PASBO March 2003

1. Homegrown Technology for Facilities:Using in-house resources to develop on-line Work Order systems PASBO March 2003 Physical Plant

2. Outline • Introduction (cross platform) • Work Order Systems and Technology • Building a WO system • Advantages and Disadvantages • Reviewing the SCASD system • Other databases and technology Physical Plant

3. The long road . . . Searching for the perfect fit Physical Plant

4. Maybe we can build it? • After not finding “exactly” what we wanted (and maybe not being sure of exactly what we wanted), we met with our technology department to discuss ideas • We did some sole searching and decided to build our own system • Our system is a FILEMAKER pro system hosted on our own network Physical Plant

5. Goal of Session • This is not a sales pitch • We won’t tell you how to build your system • We will show you we built our system • We will show you why building a system was the right choice for SCASD • Maybe we will serve as inspiration Physical Plant

6. Technology Illiterate • Most of the work done to develop and operate this system can be done by the “Technology Impaired” Physical Plant

7. Establishing a “work order culture” • A successful work order system requires a “work order culture” • Going “on-line” will NOT make this happen (it might help a little . . .) • A lot of coordination, communication and administrative effort are needed Physical Plant

8. Development Team • Director • One of our 2 secretaries • Network Administrator • ? Physical Plant

9. Building a System • Getting started • Most of the work can be done on your “desktop” • Literally start on our desktop • But don’t get too refined, move to your computer desktop early Physical Plant

10. Open New Database Physical Plant

12. Enter Desired Fields Physical Plant

14. Set up Creation Date Physical Plant

17. Give your work orders identity Physical Plant

20. Required Fields Physical Plant

23. Importance of standard data and using value lists • Searches • Finding like data • Maintaining histories PhysicalPlant

28. Looked up data • One of the “more advanced” operations • First create another data base to reference • Keep 2 (or more) databases together Physical Plant

37. Layouts • Various layouts are to help available to help create a variety of “looks” and “functions • Use several layouts so various groups have what they need in a handy format • Consider functionality and appearance Physical Plant

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42. Networking and passwords • You have developed your database on the desktop and it is functional in this format • The next step is to launch it as a multiple user file on a network • Before you do this, you will need Passwords Physical Plant

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44. Exporting and Data reports • Your data can be used in a limitless number of ways, without relying on packaged reports • Exporting data is the vehicle for using data in other applications Physical Plant

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46. Advanced Features • Recurring Tasks • PM and Pre-scheduled activities • Scripts Physical Plant

47. Doubts and Questions • How long does it take to develop? • What about tampering and false records? • What about training? (Our guys don’t do technology) • How hard is it to implement? • How much work is the “upkeep”? Physical Plant

48. The biggest advantages • No “saving” data • Flexibility and Changeability • Working into “base data” • Staff utilization • Supervisor follow up • Working at home of remotely Physical Plant

49. Demo of our system “In Action” Physical Plant

50. Other Databases and Websites • Building use by outside groups (with invoicing) • Supply orders • Budget requests • Vendor bidding • Website • Posting bid results, meeting information, etc. Physical Plant