Date post: | 28-Jul-2015 |
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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