Physical Plant Administration

1. Physical Plant Administration Michael Webb Preventive Maintenance Coordinator, Facilities Maintenance Glen Johnson Technology Support Specialist, Facilities Management

3. Property Growth through the 1950’s

4. Property Growth in the 1960’s

5. Property Growth in the 1970’s

6. Property Growth in the 1980’s

7. Property Growth 2000-2009

8. Initial Planning for PM Implementation Everything you wanted to know about equipment record entry and associated technology… *but were afraid to start.

9. Initial planning for PM implementation • Why do this? • How much money is my organization investing in this? • How much money is my organization losing by not investing in this? • Is the labor / workforce focused correctly at my organization? Equipment record entry and associated technology for establishing a robust database • Suggest a step-by-step plan for beginning equipment record entry • Selectively add details to equipment records for a wealth of useful information • Recommend the necessary hardware / software to initiate this process

10. Record entry…PM work orders start here: • Standardize record entry • Create template • Consistency!

11. Step 1:Establish a 4 letter code for property

12. Step 2:Equipment Code • 3 character code for mechanical equipment • Policy for 3rdparty engineers and architects • Plans and drawings for construction • Simplified data transfer

14. Equipment tags • 4 letter building code / 3 character campus equipment identification code – 3 digit series number of the unit. • Example: TEMP/AHU-001 = Temple Hall / Air Handling Unit – Number One. • Tag # in upper case letters.

15. Equipment Record – New Entry

16. For Example:

17. Learn as you go… Sub-location data KEEP YOUR TAG # SIMPLE!!!

18. Step 3:Prepare for Future Expansion • Evaluate your equipment • Consistency between old and new records • TMA will use TAG# / NAME to sort

20. The asterisk appears & the words bold when you populate the LINKED DOCUMENTS area with files.

21. Linked Documents allows you to attach the following to an equipment record: • Audio • Document • Image • PDF • URL • Video • UNC

22. Linked Documents Window Click Here! … when you finish adding documents to a record.

23. Linked Documents Used to Record and Display Useful Data FFRC-PRP-004 MOTOR TAG FFRC-PRP-PUMP TAG

24. Approaching Equipment

25. Initial IT Planning for Linked Doc/File Server

26. Current Storage Needs Align with Linked Docs Planning • Desired more space for non-TMA files • More secure and reliable than USB drives • Required secure remote file access (VPN)

27. File Server Hardware Overview Dell PowerEdge R710 (~$6000 with Server software) • 2x XEON 2.40 GHz CPU • 24 GBs of RAM • 2x Giga Network Ports • Integrated RAID controller • 5 installed hard drives with room for 8 total • 3 year Next Day On-Site Hardware warranty repair

28. Implementation Plan • Installed file server for PMs/Linked Doc & Org. needs • Rack mounted server in the server farm added physical security and power reliability (server technical specs in appendix) • Internally administered file server allows the most control/responsiveness moving forward • All files backed up automatically every day

29. Plan Data Organization on Server • Implement Linked Documentsfor equipment • Develop standard UNC paths for Linked Docs • Example: \\SERVER\TMA DOCS\BUILDINGS\CARR • Equipment & tag picture consistency • In focus and high enough resolution to read • Macro lens for tight spaces

30. Tablets and Mobiles • Historical difficulties experienced with mobile rollout over a decade ago (non-TMA issues) • Wireless security changed after devices purchased • Wireless vs. Cellular • Coverage limited and some facilities outside range • Adding Linked Docs for PMs increases the effectiveness of mobile devices • Foreman/Techs can investigate equipment remotely • Foreman testing various devices in small groups • iPads, Windows 8 Tablets

31. Transition

32. Step 4: File Path Hierarchy • Have a management meeting beforehand • Establish a standard file path hierarchy • Ensure file protection

33. Organize by building, zone, campus, …

34. Individual equipment folders

35. Step 5: Location Graphics • Location graphic for each piece of equipment • Simplified floor plan denoting equipment location

36. Creating the location graphic

37. Completed Location Graphic

38. Spatial Awareness

39. By comparison

40. Location, location, location… • Separate folder for the location graphics • Concentrate all location graphics • Graphical map

41. Location Graphics Folder View

42. Location Graphics Folder ViewLARGE ICON VIEW

43. Zooma zoom zoom

44. Symbols and photos to embellish

45. For the record… ASS stands for Auxiliary Steam Strainer.

46. Get help from good people! Gary “Gare Bear” P.

47. Get help from good people! Phoenix S.

48. Dirty Laundry Which we have taken to the cleaners over the last year and a half! • We had inconsistencies as to how equipment records were entered in TMA. • We were missing large, high dollar equipment from the database so no PM was being done on it. • We had “ghost” equipment in TMA that PM work orders were being generated for. • We were losing money on efficiency, replacement and reactive repair of equipment. • Our previous PM Coordinator linked documents to equipment records, but with no file server, the files could not be accessed remotely. • We had new mechanics, or mechanics new to a building, spending more time finding a piece of equipment than it took to do the actual repair on said equipment. • We had traditional managers with an “old school” train of thought that prevented information sharing and good teamwork. • We had equipment records with completely inaccurate data associated with it.

49. Proof is in the Pudding *From March 1st of each year

50. Ready? Still too scary? Check this out!!!