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Facilities and Services Centre
Presentation by Brian Yearwood, Director Facilities and
Services, Edith Cowan University (ECU) to:
FMA/TEFMA Maintenance Workshop 11,12 July 2013
Choosing the Work Order Management
System
Presentation will provide:
• The context in which ECU operates – Experience;
• The strategy, structure and resources used by ECU in
undertaking its maintenance works (Mechanical
Services, Electrical Services, Building Services and
Grounds); - Framework for Best Practice
• The selection and implementation of QFM Software at
ECU and the features of the System to match ECU’s
needs; - Case Study
• Key Performance Indicators used by ECU in
managing its maintenance operation; - Case Study
• Considerations in future work order management
systems for ECU. – My vision
Context – Long Term Sustainable Improvement
(Extract from ECU Facilities & Services - Management System Policy)
The Facilities and Services Centre aims to provide excellent customer
service in the delivery of integrated building strategic asset
management, campus services and campus life services to support the
University’s teaching, learning and research requirements.
The Facilities and Services Centre is committed to the implementation,
maintenance and continuous improvement of an integrated
management system that meets the requirements of the following
international and national recognised standards:
• AS/NZS ISO 9001:2008, Quality management systems
• AS/NZS ISO 14001:2004, Environmental management systems
• AS/NZS 4801:2001, Occupational health and safety management
systems
Strategy, Structure and Resources
Ten-Year Maintenance Program
$1B worth of Assets
3 Campuses – Joondalup, Mount Lawley and Bunbury
Asset Data collected by Call Centre and stored in QFM
Mechanical Electrical Buildings Grounds
Role: Program management of assets, contract management and recovery from critical incidents
Internal Resources
Manager Buildings and Services
Mechanical Engineer Technical Officer
Electrical Engineer Technical Officer
Building Coordinator 10 Maintenance Staff
Grounds Manager Technical Officer 8 Grounds Staff
External Resources
Major Engineering Services Contract with Spotless
Panel of Preferred Suppliers
Panel of Preferred Suppliers
Mowing Contract Bunbury Grounds
Systems in Use
Facilities and Services | Systems Linkage Diagram
External Data ReadSystem ReadManual Operation Link
Web Apps Web Sites Systems Files
Abloy
FMMS
Dis
co
nn
ecte
d S
yste
ms
Flash Maps
Room
Bookings
Space
Utilisation
ECUSIS
Maps
Move
Manager
Timetable
(CMIS)
Service Desk
Alesco
WAAPA
Room
Bookings
DMS
Room
Enquiry
Staff Locator
Work Permits
Security
One StopSports
(web)
Bookweb
F&S
(Web)
Policy,
Pocedure
Database
Phonebook
iNet/Andover
BMS
BookShop
(web)
Temp Parking
Permits
Parking
Permits
Archibus
Database
ma
pD
AT
A
Off Campus
Housing
ma
pD
AT
A
cadDATA
Past challenges driving selection criteria
• FMMS had been in use since 1994
• Centralised dockets issued
• Bespoke reports via crystal reporting
• Individual Programmed Preventive Maintenance (PPM)
issuing
• Minimal asset history
• Illogical hierarchy
• Separate condition audit database
• No contractor details
QFM Key Attributes
• Single system
• Reporting capability
• Ease of use
• Asset and PPM creation
• Desktop & web based
QFM Functionality
• Base data
• Planning, scheduling & tracking
workflow
• Performance & priority
management
• Contractor management
• Customer service
• Reporting
Providing visibility of critical performance information
Promoting enterprise-wide communication
Generating reductions in operational costs
Supporting sustainability strategies
Reducing Health & Safety risks
Ensuring compliance & providing full audit trail
Identifying trends & patterns for informed decision-making
Improving service quality & availability
Benefits of QFM
Key Performance Indicators - Backlog
2004 2005 2006 2007 2008 2009 2010 2011 2012
Backlog $3,000,000 $3,000,000 $5,640,000 $8,664,000 $4,871,361 $4,456,828 $5,117,999 $2,491,806 $3,915,024
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
$9,000,000
$10,000,000
$
ECU Maintenance Backlog Liability
Total AUS $1,753,496,339
Responding to Customer Requirements (QFM)
Performance output against benchmark targets
1 January 2013 to 31 March 2013
• Priority 1: respond within 1 hour and resolve within
24 hours
• Priority 2: respond and resolve within 24 hours
• Priority 3: respond and resolve within 7 working days – Priority 1: achieved an overall result of 97% against target of
100%
– Priority 2 : achieved an overall result of 91% against target of
90%
– Priority 3 : achieved an overall result of 84% against target of
80%