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Leveraging Maximo for Data Driven Decisions In the Nation’s 5 th Largest School District

Leveraging Maximo for Data Driven Decisions In the Nation’s 5 th Largest School District. Topics. About Clark County School District Using Maximo to Handle a Broad Variety of Work Maximizing Performance While Minimizing Costs Enhancing Infrastructure to Serve Growing User Base

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Leveraging Maximo for Data Driven Decisions In the Nation’s 5 th Largest School District

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  1. Leveraging Maximo for Data Driven DecisionsIn the Nation’s 5th Largest School District

  2. Topics • About Clark County School District • Using Maximo to Handle a Broad Variety of Work • Maximizing Performance While Minimizing Costs • Enhancing Infrastructure to Serve Growing User Base • A Clear View of the Future: Using Maximo Data to Plot a Course • Projects in our Future

  3. About Clark County School District • 392 Sites State-of-the-Art Sites • 357 Schools, 35 Administration Sites • Averaged 5 New Facilities per Year • 8,000 Square Miles • 34, 927, 142 Square Feet of Building Space • Largest School District in the Nation to be ISO Certified (Since 2005) Rancho High

  4. About Clark County School DistrictWide Variety of Specialties • General Repair: Carpentry, Paint, Roofing, Flooring, Glass • Mechanical Repair: HVAC, Kitchen Refrigeration, Food Plant Refrigeration, Electrical, Plumbing, Energy Monitoring • Exterior / Structural: Fabrication, Furniture Repair, Asphalt/Concrete, Fence/Playground • Equipment Repair: Audio Visual, Fire Systems, Industrial Equipment, Office Machines, Hardware/Locks, Clocks/Intercom, Musical Instruments

  5. About Clark County School DistrictWide Variety of Specialties • Grounds/Landscaping • Security Systems/Closed Circuit Television • Warranty Management • Telecommunications • Pest Management • Environmental Services • Special Response and Repair: On-Site Building Engineers, After Hours Engineers, Mobile Maintenance Vans, Technology and Networking • Shares Data With: Risk Management, CCSD Police , CCSD Board of Trustees

  6. Most Importantly our Top Consideration Is…Our Customer’s Safety and Comfort • 1500 Active Maximo Users Including 450 Craft Technicians • School District Staff of 37,341 Personnel • Student Population of 310,000 Children

  7. Using Maximo to Manage a Variety of Work Orders • Check Boxes • Color Coded Work Order Lists • Work Flow Refinements

  8. Check BoxesFor Highlighting, Routing, Reporting • Special HVAC Requests • External Agency Inspection Findings • OSHA, Health Department, Fire Departments • Quality Assurance/Quality Control • Global Energy Initiatives • Inspection Required Prior to Completion • Caused by Vandalism • Bond Funded Work Request

  9. Color Coded Work Order Lists

  10. Color Coded Work Order Lists Adding check box fields to database and color formatting to properties, highlights special projects /priorities and facilitates reporting on certain key work order groups.

  11. Color Coded WO Lists Advanced Search

  12. Work Flow Refinements • Review Work Flow Yearly for Modifications Needed • Solicit Suggestions/Comments From Users • Ensure Continual Improvements to Process

  13. Work Flow Refinements • Use Checkboxes Created in DB to Route WOs • Use Workflow Actions to Reduce Manual Actions • Increase Efficiency and Reduce Unnecessary Steps • Reduce Staffing Needs if Necessary • Use Roles not People(People Change) • Review and Adjust Limits (PR / POs) • Monitor for Old Active Records and Remove Them

  14. Enhancing Infrastructure for Growth Maximizing Performance/Minimizing Costs • Increasing Memory • Storage Area Network • Database Operating System Upgrade • Adding Virtual Machines • Hardware Load Balancer • Dispatch White Board • Using XORA for Mobile Solution • Communicating With Customers

  15. Maximizing Performance/Minimizing Costs Dispatch Whiteboard • Runs (3) Queries From Maximo Database • Does Not Require Log-in to Maximo • Used by Administration at all Levels • 24 Hours of High Priority Work Orders in Real-time • Reduces Status Update Requests • Accessible Anywhere in CCSD Intranet • Shows Technicians Dispatched • Runs in asp.net in a Microsoft IIS

  16. Dispatch WhiteboardRuns SQL queries on asp.net through the Maximo database to a Microsoft server

  17. Electronic Dispatch WhiteboardInstant statistics / real time updates Allows Administration to View Critical Information for the Day Without Logging in and Searching . Reduces Phone Calls for Work Order Status Checks. Requires no Upkeep. Uses Off the Shelf Hardware and Software .

  18. Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution • Budget Could not Support Hardware for Best in Class Mobile Maximo • Technology Consideration: Cost vs. Benefits • Questions we Asked Ourselves… • Could Existing Devices Assist Users? • What Information Would be Collected? • What Information Would be Sacrificed? • Who Would Test and Evaluate? • Follow Up: Did we Benefit? Should we Expand Usage?

  19. Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution Dispatching Jobs Using XORA Web Site

  20. Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution • Jobs Received on XORA Enabled Phone • Starting and Ending Jobs

  21. Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution Download XORA Labor Report From Web Site

  22. Maximo Enterprise Adapter (MEA) Interface by Electronic Data Inc. (EDI)Blue = Validated Red = Problem Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

  23. Maximizing Performance / Minimizing Costs Communication With Customers • Customers Receive Our Feedback • Training, Help Desk, Bulletins, Site Visits, Newsletters, Maximo Communication Templates • Maintenance Receives Customer Feedback • Web Site Survey Links, Job Completed Survey, School Administrative Council Meetings • Increased Communication helps to: • Continuously Improve Our Service • Continuously Improve Data Quality and Relevance

  24. Maximizing Performance / Minimizing Costs Communication With Customers • Maximo Generated E-Mail When SR is Resolved Sends Online Survey • Web Site Link to Customer Survey for Other Issues • Survey Data Compiled by Staff. Unsatisfied Customers are Personally Visited by Administration

  25. Maximizing Performance / Minimizing CostsCommunication With Customers • Maximo Escalation for Resolved SRs • Finds All Resolved SRs (Every 6 Hours) • Initiates Maximo Communication Template • E-Mails Completion Notice and Survey Link • Surveys Downloaded From Online Storage • Reviewed and Followed Up Weekly Zoomerang Survey Example

  26. Enhancing Infrastructure for Growth Enhancing Infrastructure for Growth • Increasing Memory • Storage Area Network • Database Operating System Upgrade • Adding Virtual Machines • Hardware Load Balancer • Increasing Memory • Storage Area Network • Database Operating System Upgrade • Adding Virtual Machines

  27. Enhancing Infrastructure for GrowthIncreasing Memory (*) Reallocated Memory – Doubled Memory Allocated to Each Cluster Node

  28. Enhancing Infrastructure for GrowthStorage Area Network • Allowed for Real Time Access of “Archived” Records • Alleviated Need to Offload Historical Records • Went From 85% of Capacity to 2% of Capacity

  29. Enhancing Infrastructure for GrowthDatabase Operating System Upgrade • From Oracle 10.2.0.1 to 10.2.0.5 • Summer of 2011: Oracle 11g Upgrade • Problems • Core Dumps in Alert Log • Cursor Sharing Errors • Custom Script From Oracle Patch-Team (Remedied)

  30. Enhancing Infrastructure for GrowthAdding Virtual Machines Using Software Load Balancer – Redirector. Added 2 Nodes to Cluster.

  31. Enhancing Infrastructure for GrowthAdding Virtual Machines Installed Hardware Load Balancer. Added Small Application Server for Special Use

  32. A Clear View of the FutureUsing Maximo Data • Key Performance Indicators • Increased Report Graphics

  33. Key Performance Indicators (KPIs) Wrench Time Vs Availability National Average States 35% is good Best in Class is 65% Peak Industrial Solutions, LLC

  34. Key Performance Indicators (KPIs) Wrench Time Data From Maximo • Number of Active Laborers per Craft • Number of Absence Hours per Period • Number of Available Hours per Period • Number of Actual Hours Reported • End Result: • Actual Labor/Available Hours X Available Labor Maximo Tables: MODAVAIL, CRAFT, PERSON, LABOR, LABORCRAFTRATE, LABTRANS Lesson Learned: If Maximo is used to manage all aspects of maintenance, data will be available to improve, gauge and monitor your work force efficiency and time management.

  35. Key Performance Indicators (KPIs) Average Completion Time by Quarter

  36. Key Performance Indicators (KPIs)Monitoring Backlog

  37. Key Performance Indicators (KPIs)Non-Compliant Work Orders Priority 1 Priority 2 Priority 3 Priority 4

  38. Key Performance Indicators (KPIs)Average Response and Completion Times Priority 1 – 4 hrs Priority 2 – 24 hrs Average completion of priority 1 work order Actual response time of priority 1 work order Actual response time of priority 2 work order

  39. Key Performance Indicators (KPIs)Response Times High Priorities

  40. Reports with Graphics • Easy Analysis and Comparisons • Used for Strategic and Tactical Planning • Long Range and Daily • Must Have Support Data for Supervisor Response

  41. The Bottom Line For AdministratorsExample: Absence Summary One Page, Quick View of Problem Areas…

  42. Supporting Data for SupervisorsExample: Absence Summary Information Necessary for Supervisors to Address Issues…

  43. Monitoring Trends Before a Crisis

  44. Work Load Vs. OvertimeAnswers For Many Questions • Is O/T Needed? • Why is it Needed? • Where is it Needed? • Who Needs it?

  45. Premium Pay JustificationWhere Premium Labor Dollars are Spent

  46. Comparing Premium and Regular Pay Sometimes Dollars and Cents Speak Louder than the Percentage

  47. Reported Labor Under 20 Hours Per Week Shows Problem Areas in Maximo Labor Entry as well as Areas to Concentrate on to Raise Wrench Time Numbers

  48. Costs of Regional FacilitiesComparing Facility Types Across the Organization

  49. Identifying Your Business Increase Preventive Maintenance/Reduce Repairs CM=Corrective Maintenance EM=Emergency PM=Preventive RM=Renovation/Routine

  50. Projects Still in the Hangar • VFA Integration Using Asset Fusion for Maximo • Identifying How Many Classrooms are Down for Maintenance • Workflow Revision: Change Service Request Flow • Upgrade to Latest Version Of Maximo • Integrate Maximo to SAP Purchasing Module

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