Q2 Executive PMT

Q2 Executive PMT

Successful Schooldude PM Implementation Tuesday, April 27th, 2010 2-3 PM EST Hosted by Jed DeGroote and Mike Stapleton Our certified partner, Service Management Assist (SMA), has worked with numerous educational organizations to assist in implementing PMDirect. SMA provides design and data entry services for PMDirect so that you can continue to focus on your day to day issues. For the audio portion, dial 866-740-1260 and use the following access code- 8168244 We will begin the webinar in just a few minutes. To ask questions throughout the webinar use the chat feature. We will review and answer questions submitted through the chat feature at the half way point and at the end of the webinar. Thank you for attending! Online Tools for Managing Education PM Challenges 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% Online Tools for Managing Education 80% 100% PM Benefits 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 Online Tools for Managing Education How SchoolDude can help SchoolDude.com Starter Templates Customized Quick Step Guides Unlimited one on one consultation sessions ([email protected] m) Certified Partner services- SMA Online Tools for Managing Education The Economic Advantage District 54 saved $861,714 (at todays rates) over five years because of the PM program & good facility management. The equivalent savings for a 1M square foot district would be $568,731. Online Tools for Managing Education Planned Maintenance is Rare in Educational Institutions FACT: Most education institutions do not have an effective planned maintenance program.

FACT: Many education institutions purchase planned maintenance software yet do not implement planned maintenance; even after years of trying. FACT: Even the best facility managers have tremendous pressures on their time to handle day to day issues; implementing a planned maintenance program happens very rarely because it may take hundreds of hours to set up. FACT: Most education institutions are spending more than necessary for utilities and emergency repair labor; the lack of effective planned maintenance results in significant dollars being left on the table. Online Tools for Managing Education The Increased Scope of Education Facility Management Education Facility Managers are so over programmed that a complete program is rarely delivered 70s,80s,90s,00s & Now 40s,50s & 60s 1. Custodial operations 2. Maintenance operations 3. Grounds operations 4. Electrical / gas utility 5. Pest control (in-house) 6. Playground equipment 7. Roofs 8. Safety general 9. School closings 10. Vandalism

Facility programs have increased dramatically but many institutions have smaller leadership teams Copyright 2010 Service Management Assist, LLC 1. Custodial operations 2. Maintenance operations 3. Grounds operations 4. Electrical / gas utility 5. Playground equipment 6. Pest control (in-house) 7. Roofs 8. Safety general 9. School closings 10. Vandalism 11. Mold management 12. Asbestos (AHERA) 13. Carbon Dioxide testing 14. Lead in water 15. Natural gas volume purchasing 16. Electrical volume purchasing 17. CAD 18. CMMS with preventive maintenance 19. Electromagnetic emissions 20. Emergency / disaster plans

21. Energy management systems 22. Energy education 23. Data based custodial schedules 24. Rentals, community usage 25. ADA 26. Owners Construction Rep. 27. Indoor Air Quality 28. Lead in paint 29. Integrated Pest Management 30. Privatized custodial Online Tools for Managing Education 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46.

47. 48. 49. 50. 51. 52. 53. 54. 55. 56 . 57. 58. 59. 60. Purchased services management Protective equipment & clothing Radon Management Recycle waste program Re-locatable classrooms Right to Know Act Underground storage tanks Computerization technology support Blood borne pathogens Budget planning Labor law issues OSHA Logging & training Custodial equipment management Quality Assurance program

Hazardous Waste Removal Emergency Backpacks Building Backpack Supply Defibrillator maintenance Defibrillator training Security systems Green chemical management Carbon footprint issues Sustainability program Life/Safety Planning Playground management Expanded athletic programs Swimming pool maintenance Indoor track & field Fertilization & weed control Artificial athletic fields PMDirect Implementation Flow: SMA provides planned maintenance customized to your institution with very little time invested by facility management. Determine the Scope of Planned Maintenance: Respond to the Overall Project Duration is typically 45 - 60 days questionnaire hour

Equipment Data Gathering: Internet Conferencing Interview; Physical Tour; Gather existing data use the appropriate method Design Meeting: Equipment Spreadsheet Import 1 hour meeting to determine the method that will best accomplish the equipment inventory the interview method of gathering equipment is often spread between several employees 1. PM Wording 2. Post PM frequency on the calendar 3. Labor time estimates 4. Assignment 1 hour to 6

hours. Online Tools for Managing Education Schedule the PMs into SchoolDude Training 2 hours An internet conference to determine your quote this should take about hour. The planned maintenance program may go beyond mechanical equipment to include: Safety Program Grounds Program Custodial Projects Maintenance Painting Vehicle Maintenance Operations Inspections

Online Tools for Managing Education The PM Scope a quote by category. Online Tools for Managing Education The Equipment Inventory Challenge The essential equipment information entries needed to start a planned maintenance program are as follows: 1. Item #; 2. Equipment description; 3. Area location of the equipment; 4. Location (building) and 5. Filter / belt information related to the piece of equipment (existing lists of equipment, belts and filters are obtained to add to the list). The first four listings allow the beginning of the planned maintenance scheduling. Many details like manufacturer, model and serial numbers are added by employees during the first cycle of planned maintenance work orders; these details are written on the work order and batched for entry by a clerical person. The detailed equipment list may be obtained by physical tours of your buildings most institutions suffer from sticker shock (70% more) when presented with a quote for these data gathering tours. The most common sources of obtaining information for the equipment inventory: Existing or old CMMS programs; existing hard copy equipment inventories; BAS equipment lists; blueprint tables and as built documents. Internet conferencing interviews of key facility employees to

form lists of equipment. Have SMA train your employees to conduct physical inventories of equipment. Online Tools for Managing Education Online Tools for Managing Education Screen shots of the BAS system can often give the beginning information for an equipment list PrtScn; Paste then email. Online Tools for Managing Education Step 1: We input the notes into the equipment spreadsheet and send it back to you for more detail. Step 2: You return the spreadsheet to us by fax or email. We prepare the list for import into SchoolDude. Online Tools for Managing Education Step 3: SchoolDude imports the list and the equipment data is ready for PM scheduling.

Questions ??? Jed will summarize the chat box questions up to this point well do our best to answer. If you still need more information please contact us. Mike Stapleton [email protected] 630.878.9925 FAX: 602.513.7008 Web: www.smaedu.com Online Tools for Managing Education The Design Meeting Calendar COMP T emp DESCRIPTION Date Time 39 UNIT VENTILATOR 2 39 CEILING UNIT VENT 9/1 3

1 AIR HANDLING UNIT 10/1 0.60 JD 10/1 0.30 PK 4 5 27 EXHAUST FAN 7 CEILING UNIT HEATER 9/1 AssignGroup 1-Jan. 2-Feb 1 3-Mar 4-Apr 5-May

6-Jun 7-Jul 8-Aug 9-Sep 10-Oct 11-Nov 12-Dec 0.25 MH X X ANN X 0.25 MH X X ANN X

X X X X 0.40 X 36 PUMP HVAC 0.30 7 41 VARIABLE AIR VOLUME 0.30 8 29 FAN POWER UNIT 0.30 9

42 WALL UNIT HEATER 0.25 X X 10 25 ELECTRIC HEATER 0.50 X X 5 HOT WATER BOILER 10 CENTRAL CHILLED WTR 8.00 13 16 CONDENSING UNIT 1.00

14 35 PACKAGE HTG & COOL 1.50 15 19 COOLING TOWER 4.00 34 NATURAL GAS HEATER COMP T emp DESCRIPTION X X X X X X X

6.00 12 16 X X 6 11 X X ANN X 0.75 Date Time AssignGroup 1-Jan. 2-Feb 17 24 DRINKING FOUNTAIN 0.30

18 37 PUMP PLUMBING 0.30 19 38 SUMP PUMP 1.00 20 43 DOM. HOT WATER HTER 0.75 21 44 WINDOW AIR COND. 0.50 22 3 AIR COMPRESSOR

0.25 X X X 3-Mar 4-Apr 5-May X 6-Jun 7-Jul 8-Aug X X 9-Sep 10-Oct 11-Nov 12-Dec The Design Meeting is the key to making the planned 4 0.60

maintenance program customized to your institution. 24 17 0.30 25 26 0.25 you by internet conferencing or SMA will work with 26 8 0.25 meeting at your site: 27 33 0.25 COMP T emp DESCRIPTION Date Time AssignGroup 1-Jan. 2-Feb 3-Mar 4-Apr 5-May 6-Jun 7-Jul 8-Aug 9-Sep 10-Oct 11-Nov 12-Dec 28 14 0.50 Determine the wording

to be applied to the PM work 29 15 0.50 30 14 0.50 orders 31 13 0.80 32 20 0.75of PM actions on the calendar Post the sequence 33 46 0.75 34 18 0.50 Estimate the labor time for each PM action 35 28

0.25 36 32 0.25 Determine if an equipment type may be consolidated into 37 23 0.30 38 23 0.30 fewer work orders0.30 39 22 40 11 0.50 Post the names of0.50the technicians to receive the PM 41 12 42 45 1.00 work orders

43 47 0.15 23 AIR DRYER CONDENSATE PUMP ELEVATOR EQUIPMENT CHAIR LIFT LIFT 1. COM. OVEN COM.REFRIG. COM. RANGE 2. 3. 4. COM.FREEZER DISHWASHER ICE MACHINE CONVECTION OVEN

EXH. HOOD FOOD PREP EQUIPMENT DOM. REF FREEZER DOM. FREEZER DOM. RANGE 5. CLOTHES DRYER CLOTHES WASHER DUST COLLECTION MAINT SHOP EQUIPMENT Online Tools for Managing Education The sequence and frequency of PM actions are posted on the calendar. Assignments, grouping and time estimates are also noted.

Design Meeting: Planned Maintenance Action Wording SMA will provide a set of PM action task wording, you will be asked to review this wording if you desire changes from the initial set we encouraged you to ask for alternate task wording from the many other sets of PM procedures we have on file. Online Tools for Managing Education Planned Maintenance Scheduling Steps SMA will complete the scheduling in PMDirect Online Tools for Managing Education School Event Exceptions can be used to schedule odd sequences as shown here; this PM will generate in April and December.

Online Tools for Managing Education Planned maintenance labor time estimates are graphically noted in PMDirect for the next three months Online Tools for Managing Education Descriptive PM Schedule Titles Help to Show the PMs for Upcoming Months Online Tools for Managing Education Planned maintenance work order example complete with the wording established in the Design Meeting. Online Tools for Managing Education Technicians receive instructions unique to their role as service workers completing the work requests Online Tools for Managing Education Technicians Follow-up Training: SMA will cover all the aspects of our set-up process with school employees. Key employees need to be identified who will learn how

to add equipment to PMDirect, edit templates and establish a planned maintenance schedule. Many times we will work through a number of PM enhancements as a way promoting the continual improvement potential in PMDirect. Online Tools for Managing Education Questions ??? Jed will summarize the chat box questions well do our best to answer. If you still need more information please contact us. Mike Stapleton [email protected] 630.878.9925 FAX: 602.513.7008 Web: www.smaedu.com Online Tools for Managing Education We will implement your desired design for the flow of corrective work orders in MaintenanceDirect Requester This is an example of a typical routing flow Emergency Dept Dir Approval Facilities

Leadership Telephone SchoolDude Routing Assign Input into SchoolDude Custodial Routed to Building Custodian Complete or defer to B&G Director Events Electrical Plumbing Grounds HVAC

Gen Maint Facilities Leadership Assigned to maintenance, custodians or a vendor Online Tools for Managing Education Department Directors and the Facility Department may decline work orders; the Requester will receive an e-mail notification. Unique routing for your school establishes the flow of work orders you desire Online Tools for Managing Education Typical Requester Instruction slides provide all xxxxxxxxxxxxxxxxxxxxx that is needed to sign themselves on the system xxxxxxxxxxxxxx

and begin making requests Begin becoming a Requester by using the link provided or logging on to www.myschoolbuilding.com. The link brings you to this screen; if you dont use the link you need to know our account number: 999999999. The link is: http://www.myschoolbuilding.com/myschoolbuilding/MyGateway.asp?acctnum=9 99999999 Enter your email address then click Submit. Online Tools for Managing Education Principals Site Administrator Department Directors who may have approval responsibilities are training to use their Site Administrator role in SchoolDude. Online Tools for Managing Education Reduced Maintenance Cost - Personnel tend to work more effectively with less lost motion in a well-planned job environment. This pattern soon emerges into a cost reduction trend, usually reaching about 15

percent. Online Tools for Managing Education BENEFITS OF A SUCCESSFUL PM PROGRAM Benefits of a Successful PM Program is taken from Complete Building Equipment Maintenance Desk Book Second Edition, Edited by Sheldon J. Fuchs, P.E. Page 19 in the chapter by Paul D. Tomlingson. Fewer Failures - A timely PM program usually uncovers problems before they become serious enough to cause equipment failures. Breakdowns can be reduced by 50 percent. More Planned Work - The timeliness of preventive maintenance inspections usually uncovers those major jobs that require planning. Sufficient lead time allows planning to be done. Fewer Emergencies - An effective PM program has every maintenance employee on the alert for things that cause problems. As a result, fewer problems that would cause an emergency situation escape detection. Emergency work can be reduced by half. Online Tools for Managing Education

Reduced Overtime - One of the largest contributing factors to overtime is the need to perform emergency work. A reduction in emergency work usually produces a corresponding decrease in overtime. Extended Equipment Life - PM invariably rewards its users by extending equipment life by as much as 20 percent and increasing dependability. Better Use of Maintenance Personnel - A job done under emergency conditions is 15 percent more costly in labor than a similar, well planned job. A maintenance department with a good PM program commits more staff to planned work. The result is more effective, productive use of this manpower. Improved Equipment Operation - Well-cared-for equipment is its own reward - it runs better. Less Downtime - Because the PM program can reduce emergency work, it follows that downtime can also be reduced. Online Tools for Managing Education An Email comes daily with the active work orders list attached Online Tools for Managing Education

Six to nine work orders per page gives the employee all the information they need plus sheets to put their notes time spent on a work order, parts used etc. Online Tools for Managing Education Using Google Translate the active work order list is translated In about one minute from the time their email is opened the employee may have a printed daily work list document in their own language Online Tools for Managing Education

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