Presented by Specialty Underwriters LLC
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Transcript of Presented by Specialty Underwriters LLC
Presented by
Specialty Underwriters LLC
Hardware MaintenanceManager Program
State of South CarolinaInformation Technology Management Office
A Subsidiary of SU Group LLC
Link to Dedicated Website: http://www.su-group.com/maintenance_program.asp
HARDWARE MAINTENANCE MANAGER PROGRAM
KEY OBJECTIVES
KEY OBJECTIVES
• Creation and management of a statewide asset database by Specialty Underwriters (SU).
• Evaluation and tracking of vendor service reports and corresponding invoicing for equipment maintenance repairs.
• Development of a reporting system for Agency use that can be used to view all aspects of Agency assets (Mfg. Model, Serial No., location, purchase date, purchase cost, warranty terms, etc.) as well as associated maintenance expenses (vendor name, maintenance contract costs, time and materials costs, PM’s performed, etc.).
To build a system that bridges the gap between an Agency’s Information Technology Assets and all activity associated with maintaining that asset. This will include……
EXPECTED OUTCOMES
The expected outcomes from our program will be:
• A Significant Savings on Equipment Maintenance Costs and Agency Administrative Workload
• An Improvement Managing Vendors
• Streamlined Equipment Asset Management
• Enhanced Agency Reporting Process
MAINTENANCE MANAGER OVERVIEW
WHO IS SU GROUP
SU Group is the only organizational team to have:
Ability to review Agency’s TOTAL maintenance spend and address all Information Technology equipment types
A vast database of over 26 years of equipment repair history
A comprehensive menu of solutions ranging from Maintenance Service Agreements (MSA), Asset Management Options, and Consulting.
Proven systems and an experienced staff that handles some of the country’s largest and most complex cost savings programs.
COMPANY OVERVIEW
CURRENT MAINTENANCE OPTIONS
AGENCY
AGENCY’S CURRENT MAINTENANCE OPTIONS
• Maintenance Contracts (Including State Term Contracts): These are annual maintenance Contracts that your Agency currently has in force. These contracts generally contain equipment maintenance protection against equipment breakdown to include; Parts, Labor and Travel and scheduled Preventive Maintenance.
• Time & Materials: This is equipment that your Agency does not have a maintenance contract in place on and you handle your maintenance on these items as it occurs and pay costs for Parts, Labor and Travel to repair the equipment.
• Initial Warranty: This is equipment that your Agency has purchased and it is currently covered by a manufactures warranty.
• In-House: This is equipment that your Agency maintains yourself using trained Agency staff
NEW MAINTENANCE OPTIONS
SU GROUP
Depending on your Agency’s current operational requirements, the new program may include a number of different approaches to maintaining your equipment:
Hardware Maintenance Manager Program (HMMP) with SU
Asset Management Only Services
Consulting Services
NEW MAINTENANCE PROGRAM METHODS
HARDWARE MAINTENANCE MANAGER PROGRAM (HMMP)
Current Maintenance Contracts are consolidated to one annual Specialty Underwriters Equipment Maintenance Service Agreement (MSA) at a guaranteed cost of 20% below current cost and includes:
Equipment Repair Tracking Vendor Dispatch Services
Database Population Repair Invoice Processing
Asset Management Vendor Payment
As well as…
In-house Repair Reimbursement at $50 per hour plus PartsComprehensive On-line Reporting
Engineering Support
Single Point of Contact
HMMP PROCESS:HOW A SERVICE CALL WORKS
• TELESERVE™ (24X7 Dispatch)
SERVICE CALL PLACED800-833-7050
*SU CONTACTS VENDORAND ISSUES
PURCHASE ORDER
SERVICE VENDORREPAIRS EQUIPMENT
VENDOR FORWARDSFIELD SERVICE REPORT & INVOICE TO SU
SU MATCHES FIELD SERVICE REPORT TOINVOICE, INITIATES
AUDIT
SU PAYS INVOICEWITHIN 30 DAYS
MANAGEMENT REPORTSAVAILABLE ON-LINE
AUDIT PASSED
SU CONTACTS VENDORAND/OR AGENCY FOR
RESOLUTION
YES NO
*SU DISPATCH CAN CONFERENCE THE VENDOR INTO THE SERVICE CALL
PROFIT SHARE AGREEMENTSpecialty Underwriters is also please to offer a “Profit Sharing Plan” for State of South Carolina Agencies which further enhances the direct cost savings benefits of the Equipment Maintenance Management Program offered by ITMO.
Structure: The renewal credit incentive will be calculated and applied annually, and will be the amount equal to 50% (fifty percent) of the difference between 65% (sixty percent) of the earned annualized MSA fees, less the paid repair losses. 50% of such amount in this example would be credited to the State of South Carolina upon renewal of the contract for each successive year.
EXAMPLEA. Earned MSA Fees $ 3,000,000B. Renewal Credit Threshold (@ 65% of A) $ 1,950,000C. Incurred and Paid Repairs $ 1,500,000D. Available Renewal Credit Incentive (B-C) $ 450,000•*Renewal Credit $ 225,000
*Incentive @ 50% to State Agency
ASSET MANAGEMENT ONLY SERVICESWhen utilizing our Asset Only Services, SU does not “Cap Agency Repair Costs”, but does provide comprehensive services that allow your Agency to outsource cumbersome administrative tasks. The Annual Pricing Model for these services is as follows:
In Combination with any Other Services: $ 0.00*Database Population and Management (Annual Billing): + $ 5.00 per assetPhysical Inventory of Assets (Billed Per Occurrence): + $ 5.00 per assetVendor Dispatch Services (Annual Billing): + $ 15.00 per assetFull Asset Management (w/repair tracking) $ 25.00 per asset
All services include…Comprehensive On-line Reporting
On-going Inventory UpdatesEngineering Support
Single Point of Contact
*Database Population is electronic upload of existing equipment inventories
ASSET MANAGEMENT PROCESS:HOW A SERVICE CALL WORKS
•TELESERVE™ (24X7 Dispatch)
SERVICE CALL PLACED800-833-7050
*SU CONTACTS VENDORAND ISSUES
PURCHASE ORDER
SERVICE VENDORREPAIRS EQUIPMENT
VENDOR FORWARDSFIELD SERVICE REPORT & INVOICE TO SU
SU MATCHES FIELD SERVICE REPORT TOINVOICE, INITIATES
AUDITSU FORWARDS FIELD SERVICE REPORT &INVOICE TO AGENCY FOR
PAYMENT
MANAGEMENT REPORTSAVAILABLE ON-LINE
AUDIT PASSED
SU CONTACTS VENDORAND/OR AGENCY FOR
RESOLUTION
YES NO
*SU DISPATCH CAN CONFERENCE THE VENDOR INTO THE SERVICE CALL
CONSULTING SERVICES
SU’s Consulting Services can include any services outside of the previously mentioned service options. These services will be individually tailored for each Agency and a Statement of Work will be mutually developed by ITMO, SU and the Agency.
SU will propose Pricing for Consulting services and Agency and ITMO will approve prior to commencement of work.
Fee Proposed can be negotiated to be 20% of savings realized through consulting services or a fee of $125 per hour. The applicable fee structure will be developed through negotiations between Agency, ITMO and SU.
ON-LINE REPORTING
EQUIPMENT INVENTORY AND MAINTENANCE ACTIVITY
REPORTING FEATURES
REPORTS MAIN MENU
MAINTENANCE ACTIVITY REPORTS
EQUIPMENT INVENTORY REPORTS
HOW DOES IT WORK
SU’S THREE (III) PHASE APPROACH
PHASE I: ANALYSIS
Review of existing equipment inventories, maintenance expense records (PO’s, Invoices, Contract Terms and Conditions), existing warranties and time and materials expenses (PO’s, Invoices)
Identification and selection of SU services recommended
Development of SU’s minimum costs and minimum service levels
Development of guaranteed savings report
Development of agreement to proceed with planning and implementation
METHODOLOGY
PHASE II: PLANNING
“Individually tailored solutions for each Agency”
Report on SU recommendations, (Why SU recommends which services are to be utilized):
Proposed Approach for Development of Implementation Plan
▪ Discuss Impact of proposed solutions on repair services
▪ Develop recommendations and strategies for vendor management
▪ Establish service level benchmarks
▪ Prioritize based on Agency requirements and potentialfor savings
METHODOLOGY (continued)
PHASE III: IMPLEMENTATION AND MEASUREMENT
Implementation of New Program Strategies▪ Manage the database (equipment adds, deletes and changes)
▪ Resolve and manage service events, service level exceptions, and contract issues
▪ Communicate with Agency personnel regularly on ‘day-to-day’operational issues and results
Process and Methodology for Calculating Savings▪ Obtain maintenance expenditure data
▪ Work with purchasing to get copies of relevant contract andmaintenance expenditure data
▪ Determine ‘in-house’ repair costs
▪ Contact existing service providers to provide cost datafor work they perform for the Agency
METHODOLOGY (continued)
ON-GOING PROGRAM ADMINISTRATION
SU GROUP
Administer the new program, monitor results and support on-going Agency requests
Provide On-Going Management to Support the New Program
▪ On-Site Administrator ▪ Sales / Marketing Personnel ▪ Account Services Coordinator ▪ Administration Manager▪ Vendor Relationship Manager ▪ Account Manager▪ Reimbursement Coordinators ▪ Dispatch Engineers
Provide On-Going Support to Agencies
▪ Weekly / Monthly Meetings ▪ Quarterly / Annual Reviews
▪ On-Site Orientation / Training ▪ Website Reporting Support▪ Program Marketing
PROGRAM ADMINISTRATION
REQUIREMENTS FOR PROGRAM SUCCESS
YOUR AGENCY
Achieving the full impact (savings, efficiencies) of a costreduction initiative of this size is contingent upon the following critical elements:
Access to information (asset inventories and all maintenance related documents)
Full support from ITMO and Senior Agency Management▪ Vendor compliance▪ Agency staff compliance ▪ Program marketing, education and communication to all end users
Participation in monthly / quarterly / annual program reviews▪ Open lines of communication▪ Willingness to evaluate and participate in future cost reduction initiatives, as appropriate
REQUIREMENTS FOR SUCCESS
THANK YOU FOR REVIEWING ITMO’S
HARDWARE MAINTENANCEMANAGER PROGRAM