Online Tools For Managing Educational Facilities © 2005, SchoolDude.com, Inc. 8 th Annual WASBO...

Online Tools For Managing Educational Facilities © 2005, SchoolDude.com, Inc.

8th Annual WASBO Facilities Management Conference - Computerized Maintenance Management Applications

Computerized MaintenanceManagement Applications

Dial from your Phone: 1-866-740-1260 Access Code: 8168238#

Brian Holland SchoolDude.com

Regional Manager [email protected]

1.877.868.3833



The ChallengeThe Solution

The Tools



Doing More With What You Have . . .

Source: AS&U Status Report on Education Facilities, Construction &

Maintenance Operations, Presented at SchoolDude University, April 2005



“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.

Source: School Business Affairs – December 2002 cited from Journal of Education Finance Report



“Do What You Always Did and Get What You Always

Got”



Can you use 20th Century Methods for 21st Century Schools?

• M&O Budgets have been cut too far

• M&O is understaffed up to 20%

• Facilities are aging• Deferred maintenance and

adequacy for use is over $300B nationally

• Expectations are increasing• Risk management is more

importantSource: AS&U Status Report on

Education Facilities, Construction & Maintenance Operations, Presented at

SchoolDude University, April 2005




The Tools



Three Step Solutionfor Managing

Today’s Problems

1.1. Increase efficiency and Increase efficiency and accountability of budgetaccountability of budget

2.2. Increase your professional Increase your professional imageimage

3.3. Get more money and Get more money and resources!resources!



CMMS* – An elite club

• School CMMS Owner: School CMMS Owner: AverageAverage size is >10,000+ size is >10,000+ students.students.

• Our estimate: less than 4% of Our estimate: less than 4% of educational facilities with less educational facilities with less than 5000 students own a than 5000 students own a CMMSCMMS

*CMMS – Computerized Maintenance Management System



Why?• Too complicated – features are built for too

many industries• Too expensive – Up front and ongoing

expenses

And, CMMS benefits are even more important for all schools today . . .

– Streamlining day-to-day work and end-of-month reporting

– State reporting and accountability – Budget pressures– Critical linkage of facilities to student performance

and job satisfaction



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



The Downside of Traditional CMMS Projects

•Requires onsite servers and network setup. IT typically maintains these items including maintenance, backups, virus protection, upgrades, etc.

•Training and support is often a separate contract•Project Management on vendor and client side•Travel and similar general costs for project setup, implementation, quality assurance, training, closeout, support

•Support beyond a client’s IT often requires remote access software (PCAnywhere, GoToMyPC.com, etc.)

•Limits of licensure•Not all aspects of system are truly web-based (requires Java applets, limited to Intranets, some system components are desktop only)

•Etc., etc., etc.

(Computerized Maintenance Management System)



Why Must You Harness the Internet?

• Dramatically cost effective while increasing in power

• Communication, Communication, Communication

• Information management and sharing

The Internet – the most powerful weapon you have to fight the battle



Web Native Management Solutions

• No capital costs required• No hardware; no installation for easy deployment• No IT resource burden• Fast start up with fast results• Role-based software for ease of setup and day-

to-day use• Web native, results based training• Continuous, rapid enhancement• Add applications as needed• Bug free software• Integrated & Shared Business Processes



Top 10 Reasons in Considering an IMMS

10. Simple to use 10. Simple to use 9. Start it now - use it now9. Start it now - use it now 8. Comes with a built-in technology department that knows 8. Comes with a built-in technology department that knows

facility maintenance for education?facility maintenance for education? 7. No long-term contracts or commitments7. No long-term contracts or commitments 6. No software or servers to buy or to upgrade6. No software or servers to buy or to upgrade 5. No upfront capital to ask for from your budget, boss, or 5. No upfront capital to ask for from your budget, boss, or

boardboard 4. Is it built exclusively for educational needs?4. Is it built exclusively for educational needs? 3. Access anytime, anywhere.3. Access anytime, anywhere. 2. Less hassle2. Less hassle 1. Costs you a LOT LESS MONEY! 1. Costs you a LOT LESS MONEY!

(Internet Maintenance Management System)




The Tools



Best Practices Organization

APPA Maintenance Staffing Guidelines – Ch 3

““One scenario might suggest that an One scenario might suggest that an institution sets a goal of 80 percent institution sets a goal of 80 percent completion of all manufacturers preventive completion of all manufacturers preventive maintenance standards. maintenance standards.

The reduction in percentage comes not in The reduction in percentage comes not in canceling activities but reducing the canceling activities but reducing the frequency.”frequency.”

Source: APPA, “Features Maintenance Staffing Source: APPA, “Features Maintenance Staffing Standards for Zero-Based Budgeting”Standards for Zero-Based Budgeting”



Changing the Professional Image…

PerceptionGapWhat you do

What others think you do



…to make the M&O look good

• Better reporting• Better/easier

communications• Graphical reports• Accountable• High tech touch to

service



Alternatives in Work Flow

Request

Com

plet

e

Repair

Approve

Requesters

M&O or ITSupervisors

Technicians

Track andCommunicate back

to Requesterautomatically

Site Approval

and



Key Features

• Enable staff to submit work requests onlineEnable staff to submit work requests online• Automatically notify users via e-mail (communication)Automatically notify users via e-mail (communication)• Allow Managers and Field Personnel ability to receive, Allow Managers and Field Personnel ability to receive,

manage and complete their work onlinemanage and complete their work online• Associate Work Orders with Locations, Priorities, Associate Work Orders with Locations, Priorities,

Employees, Projects, Trades/Crafts, Purposes, Budgets, Employees, Projects, Trades/Crafts, Purposes, Budgets, Assets/EquipmentAssets/Equipment

• Cost Accountability for Work: Labor, Purchases Cost Accountability for Work: Labor, Purchases (including Contracted Work), Inventory/Material Used(including Contracted Work), Inventory/Material Used



Key Features (Cont.)

• Calendar for Resource schedulingCalendar for Resource scheduling• Attach electronic files such as photos to Work OrdersAttach electronic files such as photos to Work Orders• Memo Notes / To-Do RemindersMemo Notes / To-Do Reminders• Send E-Mails for communication and follow-upsSend E-Mails for communication and follow-ups• Reports can be Printed, Saved to your computer, and Reports can be Printed, Saved to your computer, and

E-Mailed E-Mailed • Reports can be generated upon specific Criteria in Reports can be generated upon specific Criteria in

Adobe PDF file, Microsoft Excel, and/or even GraphsAdobe PDF file, Microsoft Excel, and/or even Graphs…AND KEEP ALL THESE FUNCTIONS EASY AND INTUITIVE

TO USE!!! If it’s difficult to use, it will not be used!



Role-Based Security

• RequesterTeachers, professors, students, general staff

• Site AdministratorPrincipals, Dept. Heads, School or Dept. Admin. Asst., Residential Directors

• TechnicianField personnel

• SupervisorTrade or Shop Managers, Foremen

• Data Entry ClerkBuildings & Grounds or Maintenance & Operations Admin Asst.

• AdministratorMaintains setup – sees everything and everyone

“Roles” should be based upon the structure of an organization to

streamline efficiency and

simplify usage of the system.

Users only see what they are

responsible for – not the entire organization.



Requester Report• Sees status of Sees status of

what he or she what he or she has submittedhas submitted

• Searchable, Searchable, sortable, sortable, printableprintable

• Automatic emails Automatic emails also should be also should be available to keep available to keep the “customer” the “customer” up-to-dateup-to-date



Alternate Versions of Hard Copies



Alternatives in Viewing Work



When a supervisor When a supervisor logs in, they see the logs in, they see the work orders on their work orders on their home page for their home page for their employees and can employees and can assign work out to assign work out to their technicians.their technicians.

Supervisor/Foreman Role View



Technician Role ViewTechnicians should Technicians should only see their work only see their work orders (especially orders (especially incomplete items) incomplete items) and sort them from and sort them from

multiple views multiple views (locations, age, (locations, age, priority, etc.).priority, etc.).

They should be able They should be able to print, email, to print, email,

comment, complete comment, complete and/or enter actions and/or enter actions performed for work. performed for work. They should be able They should be able

to post time and to post time and materials to the work materials to the work

order.order.



Wireless/Mobile Capabilities

Automatic Email notification of Work Completion available to

Requesters or other users

The Goal:

Less dependency on paper in assigning and tracking work

Mobile Work – editing screen



Reports

Here’s a list of Reports as well as Graphs that should be able to be generated in an

application.

Each report should have criteria you can select for specifics with the ability to

generate Executive Summary or Detail reports.

Reports should be able to be viewed as an Adobe PDF File or Crystal Report, but also in

an Excel format.



Work Order ReportsMultiple

Combinations of Reports and Report Types

• Work Completed last month

• Work Assignments

• Statuses, Priorities, Purposes

• Work Types, Trades/Services

• Etc., etc., etc.



Status



Location



Equipment



Employee

Employee Reports – Summary Count, Detail Count, Detail Employee Reports – Summary Count, Detail Count, Detail Employee Cost Report or Employee Productivity ReportEmployee Cost Report or Employee Productivity Report



Budget & Transactions Reports

Be able to enter Budgeted Be able to enter Budgeted Monies and have the system Monies and have the system will track how much you have will track how much you have spent and show the remaining spent and show the remaining

budget monies.budget monies.



The Need for Preventive Maintenance

And an Introduction toOnline Recurring Maintenance Management

Brian HollandSchoolDude.com

Regional Manager [email protected]

1.877.868.3833



Why perform facility maintenance?

• All buildings age, deteriorate, and weaken. Little maintenance or proactive maintenance speeds this process.

• If no reliable PM process is in place, sustaining a building encounters budgetary, personnel, administrative, and even personal drains due to stress, not to mention the occasional legal burdens

• Lack of funding is often cited as an issue, yet when building components fail before their expected life expectancies are completed or cause additional issues (e.g., mold, safety issues or violations, emergency repairs) to arise, thereby multiplying cost burdens

• At the core, Schools, Colleges, and Universities are really businesses and have to be intent upon attracting and retaining students and staff. Recent studies have shown that a building’s physical appearance and function affect grade levels. Additional surveys have shown that a large percentage of staff would have preferred to work in a nicer environment vs. having a pay increase.



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

Source: SchoolDude.com PM Survey, 2002. 380 Respondents.



The benefits of a PM program

• General life safety• Extending the life of the buildings and grounds• Providing an appropriate learning environment for

students• Increasing the productivity of faculty, administrators,

students and operations and maintenance personnel• Improving and maintaining the aesthetic qualities of

the building and grounds• Identifying degradation of building elements that may

otherwise be unnoticed• Ensuring compliance with current codes and standards• Reducing energy consumption to the lowest possible

level

Source: Preventive Maintenance Guidelines for School Facilities, John C. Maciha



PM Economics 101

Typical Replacement Cost (US) – $16,183/student*$16,183/student*

• Value of roof (6% of bldg. cost) $16,183 * .06 = $971/student• Value of HVAC (11%) $16,183 * .11 = $1,780/studentTotal for just two systems: $2,751/student$2,751/student

Traditional life of component = 15 Years therefore $2751 / 15 = $183.40If extend this by 2 years of PM = 17 Years therefore $2751 / 17 = $161.88Capital Budget Relief/Difference: $21.58/student$21.58/student

If FTE is 2000 students: 2000 * $21.58 = $43,154.67 $43,154.67 savings per student!savings per student!

* - American School & University magazine 27TH ANNUAL OFFICIAL EDUCATION CONSTRUCTION REPORT

Assuming a 15-year life cycle extended to 17 years with a PM program (very conservative

estimate)



$100K

$75K

$50K

$25K

$0K

0 5 10 15 20 25

Extend the Life Cycle through PM...

$

$

Less Dollars to Fix Issues

More Dollars to Fix Issues

Opportune Time to Invest in PM

$ Benefit $

Replacement Threshold

2318

Source: MACTEC EngineeringYears

PMLittle or No PM



Why perform 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)




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




Barriers to Effective PM Implementation

Everyone KNOWS PM is good!!(You wouldn’t buy a car and never change the oil, filters, belts. Right?)

-But-• Many facilities don’t have the base resources to get ahead of the

“Corrective Curve” • Most facilities can “free up” resources by automating the basic

corrective work order process (most facilities are almost always in a reactive work mode and are rarely able to take proactive efforts)

• This allows for PM’s to be inserted in the daily or weekly routine in waves or focus upon a building system at a time



PM Software Implementation• First focus on Life/Safety and Litigation Risk

items (exposed wires, blown bulbs)• Building Code and Regulation (ADA, OSHA)

Compliancy• Equipment Maintenance (Filters, Belts)• Energy Efficiency (lighting schedule checks)

Be prepared to outsource the following if you do not have someone trained, certified, or licensed for these needed schedules:

Elevator/lift checks Fire and security alarm systems Fire alarms, strobes, annunciator, control panel, extinguishers

and sprinkler systems Pest/Rodent control



PM Software Implementation

• The “Top 5” Building Systems to Focus PM Efforts on:– HVAC– Roofs– Fire Alarm/Suppression– Plumbing Systems– Electrical Systems

80% of facility PM issues can be

addressed by performing PM on

20% of facility systems.



The Elusive “Five Year Plan”

• HVAC and Water System Updates/Upgrades/Replacements

• Asphalt, Concrete, Tile, Carpet, Deck repairs or Replacements

• Gyms: Floors, Bleachers, Goals• Pools: Re-Plaster/Re-Tile, Chemical Upkeep• Sites: Landscaping, Fencing, Gutters/Drains• Painting/Re-plastering• Door/Hardware Replacements• Asbestos/HazMat Removal• Telephone/Fire/Security/Lighting System

Upgrades



Starting from Scratch…

• Training for personnel:– Nuances of the building and grounds as well as

equipment (have they had a detailed tour?)– Do they know the Weekly/Quarterly/Yearly

Schedules and why?– Manufacturer recommendations and guidelines

along with updated information on procedures including upgrades

– Proper cleaning and lubrication techniques along with supplies’ safety sheets or similar documentation including correct disposal of products



Starting from Scratch…

• Documentation– Building and Areas or Rooms involved– Equipment and associated tag or ID number– Description of the need or issue and how the

resolution or correction is carried out– Assigned Trade &/or Person along with Estimated

Time– Needed materials and tools along with estimated

cost (include 3rd party contracted services if necessary)

– Safety precautions & other notes



Funding• Prepare a budget dedicated to PM & include:

– Outside funding & assistance– A detailed walkthrough 4 months prior to fiscal

year budget finalizations (include survey of staff)– Weekly or bi-weekly updates on any non-

emergency current & future building needs or issues (not desires or wishes)

– Schedule of what, where, when, and how maintenance will be performed & resources involved

– Tools, supplies, training, equipment required– Rewards to staff and building occupants of best

maintained and well-treated facilities



Funding• Prepare a budget dedicated to PM & include:

– Trends of any previous estimated vs. actual costs for PM work (include tool, material, 3rd party contracted costs for possible renegotiations)

– Miscellaneous hardware constantly replaced (restroom, door, window components)

– Salaries, insurance and benefits (including clothing and/or uniforms)

– Capital improvements that can alter or cancel plans– Materials, supplies, and supplies (including

administrative)



An Introduction toOnline Recurring Maintenance

ManagementBasics



The Laws of PM

• 80% - 100% of maintenance resources are spent on “reactive maintenance.”– Driven by work orders– You have to start here

• Get your M&O to buy-in or your will fail• Start small. Crawl, walk . . . then run• What gets measured gets done• An ounce of prevention is worth a pound of

cure• Helps prevent litigation



A simple PM “Game Plan”

1. Streamline/automate your work order process.

2. Categorize PMs by life/safety or major systems

3. Get everyone to buy into the plan.4. Insert PMs into your work order

process and track what gets done.



Key Features

• Simply, Easy to Use, but Powerful.• Templates that can be copied to multiple

Schedules • Forecasts and Calendars for Resource

Scheduling • Projection Reports for Needed Materials• PM Work Orders are automatically

generated for easy insertion into your work order process for closeout and track what gets done



Summary of a PM Strategy

• Start immediately with basic life safety PM’s, then critical or common mechanical needs

• Train the organization• Establish records for legal protection• Build out program over a time based upon

need and resources – set a goal of how many schedules you wish to create per month over the next 6 to 18 months



Step-By-Step Setup (e.g., Frequency)



Optional Equipment Setup and Scheduling



PM TemplatesSave time in setting up PM schedules by creating master templates to use in future schedule setups



Calendar and Forecasts

Printable Day and Monthly views

Filter according to Location, Craft, Employee, etc.



Generation

Users have option of predefining trade/craft, employee, estimated time, project, or a combination of these elements in generating work orders automatically.

Users also can establish a goal of the number of days in which a PM work order should be completed.



PM Work Order Info

Automatically generated to MaintenanceDirect per your schedule setup.

Assign and close out like a normal work order

PM schedule details information appears in electronic version (identified as yellow colored) as well as hard copy (beginning on 2nd page)

Online Tools For Managing Educational Facilities © 2005, SchoolDude.com, Inc. 8 th Annual WASBO...

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Transcript of Online Tools For Managing Educational Facilities © 2005, SchoolDude.com, Inc. 8 th Annual WASBO...