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Maximo Enterprise Suite Maximo Enterprise Suite OverviewOverview

Clark County School DistrictClark County School DistrictFacilities DivisionFacilities Division

Maintenance DepartmentMaintenance Department20072007

DefinitionDefinition

Computerized Maintenance Management Computerized Maintenance Management System (CMMS)System (CMMS)

mro Software an IBM Companymro Software an IBM Company Maximo – a internationally recognized Maximo – a internationally recognized

leader in CMMS Applicationsleader in CMMS Applications Data Input/Retrieval allows for analyzing Data Input/Retrieval allows for analyzing

and reporting on all facets of facility and reporting on all facets of facility maintenance.maintenance.

DefinitionDefinition

Allows the Department ability to continually Allows the Department ability to continually improve on our processes.improve on our processes.

Gives our customers increased ability to Gives our customers increased ability to view and manage their facility’s view and manage their facility’s maintenance requestsmaintenance requests

Allows for increased planning and efficiency Allows for increased planning and efficiency of all future concerns of facility maintenanceof all future concerns of facility maintenance

History (Pre Maximo)History (Pre Maximo)

Approx. 90,000 Work Orders per year went through the Approx. 90,000 Work Orders per year went through the previous system (WOST)previous system (WOST)

Difficult to track expendituresDifficult to track expenditures Not able to maintain asset database/historyNot able to maintain asset database/history Not accessible to Technicians in the fieldNot accessible to Technicians in the field Required a variety of “homegrown” spreadsheets and Required a variety of “homegrown” spreadsheets and

database for historical datadatabase for historical data Not robust enough to account for all facilities and all Not robust enough to account for all facilities and all

maintenance requests and actionsmaintenance requests and actions Interface not user friendlyInterface not user friendly Not able to interface with ERP plans for the CCSDNot able to interface with ERP plans for the CCSD

Maximo FactsMaximo Facts

Manages Maintenance at 508 CCSD facilitiesManages Maintenance at 508 CCSD facilities Tracks Maintenance and Status of 26,000 AssetsTracks Maintenance and Status of 26,000 Assets Manages Access to over 1,650 Maximo Users.Manages Access to over 1,650 Maximo Users. Manages Work Assignments, Planning, Manages Work Assignments, Planning,

Scheduling, Reporting and Communications for Scheduling, Reporting and Communications for 135 Specialty Technical Crafts135 Specialty Technical Crafts

Maintains Records for nearly 2,000 People in the Maintains Records for nearly 2,000 People in the Work Orders Distribution and Completion ChainWork Orders Distribution and Completion Chain

Maximo TodayMaximo Today

Priority One: 1,400 Responded to Since Oct 06Priority One: 1,400 Responded to Since Oct 06 Priority Two: 6,000 Responded to YTDPriority Two: 6,000 Responded to YTD 64,000 Priority Three Requests Since October 0664,000 Priority Three Requests Since October 06 4,000 Work Orders Generated During the First 4,000 Work Orders Generated During the First

Week of School 2007Week of School 2007 81,000 Service Requests Managed Since Oct 0681,000 Service Requests Managed Since Oct 06 107,000 Work Orders Managed Since Oct 06107,000 Work Orders Managed Since Oct 06

Maximo UsersMaximo Users

Service Requesters (at Each Facility)Service Requesters (at Each Facility) Maintenance DepartmentMaintenance Department RequirementsRequirements WarrantyWarranty TelecomTelecom GroundsGrounds Food Service (Kitchen Equipment)Food Service (Kitchen Equipment) Environmental ServicesEnvironmental Services Security Systems (School Police)Security Systems (School Police) Future Users: Operations, Special ProjectsFuture Users: Operations, Special Projects

Priority SystemPriority SystemMeasurable GoalsMeasurable Goals

Priority 1: Safety and Security of Students and Priority 1: Safety and Security of Students and Personnel Personnel -- Respond Within 4 Hours-- Respond Within 4 Hours

Priority 2: Possible Safety/Security and/or Damage Priority 2: Possible Safety/Security and/or Damage to Facility may Result to Facility may Result --Respond Within 24 Hours--Respond Within 24 Hours

Priority 3: General Repairs of FacilityPriority 3: General Repairs of Facility--Respond Within 30 Days--Respond Within 30 Days

Priority 4: Rehab/Remod Projects, Preventive MaintPriority 4: Rehab/Remod Projects, Preventive Maint --Respond Within 1 Year--Respond Within 1 Year

Service Request PriorityService Request Priority

““Abuse” of Priority System Causes Technicians to Abuse” of Priority System Causes Technicians to be Dispatched Away from High Priority Work be Dispatched Away from High Priority Work

Your “Emergency” may be one of SeveralYour “Emergency” may be one of Several Our Resources get Spread Thin During Extreme Our Resources get Spread Thin During Extreme

Weather ConditionsWeather Conditions We Never Ignore any RequestWe Never Ignore any Request Your Priority 1 or 2 Request is Being Handled Your Priority 1 or 2 Request is Being Handled

ImmediatelyImmediately – – be Accurate about the Prioritybe Accurate about the Priority The Safety, Security and Comfort of our CCSD The Safety, Security and Comfort of our CCSD

Students and Staff is our Prime ConcernStudents and Staff is our Prime Concern

Customer ServiceCustomer Service

We are Motivated by We are Motivated by Your SatisfactionYour Satisfaction

Provide us with Input Provide us with Input via our Constructive via our Constructive Comments SurveyComments Survey

Interact: District Link, Interact: District Link, Maintenance Facilities, Maintenance Facilities, Survey Form, New Survey Form, New Satisfaction SurveySatisfaction Survey

Customer ServiceCustomer Service

All of our Maintenance Personnel Receive All of our Maintenance Personnel Receive Customer Service Training (RAVE 1 and 2)Customer Service Training (RAVE 1 and 2)

Remind our Technicians to Display CCSD Remind our Technicians to Display CCSD Identification Card for Everyone’s SecurityIdentification Card for Everyone’s Security

Provide a Log to Sign-in and Sign-outProvide a Log to Sign-in and Sign-out Your Primary Contact for Questions Your Primary Contact for Questions

Regarding Maintenance of Your Facility is Regarding Maintenance of Your Facility is Your Your FSRFSR

For Maximo Help Call: 387-0708For Maximo Help Call: 387-0708

We Need Your HelpWe Need Your Help

Do not Allow Objects (Purses, Computers...) to Do not Allow Objects (Purses, Computers...) to Block the Energy Management SensorsBlock the Energy Management Sensors

If Your Service Request Involves Vandalized If Your Service Request Involves Vandalized Property/Equipment, Check Vandalism BoxProperty/Equipment, Check Vandalism Box

If Your Service Request Involves Theft of Copper If Your Service Request Involves Theft of Copper Wires/Piping, Type “Copper Theft” in the Long Wires/Piping, Type “Copper Theft” in the Long Description, so we can Plan for Materials NeededDescription, so we can Plan for Materials Needed

Monday Mornings, Before School Start is a Perfect Monday Mornings, Before School Start is a Perfect Time to have Custodian Walk the Grounds and Time to have Custodian Walk the Grounds and Check for Vandalism, Copper Theft, etc.Check for Vandalism, Copper Theft, etc.– Look for Lighting Issues in Parking and Fields (High Look for Lighting Issues in Parking and Fields (High

Copper Theft Areas)Copper Theft Areas)

We Need Your HelpWe Need Your HelpFacility SecurityFacility Security

Key ControlKey Control– Report Lost Keys to CCSD Police ImmediatelyReport Lost Keys to CCSD Police Immediately

Closed Circuit TV SystemClosed Circuit TV System Alarm SystemAlarm System

IMPORTANT NOTE:IMPORTANT NOTE: REKEYING A FACILITY IS COSTLY AND REKEYING A FACILITY IS COSTLY AND

SHOULD BE A LAST RESORT ONLYSHOULD BE A LAST RESORT ONLY

Work Flow - PeopleWork Flow - PeopleBasic OutlineBasic Outline

Service RequestersService Requesters Requirements FSRR/FSRRequirements FSRR/FSR Dispatch (Emergencies Dispatch (Emergencies

and Urgent – Straight to and Urgent – Straight to Workers in the Field)Workers in the Field)

CoordinatorsCoordinators Supervisors (Departments Supervisors (Departments

Outside of Maintenance if Outside of Maintenance if Necessary)Necessary)

Technicians in the FieldTechnicians in the Field

Work Flow BasicsWork Flow BasicsStep by StepStep by Step

Requester Entry of Problem, Requester Entry of Problem, Asset #, Rooms Effected…Asset #, Rooms Effected…

Review by FSRR, Prioritized Review by FSRR, Prioritized and Routed to Dispatch or for and Routed to Dispatch or for Investigation by FSRInvestigation by FSR

High Priorities to DispatchHigh Priorities to Dispatch Routine Priorities to Section Routine Priorities to Section

CoordinatorsCoordinators

Maximo ApplicationsMaximo ApplicationsWork Order AssignmentWork Order Assignment

Match Specialties With Match Specialties With Proper Work Orders Proper Work Orders

Match Work Assignments Match Work Assignments With Available LaborersWith Available Laborers

Shows Dispatchers Shows Dispatchers Laborers that are Available Laborers that are Available for Priority Work Ordersfor Priority Work Orders

Calculates a Laborer’s Calculates a Laborer’s Available Work TimeAvailable Work Time

Supervisory Tool for Supervisory Tool for Manning ForecastsManning Forecasts

Maximo Applications Maximo Applications Work Order ActualsWork Order Actuals

Technicians Performing Technicians Performing the Maintenance Enters the Maintenance Enters Labor Hours, Materials Labor Hours, Materials Used and Failure InfoUsed and Failure Info

Asset Number is Crucial Asset Number is Crucial for Failure Reportingfor Failure Reporting

Completed Work Orders Completed Work Orders are Reviewed by Section are Reviewed by Section Coordinators Prior to Coordinators Prior to ClosingClosing

Maximo Applications Maximo Applications Purchase RequisitionsPurchase Requisitions

Request for Materials Request for Materials and Servicesand Services

Initiated at the Initiated at the Technician LevelTechnician Level

Can be Used for Can be Used for Projects with Multiple Projects with Multiple Work OrdersWork Orders

Will Integrate With Will Integrate With SAP in the FutureSAP in the Future

Maximo Applications Maximo Applications LocationsLocations

Separate Data by Facility Separate Data by Facility Type (Reporting)Type (Reporting)

Flow Requests and Work Flow Requests and Work Orders to Proper RepOrders to Proper Rep

Maintain Cost HistoriesMaintain Cost Histories Schedule and Assign Work Schedule and Assign Work

GeographicallyGeographically Assign/Move AssetsAssign/Move Assets Maintain Maximo’s Maintain Maximo’s

FSRR/FSR DatabaseFSRR/FSR Database Administer Maximo Site Administer Maximo Site

User RightsUser Rights

Maximo Applications Maximo Applications Asset ManagementAsset Management

Bar Code IdentificationBar Code Identification Record Maint. HistoryRecord Maint. History Show Real-time StatusShow Real-time Status Analyze Failure DataAnalyze Failure Data Move/DecommissionMove/Decommission View SpecificationsView Specifications Make Future Make Future

Purchasing DecisionsPurchasing Decisions

Maximo Applications Maximo Applications Portable BuildingsPortable Buildings

Database of Database of SpecificationsSpecifications

Tracks Placement of Tracks Placement of Moved and New Moved and New PortablesPortables

Maintenance History Maintenance History Moves With PortableMoves With Portable

Ability to Report on Ability to Report on Individual Units or all Individual Units or all Units at a SiteUnits at a Site

Maximo Applications Maximo Applications Life Cycle Asset TrackingLife Cycle Asset Tracking

Manage Maintenance of Manage Maintenance of Systems Having a Systems Having a Measurable LifespanMeasurable Lifespan

Running Tracks, Running Tracks, Carpeting, Flooring, Paint, Carpeting, Flooring, Paint, Paved SurfacesPaved Surfaces

To Plan for Replacement To Plan for Replacement or Renovation and to or Renovation and to Track Lifespan of Various Track Lifespan of Various ProductsProducts

To Study Means of To Study Means of Expanding a System’s Expanding a System’s LifespanLifespan

Maximo Applications Maximo Applications Preventive MaintenancePreventive Maintenance

Automates the Process of Automates the Process of Scheduling Recurring Scheduling Recurring Preventive Maintenance Preventive Maintenance on Systemson Systems

Organizes Routes to Organizes Routes to Achieve Maximum Achieve Maximum Efficiency for PM CrewsEfficiency for PM Crews

Ensures a System’s Ensures a System’s Lifespan is Maximized and Lifespan is Maximized and Costly Repairs are Costly Repairs are AvoidedAvoided

Maximo Applications Maximo Applications Mobile Maintenance VansMobile Maintenance Vans

At Site: Walk Through with Administration At Site: Walk Through with Administration and FSR to Develop List of Repairs to be and FSR to Develop List of Repairs to be Made During MMV Visit.Made During MMV Visit.

Maximo: MMV Dispatcher Reassigns Maximo: MMV Dispatcher Reassigns Priority 3 and 4 Work Orders for Facility Priority 3 and 4 Work Orders for Facility From Maintenance Core Shops to MMV From Maintenance Core Shops to MMV (Only Work That MMV is Capable of)(Only Work That MMV is Capable of)

Electrical, Carpentry, Plumbing and PaintingElectrical, Carpentry, Plumbing and Painting

Maximo Applications Maximo Applications Warranty ContractsWarranty Contracts

Future ProgramFuture Program Will Manage Extended Will Manage Extended

Warranty Contracts on Warranty Contracts on Various Systems and Various Systems and Items at Each SiteItems at Each Site

Will Ensure That the Will Ensure That the Appropriate Contractor Appropriate Contractor Performs Maintenance Performs Maintenance on Warranty Itemson Warranty Items

Maximo Applications Maximo Applications Job PlansJob Plans

Step by Step Instructions Step by Step Instructions for Tasksfor Tasks

Training Tool for new Training Tool for new TechniciansTechnicians

Develops Work StandardsDevelops Work Standards Helps Plan Resource Helps Plan Resource

RequirementsRequirements Provides Refresher for Provides Refresher for

Infrequently Performed Infrequently Performed TasksTasks

Maximo Applications Maximo Applications ReportsReports

Customized Reports Customized Reports Based on User Needs and Based on User Needs and User Security Rights in User Security Rights in MaximoMaximo

Adobe Format for Easy Adobe Format for Easy Access to Auth UsersAccess to Auth Users

Electronic or Paper Electronic or Paper Detailed or SummaryDetailed or Summary Some Areas Reported on: Some Areas Reported on:

Work Orders, Resources, Assets, Work Orders, Resources, Assets, Purchasing, Service Requests, Purchasing, Service Requests, Locations, Personnel, Regional, Locations, Personnel, Regional, Facility Type, ContractsFacility Type, Contracts

Helpful TerminologyHelpful Terminology

Service Request (SR):Service Request (SR): Your Request for Your Request for Service, Repairs or Maintenance ProjectService, Repairs or Maintenance Project

Work Order:Work Order: Your SR is Validated and a Your SR is Validated and a Work Order is Generated and DistributedWork Order is Generated and Distributed

New:New: Your SR is not a Work Order yet Your SR is not a Work Order yet Queued:Queued: Your SR has Become a Work Your SR has Become a Work

Order and the Problem is Being AddressedOrder and the Problem is Being Addressed Resolved:Resolved: Your Service Request’s Your Service Request’s

Associated Work Order was CompletedAssociated Work Order was Completed

Helpful TerminologyHelpful Terminology Closed:Closed: Your SR was Closed by the Your SR was Closed by the

FSRR, Check e-mail for Details…Or…FSRR, Check e-mail for Details…Or… Closed:Closed: Your SR shows Closed Status Your SR shows Closed Status

Because the Work was Completed and the Because the Work was Completed and the Coordinator Reviewed the Work Order and Coordinator Reviewed the Work Order and Closed it (Check Associated Work Order for Closed it (Check Associated Work Order for Details)Details)

Asset #:Asset #: Bar Code Number on Systems Bar Code Number on Systems Throughout a Facility. Necessary for Asset Throughout a Facility. Necessary for Asset History, Facility Planning and Warranty History, Facility Planning and Warranty InformationInformation

Demonstration of MaximoDemonstration of Maximo

http://Maximo

Questions?Questions?

Thank You!Thank You!

Maximo Help Desk: 387-0708Maximo Help Desk: 387-0708 Maintenance Dispatch 799-5269Maintenance Dispatch 799-5269