Building Planned Maintenance for Optimal Performance

Tamara Quinata-Tinkler Parks Systems Technician (I.T.)

Mission Oaks Recreation and Park District

Purpose

»Intro»Work Order Data»Building the Planned Maintenance Schedule»Examples»Special Features»Reporting & Dude Intelligence

How It Works

Uses » Floor/Carpet Maintenance» Restroom Maintenance» HVAC» Inspections

» Vehicle» Playground» Fire Extinguisher» Smoke Alarms

» Rental Preparation (Boats, Kayaks, Picnic Areas, Conference Rooms)» Landscaping (Mow/Blow, Litter Removal, Aeration)» Contract Work (Large Trees, Sidewalk Repair, Building Renovations...)

Where To Start?

“Begin with the end in mind.” Stephen Covey

»What do your direct reports need to know?» Directors - location costs, equipment costs, labor costs» Employees - Completions, Performance (How well am I doing??)» Community -

• What are you doing to protect your assets?• How are you ensuring a SAFE environment?

» Equipment - Remaining Useful Life, Compliance, Safety Standards, Warranty

Where To Start?

»Make a list of your LOCATIONS»Under each Location, list what work is done

» Every day» Every week» Every month

»Put a RED DOT next to the ones that will need equipment lists added to the Planned Maintenance Schedule

Where To Start?MY FIRST LOCATION (ZONE) *Park 1 Building 1 (offices) *Fleet*Park 2 *Building 2 (GYM) *PoolPicnic Rentals Restrooms Boat Dock

EQUIPMENT LISTS: Park 1, Park 2, Fleet, Pool, GYMTASK LISTS: Building 1 (Custodial, Floors, HVAC)

Picnic Rentals, Restrooms, Boat Dock

Elements

»Title»Classification»Type»Manufacturer»Location»Building/Unit»Equipment

(category)

»Template»Job Start Up»Tasks & Procedures»Tools»Parts»Journal Notes»Codes & Assignments»Frequency

Elements

Design

»By Subject»By Location»By Code »By Frequency

Design Examples

»SUBJECT: Landscaping_AshtonPark_(W)

»LOCATION: AshtonPark_Landscaping_(W)

»CODE: G2050_AN08_(W)

»FREQUENCY: Weekly_Landscaping_AN08

Naming Conventions (SUBJECT)

»Custodial_AshtonPark_(D)»Custodial_CowanPark_(W)»Custodial_DelPasoManor_(W)»Custodial_EasternOakPark_(D)»Custodial_GibbonsPark_(D)»Custodial_MissionNorth_(D)

Naming Conventions (LOCATION)

»AshtonPark_Custodial_(D)»AshtonPark_DefibrillatorMaint_(Y) »AshtonPark_Landscaping_(W)»AshtonPark_PlaygroundInspections_(Q)»AshtonPark_TennisClubPrep_(D)»AshtonPark_WalkingPath_(D)

Naming Conventions (CODE)

»G2050_AN08_(W)»G2050_CW09_(W)»G2050_DP10_(W)»G2050_EA11_(W)»G2050_GB05_(W)»G2050_MN03_(W)

Naming Conventions (FREQUENCY)

»Daily_Custodial_Ashton»Daily_Custodial_Cowan»Daily_Custodial_DelPasoManor»Daily_Custodial_EasternOak»Daily_Custodial_GibbonsPark»Daily_Custodial_Hazelwood»Daily_Custodial_MissionNorth

The Simple Build

» For this example, we have built our PM Schedules by SUBJECT

» The Landscaping is done by an outside contractor

» There are very few parts

The Simple Build

» Start by Creating the Name of your Planned Maintenance Schedule

» Make sure the convention you choose is THE SAME FOR ALL Planned Maintenance Schedules

» The Equipment, Tasks, Images can all be added later if you want

» Adding the ‘extras’ is NOT exclusive

The Simple Build

» Create a Classification that will allow you to run reports on your results in the future

The Simple Build

» Select or Create a Type under your Classification that will allow you to run more defined reports in the future.

The Simple Build

» We are going to skip to step #5 and select the location that our Landscaping is going t o occur

The Simple Build

The Simple Build

» We added a journal note to remind ourselves of the actual weekly schedule.

The Simple Build

» In Step 15 we assign the PM Schedule to the person responsible for completing the Work Order.

» Assign allotted timeframe to complete the actual work

» Select your Craft-we used Contractor so that we can run reports on all third party work

» Apply your Budget Code, also for financial tracking purposes

The Simple Build

» We select how often we want this PM to manifest

» Establish the start and end dates

» Establish how long the assignee has to complete the work order

» Select any timeframe that you do not want this PM to manifest.

The Simple Build

» Step 17 allows you to create a template out of this schedule

» Step 18 is where you launch your PM schedule

The Simple Build

» To view the costs associated with our Landscaping Contract for the fiscal year, we can select Classifications from the Information Analysis Panel

The Simple Build

» Our Landscape Services Classification is listed to the left and both the Calendar Year and Fiscal Year Costs are on the right

The Advanced Build

» For this example, we are going to stick with the SUBJECT naming convention, but we will be including extra steps, tasks, and equipment.

The Advanced Build

» Name your Schedule» Select your Classification based

on the reporting information you wish to collect

» Select the Type within the Classification

» Select your Location and Building/Unit *inspections

» Go to STEP 7

The Advanced Build

» This equipment list was created in Work Order

» We designed a coding system for each piece of equipment that is part of a larger play structure

» As each piece is damaged, we can replace it with a different piece of equipment recommended by the manufacturer of the larger structure.

» We can also track which parts get damaged the most

The Advanced Build

» PLAYGROUND INSPECTIONS» When the PM Schedule

manifests itself on the day of the inspection, all of the equipment is listed separately

» The Maintenance Technician clicks the completed box when he finishes each piece of equipment

» They add comments when needed to describe potential issues, additional maintenance needed, or the current condition of the equipment

The Advanced Build

» VEHICLE INSPECTIONS» You can also list

tasks/instruction to be completed on a piece of equipment

» Vehicle = Equipment» Inspect your equipment» Confirm Safety Compliance» Note wear and tear» List PSI, tire tread, current

mileage in comments box

The Advanced Build

» TREE EQUIPMENT MAINTENANCE

» The Tree Chipper PM lists TASKS only, but has other features that ensure the work is done properly

The Advanced Build

» TREE MAINTENANCE EQUIPMENT

The Advanced Build

» This PM schedule is designed to list tasks that must be performed prior to operating the machine.

» Additional instructions were created for each item on this piece of equipment

The Advanced Build

» There are also visual aids included in this PM

» Upload Photos, maps, short videos to help your maintenance team understand what is expected for each task

The Advanced Build

» Technicians can document their “wrench turning time” in each PM work order they complete.

» Select the hours listed in RED and a pop-up will appear on the screen.

» The fields on this pop up can be modified, to reflect levels of labor you wish to track

» Windshield time = Driving to and from site

» Change these by going to Work Order Home page>Account Set Up>Labor Types

Build Recap

»1. Name it» Be consistent» Keep it simple without losing the definition of the PM (what it’s FOR)

»2. List of equipment for 1 PM OR 1 PM for a piece of equipment» (Playground Inspections) (Bandit Chipper & Vehicle Inspections)

»3. Add Instructions, Images, Video help guides, PPE list…»4. Assign it, Schedule it, and then RELAX

Reporting

» A lot of the information we want can be found in Dude Intelligence

» To view data related to your PMs: Dashboard>Purpose>Planned Maintenance

Reporting

» Select the fiscal year you want to view

Reporting

» Who does the work?» How many hours are we

spending» A. Wrench Turning» B. Driving

» Are we meeting efficiency standards?

Reporting

Dude Intelligence Dashboard

Location Costs

Reporting

Detailed expenditures are shown by selecting the location on the dashboard

Reporting

Scroll to the bottom of the dashboard to see selection results

Show specific crafts by clicking on the field above the chart

Other Reports

Reporting

Reporting

Reporting

1. Select the timeframe you wish to view

2. Choose your reporting date TYPE

3. Select your Classification

4. Choose Summary

5. Choose PDF

6. Click “Print This!”

Reporting

Labor Costs + Material Costs = Total CostsA + B = C

A B C

Takeaways“Begin with the end in mind.” Stephen Covey

»The manner in which you enter information will effect your outcome

»Build the PM schedule so it makes sense for your team and direct reports

»Use Dude Intelligence to track expenditures and assess employee productivity