Computerized Maintenance Management Applications

1. Computerized MaintenanceManagement Applications Brian Holland SchoolDude.com Regional Manager brian@schooldude.com 1.877.868.3833 Dial from your Phone: 1-866-740-1260 Access Code: 8168238#

2. The ChallengeThe SolutionThe Tools

3. Doing More With What You Have . . . Source: AS&U Status Report on Education Facilities, Construction & Maintenance Operations, Presented at SchoolDude University, April 2005

4. “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

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

7. 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 important Source: AS&U Status Report on Education Facilities, Construction & Maintenance Operations, Presented at SchoolDude University, April 2005

8. The ChallengeThe SolutionThe Tools

9. Three Step Solutionfor ManagingToday’s Problems • Increase efficiency and accountability of budget • Increase your professional image • Get more money and resources!

10. CMMS* – An elite club • School CMMS Owner: Average size is >10,000+ students. • Our estimate: less than 4% of educational facilities with less than 5000 students own a CMMS *CMMS – Computerized Maintenance Management System

11. 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

12. 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 does it cost to own software? • Microsoft uses 4x initial cost • IT resources are taxed

13. The Downside of Traditional CMMS Projects (Computerized Maintenance Management System) • 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.

14. 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

15. 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

16. Top 10 Reasons in Considering an IMMS (Internet Maintenance Management System) 10. Simple to use 9. Start it now - use it now 8. Comes with a built-in technology department that knows facility maintenance for education? 7. No long-term contracts or commitments 6. No software or servers to buy or to upgrade 5. No upfront capital to ask for from your budget, boss, or board 4. Is it built exclusively for educational needs? 3. Access anytime, anywhere. 2. Less hassle 1. Costs you a LOT LESS MONEY!

17. The ChallengeThe SolutionThe Tools

18. Best Practices Organization “One scenario might suggest that an institution sets a goal of 80 percent completion of all manufacturers preventive maintenance standards. The reduction in percentage comes not in canceling activities but reducing the frequency.” Source: APPA, “Features Maintenance Staffing Standards for Zero-Based Budgeting” APPA Maintenance Staffing Guidelines – Ch 3

19. Changing the Professional Image… Perception Gap What you do What others think you do

20. …to make the M&O look good • Better reporting • Better/easier communications • Graphical reports • Accountable • High tech touch to service

21. Alternatives in Work Flow Requesters Request Track and Communicate back to Requester automatically Complete Approve Site Approval and M&O or IT Supervisors Repair Technicians

22. Key Features • Enable staff to submit work requests online • Automatically notify users via e-mail (communication) • Allow Managers and Field Personnel ability to receive, manage and complete their work online • Associate Work Orders with Locations, Priorities, Employees, Projects, Trades/Crafts, Purposes, Budgets, Assets/Equipment • Cost Accountability for Work: Labor, Purchases (including Contracted Work), Inventory/Material Used

23. Key Features (Cont.) • Calendar for Resource scheduling • Attach electronic files such as photos to Work Orders • Memo Notes / To-Do Reminders • Send E-Mails for communication and follow-ups • Reports can be Printed, Saved to your computer, and E-Mailed • Reports can be generated upon specific Criteria in Adobe 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!

24. Role-Based Security “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 Teachers, professors, students, general staff • Site Administrator Principals, Dept. Heads, School or Dept. Admin. Asst., Residential Directors • Technician Field personnel • Supervisor Trade or Shop Managers, Foremen • Data Entry Clerk Buildings & Grounds or Maintenance & Operations Admin Asst. • Administrator Maintains setup – sees everything and everyone

25. Requester Report • Sees status of what he or she has submitted • Searchable, sortable, printable • Automatic emails also should be available to keep the “customer” up-to-date

26. Alternate Versions of Hard Copies

27. Alternatives in Viewing Work

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

29. Technician Role View Technicians should only see their work orders (especially incomplete items) and sort them from multiple views (locations, age, priority, etc.).They should be able to print, email, comment, complete and/or enter actions performed for work. They should be able to post time and materials to the work order.

30. Wireless/Mobile Capabilities Mobile Work – editing screen Automatic Email notification of Work Completion available to Requesters or other users The Goal: Less dependency on paper in assigning and tracking work

31. 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.

32. Work Order Reports Multiple Combinations of Reports and Report Types • Work Completed last month • Work Assignments • Statuses, Priorities, Purposes • Work Types, Trades/Services • Etc., etc., etc.

33. Status

34. Location

35. Equipment

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

37. Budget & Transactions Reports Be able to enter Budgeted Monies and have the system will track how much you have spent and show the remaining budget monies.

38. The Need for Preventive Maintenance And an Introduction toOnline Recurring Maintenance Management Brian Holland SchoolDude.com Regional Manager brian@schooldude.com 1.877.868.3833

39. 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.

40. The benefits of a PM program Source: SchoolDude.com PM Survey, 2002. 380 Respondents.

41. 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

42. PM Economics 101 Typical Replacement Cost (US) – $16,183/student* • Value of roof (6% of bldg. cost) $16,183 * .06 =$971/student • Value of HVAC (11%) $16,183 * .11 =$1,780/student Total for just two systems: $2,751/student Traditional life of component = 15 Years therefore $2751 / 15 = $183.40 If extend this by 2 years of PM = 17 Years therefore $2751 / 17 = $161.88 Capital Budget Relief/Difference: $21.58/student If FTE is 2000 students: 2000 * $21.58 = $43,154.67 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)

43. $100K $75K $50K $25K $0K $ $ 0 5 10 15 20 25 Extend the Life Cycle through PM... Opportune Time to Invest in PM Less Dollars to Fix Issues PM Little or No PM More Dollars to Fix Issues Replacement Threshold $ Benefit $ 23 18 Years Source: MACTEC Engineering

44. Why perform facility maintenance? Source: SchoolDude.com PM Survey, 2002. 380 Respondents.

45. Barriers to doing PM Source: SchoolDude.com PM Survey, 2002. 380 Respondents.

46. 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

47. 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

48. 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.

49. 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

50. 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