from the changes are worth everyone’s time and money to implement at other locations. How do you decide?

16

Can you justify retrofitting?→

JUSTIFYINGRETROFITTING

Maybe you just retrofitted some lighting and you want to see if it was a good decision since it might make sense to replicate in other facilities. You’ll need some solid research and specific data to prove to yourself and to others that it was worth it.

Take advantage of reporting that combines data to easily tell how much a certain project saved you, showing if the retrofit is a good or bad decision for your needs.

The Stats You NeedJUSTIFYING RETROFITTING

17

Actual Energy Cost

$195,276

Energy Cost Savings

$28,874

Expected Energy Cost

$224,150Energy Conservation ProgramCAP-19

Energy Reduction Impact:

31 MMBTU

THIS IS EQUIVALENT TO THE FOLLOWING:

Passenger cars not driven for one year:

17

Tree seedlings grown for 10 years:

2,038

WHAT IT SHOWS

The expected energy cost, actual energy cost and energy cost savings with retrofitting.

WHY IT MATTERS

Use this graph to prove the efficiency and impact of a retrofitting project and to decide if duplicating the efforts at other locations is a good idea.

KEY STAT

CAP19 REPORT

Organizations that are currently using a CMMS reported an average of 19.4% savings in lower material costs.

facilitydude.com

Make good decisions for your team and your organization by increasing your reporting skills with tools like MaintenanceEdge, Capital Forecast and others from FacilityDude.

With our simple management tools, you’ll be prepared for almost anything.

*Reports included in this document are graphical representations of statistics but do not represent the actual look of FacilityDude solutions.