Why is a School District Like an Airport?

Flight Plan

What Makes us Like an Airport

About Clark County School District

Using Maximo to Handle a Wide Variety of Work

Maximizing Performance While Minimizing Costs

A Clear View of the Future: Using Maximo Data to Plot a Course

Projects Still in the Hangar

What Makes us Like an Airport

Huge Square Footage to Maintain

Many Specialties to Manage

Subject to Government Regulations

Tax Payer Funded and Effected by National Economy

Reports Data to Several Agencies

Tends to get Larger and More Complicated Yearly

What Makes us Like an Airport?Large Area to Maintain

392 Sites State-of-the-Art Sites

357 Schools, 35 Administration Sites

8,000 Square Miles (All of Clark County)

34, 927, 142 Square Feet of Building Space

Rancho High

What Makes us Like an Airport?Wide 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

Wide 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

Share Data With: Risk Management, CCSD Police, CCSD Board of Trustees

Most Importantly We Are Like an AirportBecause our Most Important 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

Using Maximo to Manage a Variety of Work Orders

Check Boxes

Color Coded Work Order Lists

Work Flow Refinements

Check BoxesHighlighting, 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

Color Coded Work Order Lists

Color Coded Work Order Lists

Adding check box fields to database and color formatting to properties, gives extra attention to special projects /priorities and facilitates reporting on key work order groups.

Color Coded WO Lists

Advanced

Search

Work Flow Refinements Review Work Flow Yearly for Modifications

Needed

Solicit Suggestions/Comments From Users

Ensure Continual Improvements to Process

Refining Work Flow

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

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

Dispatch WhiteboardRuns SQL Queries on asp.net through the Maximo

Database to a Microsoft Server

Electronic Dispatch Whiteboard

Instant statistics / real time updates

Allows Personnel to View Critical Information for the Day Without Logging in and Searching. Requires no Upkeep. Uses Off the Shelf Hardware and Software.

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

Budget Could not Support New Mobile Hardware Solution

Technology Considerations:

Could Existing Devices Assist Users?

What Information Could be Collected?

What Information Could be Sacrificed?

Who Would Test and Evaluate?

Follow Up: Did we Benefit?

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

Dispatching Jobs Using XORA Web Site

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a

Mobile Solution

Jobs Received on XORA Enabled Phone

Starting and Ending Jobs

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a

Mobile Solution

Download XORA Labor Report From Web Site

Maximo Enterprise Adapter (MEA)XORA Interface by Electronic Data Inc. (EDI)Blue = Validated Red = Problem

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile

Solution

Maximizing Performance / Minimizing Costs

Communication With Customers

Customers Know What We Are Doing

Bulletins, Newsletters, Training, Site Visits, Help Desk, Administrative Council

Customers Tell Us How We Are Doing

Surveys, Administrative Council, Help Desk Log

Continuous Improvement on Service

Continuous Improvement of Data Quality and Relevance

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. Below Average Rating -Customers are Personally Visited by Administration

Maximizing Performance / Minimizing Costs

Communication 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

Maximizing Performance / Minimizing CostsCommunication With Customers

Zoomerang Survey Example

A Clear View of the FutureUsing Maximo Data

Key Performance Indicators

Graphical Reports

A Clear View of the FutureUsing Maximo Data

Some of our Data Driven Decisions

Life Cycle Calculations for Flooring, Roofing, Paint and Running Tracks

Asset Purchases and Design Changes

Resource Planning for Budgetary Concerns

De-Centralization Efforts

Increasing Wrench Time

Assessing Production and Quality

Future Site Closures

Commissioning Studies

Key Performance Indicators (KPIs)Wrench Time Vs Availability

National Average States35% is goodBest in Class is 65%Peak Industrial Solutions, LLC

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.

Key Performance Indicators (KPIs)

Key Performance Indicators (KPIs)Average Completion Time by

Quarter

Key Performance Indicators (KPIs)Monitoring Backlog

Key Performance Indicators (KPIs)Non-Compliant Work Orders

Priority 1 Priority 2 Priority 3 Priority 4

Priority 1 – 4 hrsPriority 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

Key Performance Indicators (KPIs)Average Response and Completion

Times

Key Performance Indicators (KPIs)Response Times High Priorities

Reports with Graphics

Easy Analysis and Comparisons

Used for Strategic and Tactical Planning

Long Range and Daily

Must Have Support Data for Supervisor

Response

The Bottom Line For AdministratorsExample: Absence Summary

One Page, Quick View of Problem Areas…

Supporting Data for Supervisors Example: Absence Summary

Information Necessary for Supervisors to Address Issues

Monitoring Trends Before a Crisis

Work Load Vs. OvertimeAnswers Many Questions

Is O/T Needed?

Why is it Needed?

Where is it Needed?

Who Needs it?

Premium Pay JustificationWhere Premium Labor Dollars are Spent

Comparing Premium and Regular Pay

Sometimes Dollars and Cents Speak Louder than the Percentage

Reported Labor Under 20 Hours per Week

Identifies Areas to Improve for Increased Wrench Time.

Notifies Supervisors of Maximo Labor Input Issues or Other Labor Issues Needing Attention.

Costs of Regional Facilities Comparing Facility Types Across the Organization

Identifying Your Business Increase Preventive Maintenance/Reduce

Repairs

CM=Corrective Maintenance EM=Emergency PM=Preventive RM=Renovation/Routine

Projects Still in the Hangar

VFA Integration Using Asset Fusion for Maximo

Identifying How Many Classrooms are Down (Maintenance)

Workflow Revision: Change Service Request Flow

Upgrade to Latest Version Of Maximo

Start New Reporting with BIRT

Integrate Maximo with SAP Purchasing Module

We Look Forward to Your Comments/Questions

…Exchange Ideas, Keep in Touch… Las Vegas Maximo Users Group

Web Address: http://www.tivoli-ug.org/groups?groupid=283

We Encourage Open Exchange of Ideas and Information

New Forum Added to Site

Thank you to AMUG for the Invitation

Questions?Thank You for Your Attendance

Stuart WeilerDatabase Analyst III

sweiler@interact.ccsd.net

Clark County School DistrictCynthia Atterberry

Work Management Coordinatorcatterberr@interact.ccsd.net