Public School Facilities Authority

1. Public School Facilities Authority Maintenance Planning and the Facility Information Management System (FIMS) 2006 PED Spring Budget Workshop March 30, 2006 PSFA #1

2. Desired Learning Outcomes • PM Plan • If you don’t yet have one, it is worth your time to develop one • If you have one, then execute it • FIMS/SchoolDude • If you have not yet implemented FIMS, it is worth your time to do so • If you have implemented, use the data to improve your operations. • Other Maintenance Stuff PSFA #2

3. Maintenance Planning • Most districts have insufficient resources! • Limited maintenance staff & funds • Yields “Fix it when it breaks” operation • Scheduled maintenance provides for more efficient use of resources than reactive response! • Scheduled maintenance also helps to prevent equipment breakdowns • Improves classroom environment • Minimizes interruptions in school activities • Extends system and equipment life PSFA #3

4. Maintenance Planning (cont) • Legislative Assessment: A “written plan” should improve maintenance . . . • Since 2003, NM statute has required that all public school districts must have a Preventive Maintenance (PM) Plan • An approved PM Plan is now required for a capital outlay grant from the PSCOC • To assist, PSFA has provided: • PM Plan criteria (Jan 2005) • PM Planning Guidelines (March 2005) • Sample PM plan template (April 2005) PSFA #4

5. Maintenance Planning (cont) PM Plan criteria • Maintenance mission statement & goals • Maintenance organization & staff responsibilities • Maintenance priorities & procedures • Preventive Maintenance • PM Schedule(s) • A list of PM tasks being implemented • Specific custodian responsibilities PSFA #5

6. Maintenance Planning (cont) PM Planning Guidelines • Equipment inventory instructions • Ongoing collection and update • Procedures for scheduling recurring inspection and maintenance tasks • Detailed PM Tasks for all types of facility systems and equipment PSFA #6

7. Maintenance Planning (cont) • Thus far, 63 district PM Plans approved • 3 more ready for PSCOC approval • PM Plan preparation • Contracted preparation, or • In-house staff development • Sample PM Plan template provided • Districts should personalize to district requirements & capabilities • PSFA available to assist PSFA #7

8. Maintenance Planning (cont) “Having a plan is just the beginning, everything depends on execution.” … anonymous maintenance worker PSFA #8

9. Facility Information Management System PSFA #9

10. FIMS Purpose • To assist each district with execution of their maintenance programs • Documentation of completed work • Scheduling of preventive maintenance • Monitoring of utility use & cost • Data collection and analysis • District data-driven decision making • To also assist state in collection of data • District data readily accessible • State data-driven decision making PSFA #10

11. FIMS Software • SchoolDude selected as software provider • Maintenance Direct (MD) • Preventive Maintenance Direct (PMD) • Utility Direct (UD) • Web-based for ease of use • Scalableto size/operation of each district • Effective Statistical and Graphics tools • Unlimited training by SchoolDude * State will purchase for every district • District commitment needed! PSFA #11

12. FIMS Software(cont) • SchoolDude to also develop global products for state oversight • Maintenance Direct Global (MDG) • Preventive Maintenance Direct Global(PMDG) • Utility Direct Global (UDG) • Tool for assessment of individual district and statewide data • Special reporting by districts not required • Districts can be categorized for comparison • PSFA reporting to legislature • Defend and/or propose budget increases for maintenance and utilities PSFA #12

13. FIMSPilot Study • Pilot study conducted during 2005 • 18 districts (9 had already subscribed) • 5 districts started at own expense • In Dec 2005, PSCOC decided to proceed with FIMS statewide • Phased district implementation • Requirement for capital outlay grant PSFA #13

14. FIMSPilot Study (cont) Phased Module Implementation • Start with only MD • Train key staff and familiarize • Train requestors • Enter PM work orders “manually” • Start UD a few weeks later • Suggest as a Business Office responsibility • Start PMD after proficiency with MD • Initially include only life safety equipment • Add other equipment (if available) later • New Mexico PM Tasks available in accounts PSFA #14

15. Current Status FIMS currently in use at 45 NM districts PSFA #15

16. Current Status (cont) Ongoing Implementation Schedule • Phase I: 18 “pilot” districts from 2005 • Phase II: 27 districts added in Jan 2006 • Phase III: 6 districts applied (scheduled April 2006 start) • Phase IV: Added districts to be included (planned July 2006 start) • Phase V: Any “hold-out” districts added (planned Oct 2006 start) *All NM districts should start using FIMS by end of 2006 PSFA #16

17. Current Status(cont) PSFA Use of Global Modules MDG & PMDG • Mapping “district” codes to “state” codes • Monitoring district progress • Districts categorized by enrollment • Performance measures established • Will be useful for identifying progress and defending legislation for budget increases • Estimate that it will take a year of data collection UDG - SchoolDude still developing PSFA #17

18. Current Status(cont) Meaningful Maintenance Measures (M3) • Maintenance Cost per square foot • Maintenance Cost per student • Maintenance Backlog (older than 60 days) • PM Completion Rate • PM Ratio • PM Gap • Utility Cost & Consumption per square foot • Utility Cost & Consumption per student PSFA #18

19. District Success Stories • Central Consolidated Schools • Gallup-McKinley County Schools • Alamogordo Public Schools • Des Moines Municipal Schools • San Jon Municipal Schools • Los Alamos Public Schools PSFA #19

20. Central Consolidated Schools PSFA #20

21. Central Consolidated Schools PSFA #21

22. Central Consolidated Schools PSFA #22

23. Other District Success Stories • Gallup-McKinley County Schools • Alamogordo Public Schools • Des Moines Municipal Schools • San Jon Municipal Schools • Los Alamos Public Schools PSFA #23

24. Example Maintenance Direct (MD) Homepage PSFA #24

25. Features of Maintenance Direct (MD) • Tracks entered maintenance work • District should enter “all” work orders • District must enter labor hours, material purchases, & contract expenditures • Provides for data analysis & reporting • By type of work or location (school) • By equipment item or type • By employee PSFA #25

26. Features of Preventive Maintenance Direct (PMD) • Automatically generates PM work orders • District enters all equipment • District enters PM schedules • Can be sent directly to contractors • Provides for data analysis & reporting • Potential scheduling problems PSFA #26

27. Example Utility Direct (UD) Homepage Example Utility Direct (UD) Homepage Example Utility Direct Home Page PSFA # 24 PSFA #24 PSFA #27

28. Features of Utility Direct (UD) • Tracks all utility data by type • Tracks each utility supplier • Tracks use by metered area • Spots high use areas & any waste • Identifies savings opportunities • Provides for data analysis & reporting PSFA #28

29. Example Utility Analysis Example of Available Utility Analysis Tools PSFA #29

30. District Use of Utility Direct • We think a district Business Office responsibility? • Any high or unusual readings should be reviewed by maintenance • Change in current processes • Initial historical data entry • Monthly data entry into UD format • Recurring data analysis PSFA #30

31. PSFA Data Collection • Statewide data • District FIMS data available to PSFA • Districts categorized by MEM count • Track statewide progress • Maintenance expenditures • Completed PM work • Utility use and cost • Reports to PSCOC & Legislature PSFA #31

32. Maintenance Direct Global Organization Types PSFA #32

33. Preventive Maintenance Analysis (from MDG) PSFA #33

34. Preventive Maintenance Direct Global Home Page PSFA #34

35. NM Maintenance & FIMS Users Group(http://schooldude.typepad.com/nm/) PSFA #35

36. www.nmschoolbuildings.org PSFA #36

37. NM Maintenance Guidelines web page PSFA #37

38. Challenges • A major change in maintenance operations • Efficient documentation of work • Greater focus on preventive maintenance • Systematic approach to data collection & analysis • Potential utility cost savings • Greater focus on reduced usage (& cost saving) • Rural District issues • Smaller maintenance staff • Data entry concerns • Data collection period • Data should be complete and accurate • Time must be allowed for initial data collection PSFA #38

39. The Bottom line … FIMS makes “business sense”! Data analysis will provide for: • More efficient facility operations, • Better use of available resources, & • Improved learning environments * FIMS is a tool that when properly utilized will reap benefits for your district! PSFA #39

40. Other Ongoing Initiatives • Special Roof Repair Initiative • District Equipment Inventories • Regional Service Contracts • Potential use of Job Order Contracts (JOC) • “Maintenance Friendly” Construction • Performance Assurance Agreements • Include 3-year Maintenance Contracts PSFA #40

41. Continuous Learning Opportunities • Maintenance Advisory Group (MAG) • Peer Networking • Maintenance Information • Meets 2-3 times per year • CES/PSFA Facility Managers’ Workshop • Maintenance Information & Training • Meets annually in November PSFA #41

42. The PSFA Maintenance Dudes are eager to assist you in improving your maintenance programs … Contact us: Albuquerque - 505-843-6272 Les Martinez (les.martinez@psfa.k12.nm.us) George Gabaldon (george.gabaldon@ psfa.k12.nm.us) Cal Steckler (csteckler@psfa.k12.nm.us) Bob Bittner (bob.bittner@psfa.k12.nm.us) PSFA #42

43. The End Hopefully we have convinced you of the value of finalizing and fully executing a PM Plan & fully implementing FIMS! Any questions ? PSFA #43