Intro Imms Final

transcript

MaintenanceDirect, MDWireless, PMDirect, InventoryDirect, IDWireless

Pat BuchananPat BuchananRegional ManagerRegional Manager

An Introduction to IMMS

Herb Crawford Herb Crawford Regional ManagerRegional Manager

Nicholas ThorntonWayne-Westland Community Schools

2008 M&O Cost Study (AS&U)

The M&O Budget – K-12 (2008)

What’s Not New…..

• You are understaffed; lots of stuff and not enough staff

• Your budgets are constrained• Demands and expectations are

increasing• Costs are rising on all fronts; labor, materials, and energy

What’s Not New - The Perception Gap

PerceptionGapWhat you do

What others think you do

What’s Required…..

• Leadership– Vision of the future and possibilities– Inspire people to change

• Management– Continuous Improvement of all

Processes; master of Change • Technology

– Decreasing in cost, opening doors

Reality of Maintenance

• Average school district is understaffed by 20-22% compared to standards

• Aging infrastructure and limitations on renovation funds

• The Perfect Storm – not staffed for preventive maintenance with equipment nearing or past expected life

Technology as a Solution

• Limited preventive maintenance on aging equipment means you are forced to “Run to Failure”

• “Run to Failure” results in costly and disruptive mechanical breakdowns

• Pre-emptive maintenance option to preventive maintenance

Introducing Web Native Management Solutions

• No capital costs required• No hardware; no installation• Fast start up – fast results• Role based software = ease of use• Web native, results based training• Continuous, rapid enhancement• Bug free software• No IT resource burden

SchoolDude Work Management Suite

• MaintenanceDirect – work order management

• PMDirect (preventive maintenance)• InventoryDirect (includes IDWireless)• ITDirect – work management for the IT

department• MDWireless – Nextel solution

MaintenanceDirect

• Now the national de facto standard for work order management

• Configurable work flow• Role based for easy use• High communication/image• Unlimited number of users• Fast to implement; easy to use

The ChallengeThe Solution

The Tools

“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.

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

“Do What You Always Did and Get What You Always Got”

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

How to save an hour . . .

• Reduce hallway interruptions• Get ½ hour more “wrench time” done

per day• Reduce duplicate requests• Reduce callbacks/complaints• Accountability• Reduce calls to office• Windshield time• Queue on demand

Maintenance: The Business Case(3000 Students)

3000 Student District• 2800 Work Orders Per Year• MD Pricing: $1990/year• Cost/work order: 71c• Time savings: ½ - 1 hour /work order @

$20/hour = $10-$20• Payback= 1 month• Doesn’t even include impact on facility

capital budget relief

Per Work Order (3,000)

• 1 event per student per year• MD Price: Average cost/work order: <

$1• Average time savings per work order

– 30 minutes to 1 hour– Average value: $10 - $20

• Payback: < 1 month

Big District

• 100’s of Feature Improvements• Take One: Email Notifications

80,000 Students, 50,000 Work Orders• 1 in 5 1 in 10 Saves 15 minutes per

incident• 625 hours = $12,500/year

The Work Flow

Request

Repair

Requesters

M&O & ITSupervisors

Technicians

Track and

communicate

Site Approval

School Sites M&O Technicians

Work Request

Principal Approval

Custodial Assignment

Approval

Scheduling and Assignment

Work Planning

Complete Work

Capture labor and materialsFilingNotification

Reporting and Tracking Costs

IMMS Streamlines the work order Process

mySchoolBuilding:Your customer’s view

Request

Repair

Approve

mySchoolBuilding:Your customer’s view continued…

Request

Repair

Approve

Requester Notification

Request

Repair

Approve

Site Approval

Repair

If you would like a Site Administrator to review the work request before it’s sent to Maintenance or Technology for approval

Work Center

Request

Repair

The person responsible for the work request receives an e-mail. When they log into the system, they see they have a new request to review.

Work Assignment

Repair

Printed Work Order

Request

Repair

MDWireless View

Request

Repair

Approve

MDWireless View

Request

Repair

Approve

MDWireless View

Request

Repair

Approve

Powerful Reports

•Summary Reports

•Detailed Reports

•Graphs/Charts

•Aging Reports

Budget

After you create your budget codes, you can enter Budgeted Monies. The system will track how much you have spent and show remaining budget.

Employee

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

Location

Detailed Search Engine

Preventive Maintenance

• Designed to work within the limitations of your staffing resources

• Designed for phased implementation• A practical system for today’s reality

Why do facility maintenance?

What is your opinion about the linkage between student performance and the condition of your facilities?

0% 20% 40% 60% 80% 100%

No linkage

Not sure

Small relationship

Substantial relationship

US (n=380)

Balancing Stewardship Vs. Service

Stewardship

Guardian of physical plant

• Preventive Maintenance

• Planned Maintenance

Service

Support to staff on request

• Events• Curriculum• Moves• Minor repairs

PM Economics 101

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

• Value of roof (6%) $971/student• Value of HVAC (11%) $1,780/studentTotal for just two systems: $2,751/student

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

Capital Budget Relief: $22/student per yr

E.g. 2000 student District: $44,000/yr savings

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

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

Training

Resources/Manpow er

n = 304

00 5 10 15 20 25

Life Cycle Cost...

Less Dollars to Fix

More Dollars to Fix

Opportune Time to Invest

$ Benefit $

Replacement Threshold

2318Source: MACTEC Engineering

PMDirect Strategy

• Start immediately with basic life safety PM’s

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

upon need and resources

PM Steps1. Classification 2. Type

PM Steps

3. Manufacturer 4. Location

PM Steps

5. Equipment6. Template

PM Steps

7. Job Start Up 8. Safety Points

PM Steps

9. Task & Procedures 10. Tools

PM Steps11. Parts 12. Journal Notes

PM Steps

13. Codes & Assignment 14. Frequency

InventoryDirect

• Manages Mechanical, Custodial, Instructional, Technology, Food Services• Integrates with MaintenanceDirect and PMDirect or can stand alone• Manages inventory pools• Manages tool assignments• Triggers requests for reordering

Inventory Strategy

• Accountability is critical

• Efficiency of the organization – have the parts and supplies needed

• Long term improvements in procurement

InventoryDirect

• Reduces shrinkage by 2%-3% or savings of $1-$2 per student.

• Reduces dead inventory by 1% or $0.50 per student.

• Improves efficiencies of staff by $7-$10 per student.

• Helps you with state and local compliance (audits)

• Typical payback: 1 month

Value of Investment

• Value– Maint Efficiencies $20/student– Capital relief $22– Facility use cost recovery $15 - $20– Energy $12- $20– IT Efficiencies– ITAM

• Investment A few $$ per student

All for 70% less than an installed system

IDWireless

• Issue, Receive, Transfer, Adjust, Return from any mobile device that has access to the web

Summary

• Get the data you need• Guard yourself against risks• SchoolDude like you 100% focused on

Education• Give your Institution a tool to assist them

with Managing more, communicating better and “Look Great”!

Questions

Contact information:

Herb Crawford: Regional Managerherb@schoolDude.com877-868-3633

Heather Hudson: Account Managerheather@schoolDude.com877-868-3833