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Slide 1: An Introduction to IMMS MaintenanceDirect, MDWireless, PMDirect, InventoryDirect, IDWireless Wayne-Westland Community Schools Nicholas Thornton Herb Crawford Pat Buchanan Regional Manager Regional Manager
Slide 2: 2008 M&O Cost Study (AS&U)
Slide 3: The M&O Budget – K-12 (2008)
Slide 5: What’s Not New….. • You are understaffed; lots of stuff and not enough staff • Your budgets are constrained • Demands and expectations are increasing • Costs are rising on all fronts; labor, materials, and energy
Slide 6: What’s Not New The Perception Gap What you do What others think you do Perception Gap
Slide 7: What’s Required….. • Leadership – Vision of the future and possibilities – Inspire people to change – Continuous Improvement of all Processes; master of Change – Decreasing in cost, opening doors • Management • Technology
Slide 8: Reality of Maintenance • Average school district is understaffed by 20-22% compared to standards • Aging infrastructure and limitations on renovation funds • The Perfect Storm – not staffed for preventive maintenance with equipment nearing or past expected life
Slide 9: Technology as a Solution • Limited preventive maintenance on aging equipment means you are forced to “Run to Failure” • “Run to Failure” results in costly and disruptive mechanical breakdowns • Pre-emptive maintenance option to preventive maintenance
Slide 10: Introducing Web Native Management Solutions • • • • • • • • No capital costs required No hardware; no installation Fast start up – fast results Role based software = ease of use Web native, results based training Continuous, rapid enhancement Bug free software No IT resource burden
Slide 11: SchoolDude Work Management Suite • MaintenanceDirect – work order management • PMDirect (preventive maintenance) • InventoryDirect (includes IDWireless) • ITDirect – work management for the IT department • MDWireless – Nextel solution
Slide 12: MaintenanceDirect • Now the national de facto standard for work order management • Configurable work flow • Role based for easy use • High communication/image • Unlimited number of users • Fast to implement; easy to use
Slide 13: Doing More With Less . . . Click here: Source: AS&U Annual M&O Cost Study, April 2004
Slide 14: The Challenge The Solution The Tools
Slide 15: “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. School Business Affairs – December 2002 cited from Journal of Education Finance Report
Slide 17: “Do What You Always Did and Get What You Always Got”
Slide 18: SchoolDude Milestones Continued • Endorsed by Michigan School Business Officials • State of Kentucky energy pilot • State of Arkansas energy pilot • Nextel Application Partner for wireless work orders via cell phones • RSMeans partnership to provide their latest information in PlanningDirect
Slide 19: #1 Operations Management System for Education in USA • 80%-90% US Educational Market Share • Greater than 98% Customer Satisfaction • Implemented near you in 48 US States • Student ranges from 30 – 300,000
Slide 20: 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
Slide 21: What does it cost to own software? 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 $$$ •Microsoft uses 4x initial cost •IT resources are taxed
Slide 22: How to save an hour . . . • Reduce hallway interruptions • Get ½ hour more “wrench time” done per day • Reduce duplicate requests • Reduce callbacks/complaints • Accountability • Reduce calls to office • Windshield time • Queue on demand
Slide 23: Maintenance: The Business Case (3000 Students) 3000 Student District • 2800 Work Orders Per Year • MD Pricing: $1990/year • Cost/work order: 71c • Time savings: ½ - 1 hour /work order @ $20/hour = $10-$20 • Payback= 1 month • Doesn’t even include impact on facility capital budget relief
Slide 24: Per Work Order (3,000) • 1 event per student per year • MD Price: Average cost/work order: < $1 • Average time savings per work order – 30 minutes to 1 hour – Average value: $10 - $20 • Payback: < 1 month
Slide 25: Big District • 100’s of Feature Improvements • Take One: Email Notifications 80,000 Students, 50,000 Work Orders • 1 in 5  1 in 10 Saves 15 minutes per incident • 625 hours = $12,500/year
Slide 26: Talk to our Clients “With MaintenanceDirect…I don't have to worry about system component compatibility or obsolescence. And I don't burden our very limited technology staff with more applications and maintenance. What a marvelous WIN WIN.” Dick Bierl, Newark Valley CSD, NY
Slide 27: The Work Flow Requesters Request plet e Site Approval and M&O & IT Supervisors Approv Track and communicate Com e Repair Technicians
Slide 28: IMMS Streamlines the work order Process School Sites Work Request M&O Approval Technicians Work Planning Principal Approval Scheduling and Assignment Complete Work Custodial Assignment Notification Filing Capture labor and materials Reporting and Tracking Costs
Slide 29: mySchoolBuilding: Your customer’s view Request lete Approv e Com p Repair
Slide 30: mySchoolBuilding: Your customer’s view continued… Request C om plet e Approv e Repair
Slide 31: Requester Notification Request Com plet e Approv e Repair
Slide 32: Site Approval Request Com plete Approv e Repair If you would like a Site Administrator to review the work request before it’s sent to Maintenance or Technology for approval
Slide 33: Work Center Request e Appro ve Co m plet Repair The person responsible for the work request receives an e-mail. When they log into the system, they see they have a new request to review.
Slide 34: Work Assignment Request Approv e Com p lete Repair
Slide 35: Printed Work Order Request e Appro ve Co m plet Repair
Slide 36: MDWireless View Request plet e Approv Co m e Repair
Slide 37: MDWireless View Request plet e Approv Co m e Repair
Slide 38: MDWireless View Request plet e Approv Co m e Repair
Slide 39: Powerful Reports •Summary Reports •Detailed Reports •Graphs/Charts •Aging Reports
Slide 40: Budget After you create your budget codes, you can enter Budgeted Monies. The system will track how much you have spent and show remaining budget.
Slide 41: Employee Employee Reports – Summary Count, Detail Count, Detail Employee Cost Report or Employee Productivity Report
Slide 42: Location
Slide 43: Detailed Search Engine
Slide 44: Preventive Maintenance • Designed to work within the limitations of your staffing resources • Designed for phased implementation • A practical system for today’s reality
Slide 45: Why do facility maintenance? What is your opinion about the linkage between student performance and the condition of your facilities? Substantial relationship Small relationship Not sure No linkage 0% 4% 3% 20% 40% 60% 80% 100% 15% US (n=380) 77%
Slide 46: Balancing Stewardship Vs. Service Stewardship Guardian of physical plant Service Support to staff on request • • Preventive Maintenance Planned Maintenance • • • • Events Curriculum Moves Minor repairs
Slide 47: PM Economics 101 Replacement Cost (US) – • Value of roof (6%) • Value of HVAC (11%) Total for just two systems: $16,183/student $971/student $1,780/student $2,751/student Assuming 15 year life extended to 17 years with a PM program (very conservative) Capital Budget Relief: E.g. 2000 student District: $22/student per yr $44,000/yr savings
Slide 48: The benefits of a PM program Please rate the benefits you believe your district is enjoying by having a regular preventive maintenance program in place Improved comfort* Less teacher/staff complaints* Facility capital budget relief Better morale Improved test scores n = 147 0% 20% 40% 60% 80% 100% High Benefit Medium Benefit Low Benefit
Slide 49: Barriers to doing PM What are the barriers to establishing a PM program in your district? Resources/Manpow er Training Time Help w ith getting it started Tracking systems/softw are Lack of understanding Economic Justification Lack of support by board Other (please specify) n = 304 0% 20% 40% 60% 80% 100%
Slide 50: Service Life... 100 75 Condition Index Condition Index 50 Replacement Threshold 25 0 5 Years 0 5 10 Years 15 18 20 23 25 Source: MACTEC Engineering
Slide 51: Life Cycle Cost... Opportune Time to Invest 100 Less Dollars to Fix $ 75 $ 50 Replacement Threshold More Dollars to Fix 25 $ Benefit $ 0 0 5 10 15 18 20 23 25 Source: MACTEC Engineering
Slide 52: PMDirect Strategy • Start immediately with basic life safety PM’s • Train the organization • Establish records for legal protection • Build out program over a time based upon need and resources
Slide 53: PM Steps 1. Classification 2. Type
Slide 54: PM Steps 3. Manufacturer 4. Location
Slide 55: PM Steps 5. Equipment 6. Template
Slide 56: PM Steps 7. Job Start Up 8. Safety Points
Slide 57: PM Steps 9. Task & Procedures 10. Tools
Slide 58: PM Steps 11. Parts 12. Journal Notes
Slide 59: PM Steps 13. Codes & Assignment 14. Frequency
Slide 60: InventoryDirect • Manages Mechanical, Custodial, Instructional, Technology, Food Services • Integrates with MaintenanceDirect and PMDirect or can stand alone • Manages inventory pools • Manages tool assignments • Triggers requests for reordering
Slide 61: Inventory Strategy • Accountability is critical • Efficiency of the organization – have the parts and supplies needed • Long term improvements in procurement
Slide 62: InventoryDirect • Reduces shrinkage by 2%-3% or savings of $1-$2 per student. • Reduces dead inventory by 1% or $0.50 per student. • Improves efficiencies of staff by $7-$10 per student. • Helps you with state and local compliance (audits) • Typical payback: 1 month
Slide 63: Value of Investment • Value – – – – – – Maint Efficiencies Capital relief Facility use cost recovery Energy IT Efficiencies ITAM $20/student $22 $15 - $20 $12- $20 • Investment student A few $$ per All for 70% less than an installed system
Slide 64: IDWireless • Issue, Receive, Transfer, Adjust, Return from any mobile device that has access to the web
Slide 65: ITDirect Key Features
Slide 66: Key Features • Enables requesters to submit work requests online • Automatically notifies users via e-mail • Allows Supervisors/Technicians to receive and manage/complete work online • Handles multiple levels of approval and routing • Associate Work Orders with Priority, Employee, Project, Craft, Purpose, Budget, Equipment, Custom Field • Cost Accountability for Work: Labor, Purchases, Inventory
Slide 67: Key Features Cont. • Calendar for Resource scheduling • Attach files to Work Orders • Journal Notes for Reminders • Send E-Mails from a Work Order • Integrates with MaintenanceDirect, PMDirect, FSDirect, InventoryDirect, & PlanningDirect • Reports can be Printed, Saved, and E-Mailed from different Criteria in Adobe PDF file, Microsoft Excel, and even Graphs!
Slide 68: Turn on Your IT Crafts
Slide 69: Pick how WO’s should be Routed for Approval
Slide 70: Work Request http://www.myschoolbuilding.com Step 1: Who’s making the Request. System Automatically sends emails on status of the work order to this e-mail address Step 2: Enter the Location, Area, Room Number. Describes where the problem is occurring at. Step 3: Select a Problem Type for the work request. This list is customizable, you turn on just the crafts you would like to show up. Also with each craft you can designate which person is responsible for the craft at each location Step 4: Enter the Description of the work request. The requester can type several different lines of information. No set limit of the number of characters. Step 5: You can list Contact Names and numbers, Purpose Codes, Budget Codes and Requested Completion Date. You can turn all of those steps on or off. Step 6: Every user has to type in a password to submit a request to prevent users with no access to submit work requests.
Slide 71: Site Approval If you would like a Site Administrator to review the work request before it’s sent to Maintenance or Technology for approval
Slide 72: Approval Page You can send WO’s directly to a technician or have someone screen each request that comes in The person responsible for the work request would receive an e-mail and when they log into the system they would see they have a new request to review.
Slide 73: Unprocessed Requests The person responsible for the work request can make any changes to the request like, craft, assigned to, purpose, estimation, priority, and then print out the work order if they approve it. If they decline the request then can but a note in action taken and the system would e-mail it back to the requester
Slide 74: New Work Order We have both Short and Detailed Work Order forms to make it easy to create Work Orders at any time. Only the fields with Red Checks are required.
Slide 75: Supervisor 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.
Slide 76: Technician Technicians can review their open work orders. They also can Print, E-Mail, Create a Note, Mark Complete and enter Action Taken. Some even post time and materials to the work order.
Slide 77: Equipment You can tie work orders to a piece of Equipment. This allows you to track the cost to maintain the equipment in your facilities.
Slide 78: Budget After you create your budget codes you can enter Budgeted Monies and the system will track how much you have spent and show remaining budget
Slide 79: Employee Employee Reports – Summary Count, Detail Count, Detail Employee Cost Report or Employee Productivity Report
Slide 80: Location
Slide 81: Status
Slide 82: Calendar of Incomplete Work
Slide 83: Features
Slide 84: IT staff can record transactions for labor hours for each incident via a wireless/mobile device.
Slide 85: IT staff can easily receive, process and complete incidents via a wireless/mobile device.
Slide 86: Summary • Get the data you need • Guard yourself against risks • SchoolDude like you 100% focused on Education • Give your Institution a tool to assist them with Managing more, communicating better and “Look Great”!
Slide 87: Questions Contact information: Herb Crawford: Regional Manager herb@schoolDude.com 877-868-3633 Heather Hudson: Account Manager heather@schoolDude.com 877-868-3833