PRESENTED BY:

5/28/2015

SET UP A PREVENTIVE MAINTENANCE PROGRAM WITHOUT LOSING SLEEP

Agenda

Why is a Preventive Maintenance program important?

Preventive Maintenance Best Practices

4 Steps to Get Started

SchoolDude Product Overview: PMDirect

WHY IS PREVENTIVE

MAINTENANCE IMPORTANT?

Preventive Maintenance Facts

What is the difference between emergency andcorrective work orders?

Reduction in number of Emergency Work Orders when performing Preventive Maintenance, PM?

25% reduction

Corrective work orders cost vs. PM work order costs?2-3 Times More

The average cost of emergencies over the last 6 years?$336 per emergency work order

Cost of Deferring

Studies show that there is over $500 billion in deferred maintenance in U.S. schools

Did you know that emergency work is typically 8 TIMES more expensive than preventive maintenance work orders?

“Our philosophy has always been it’s easier and cheaper to maintain

than to replace.”

Ken Peterson of New Jersey’s River Vale Board of Education

Why PM is Important?

Save money and reduce emergenciesSchoolDude PM “All Stars” saw: • 50% - 65% reduction in emergencies

• 28% - 37% reduction in work order costs

Reduce lifecycle costsPM program can extend the life of a roof by 30% and repairs for an HVAC unit can costs 3 to 4 times more than PM costs

Improve customer serviceIncreases efficiency while still keeping customers satisfied and limits classroom disruptions by completing work when students and faculty are not in the buildings

Why PM is Important?

Increase energy efficiency of buildings and equipment

Research shows PM can yield 10% energy savings from the HVAC system

Based on American School & University (AS&U) average energy costs per student, schools can save $10-$16 per student/year in energy savings with a solid PM program

Improve safety and reduce riskSchools with effective PM programs saw a 70% reduction in insurance claims

PREVENTIVE MAINTENANCE

BEST PRACTICES

Challenges

Lack of insight

PM program was on and off

Lack of valuable data

Documentation and explanations

Renew and Replacement Decisions

Cost and longevity of equipment

Software Selection

Ease of use

Positive response from facilities department

Interaction with reactive work order system

Smooth transition

Data, Data, Data

How much data can be attributed to each piece of equipment to tell the story

Setting Up a PM Program

1. Determine your PM plan and PM schedules

2. Determine who will perform preventive maintenance

3. Sell your PM up to management and your board

4. Keep it going and report on your data

Keeping it Going & Results

RoadmapPM improves mapping your fiscal year plan and expectations

ClaritySnapshot of PM work that needs to be completed, work load of staff, and status of critical assets

Data Driven DecisionsBreaks down the key details to assist decision-makers

Feedback

What are the responses from your staff?

Faculty

Department Supervisors/Technicians

Upper Management

“We have gotten to a point where we can’t go without this system. It has become an integral part of so many people’s jobs that we look to this solution for quite a bit of our day to day, monthly and annual work load.”

Reporting & Data

Administration Reports

PM Reports

Daily work load reports

Outstanding work orders

Work orders greater than 30 days old

“Upper management love the reports that we run for them. We have several automated reports that we have delivered right to their inboxes so that they can stay current on things that they only want an overview of."

4 STEPS TO GET YOUR PM

PROGRAM OFF THE GROUND

STEP 1: DETERMINE YOUR PM PLAN AND PM SCHEDULES

“We started with just one piece of equipment, the HVAC system, and developed a schedule for that piece. We then continued to add one new piece of equipment over time to complete full implementation within one year.”

Paul Lund of Elmhurst College

PM”All Star” tip: roll out your PM implementation in phases to ensure it is achievable and sustainable, though their plans differed.

STEP 2: DETERMINE WHO WILL PERFORM PREVENTIVE MAINTENANCE

Our PM All Stars dedicate approximately 30% to 40% of their team’s labor hours to PM.

PM “All Star” tip: Develop a structure for the distribution of work within their departments.

STEP 3: SELL PM UP TO MANAGEMENT AND YOUR BOARD

PM “All Star” tip: You can get your board “on board” by:1) Assess if there are any state mandates for inspections or a

minimum amount of preventive maintenance required2) Make sure your program is achievable. Highlight how PM

helps achieve the institution’s goals and meets customers’ needs.

3) Highlight how PM helps achieve the institution’s goals and meets customers’ needs

4) Use tracking and reporting capabilities to quantify the advantages of performing preventive maintenance in your facilities

STEP 4: KEEP IT GOING AND REPORT ON YOUR DATA

PM “All Star” tip: remaining transparent and keeping communication open with all stakeholders, including faculty, staff, the community, the administration and board.

Identify Key Performance Indicators (KPI) and

benchmarks that your department will use to

measure success and the impact of PM on your

budget. • Reduction in completion time of work orders

• Reduction of total emergency work orders

• Cost of work orders

• Percentage of PM work orders to corrective work orders

PMDIRECT OVERVIEW

PMDirect Schedule Setup and Templates

Step-by-step options to setup the “what”, “where” and “when” in

performing maintenance

Auto-filling Templates save setup time and coordination

PM Forecasting & Automatic Work Generation

View

Automatic Generation

Sample PM Work Order

PMDirect allows the addition of a task list that can be seen on the electronic version

and this hardcopy version

Being a Top Performer Takes Time…but it’s worth it

% of PM jobs

% of emergency

jobs

PM

jobs

em

erg

ency j

obs

Need Help Implementing Your PM Program?

Leveraging Dude Data to Serve You

KPI Dashboards provide comparative benchmarks to measure your performance

Next Steps

Schedule a demo:

https://explore.schooldude.com/PMD-Demo.html