CMMS Implementation Project CMMS at LACCD Computerized Maintenance

CMMS Implementation Project CMMS at LACCD (Computerized Maintenance Management System) Andrew Duran

CMMS Implementation Project Agenda • Project goals, Challenge, Key Players • Project Roadmap and Current situation • Project Plan • Roll out strategy • CMMS Processes • Work center • Functional Locations • Warranty • Work Request • Work Order • LACCD CMMS Project team • Specific LACCD Key Solution Andrew Duran

CMMS Implementation Project goal and objectives • Improve operations of college facilities by automating, work orders and integrating adds, moves and changes • Provide management with What If decision making analysis • Provide predictive in addition to proactive repair of facilities • Integrate facilities decisions with budget information • Provide with an integrated facilities and technology life -cycle planning and management tool Andrew Duran

CMMS Implementation Project Challenges • Managing and maintaining the upgraded facilities and infrastructure • Minimize duplicative work, share best practices • Reuse processes and provide a framework for continuous improvement • Tracking of warranties • Comply with state and statutory reporting • Facilitate addressing the rapidly changing regulations, technology, staffing, academic and support requirements • Reduce liability Andrew Duran

CMMS Implementation Project Sponsors • Executive/ Director of Facilities Planning and Development • Chief Information Officer Key Players • • • Facilities Directors IT Managers VPs of Administration Operations managers General foremen. Andrew Duran

CMMS Implementation Project How am I impacted • People – LACCD staff for requesting assistance, Facilities Directors and IT Managers including their teams in using better quality information to prioritize and optimize life-cycle decisions, District wide reporting to state and regulatory agencies, and VPs of Administration in establishing and managing to college needs. . • Systems – When deployed, current stand-alone systems will be taken off-line. The new SIS will draw information from this system for calendaring/ scheduling spaces, SAP for procurement, asset management, warranty, commissioning, and optimizing repair/ replace decisions, and quality assurance with workflows • Processes – Current business processes are inconsistent and vary across the colleges. Workflows will also be identified to ensure tracking/ reporting/ addressing issues if assigned persons are away. Andrew Duran

CMMS Implementation Project Road map and Completed activities Project preparation Blueprint Realization Final Preparation We are here Andrew Duran Pilot Rollout Other sites Roll -out

CMMS Implementation Project Template development 2012 Feb Mar Apr May Baseline configuration Prototype Finalize & Validate Prototype BPP / BPML (Create BPP) FRICE Objects (25 Objects) Finalize Data collection Unit test Integration test Training Materials Security & Roles End User training Data conversion Go – Live- Group 1 (Los Angeles Mission College, Los Angeles Pierce College, Los Angeles College Valley) Stabilization and Support Andrew Duran Jul Aug Sept Oct Nov Dec

CMMS Implementation Project Roll out Strategy Group 1 Nov 2012 Group 2 Dec 2012 Group 3 Andrew Duran Dec 2012

CMMS Implementation Project CMMS Processes Andrew Duran

CMMS Implementation Project Work Centers Specific General Maintenance work group Plum bing Or Me al chan ic HAV Andrew Duran C

CMMS Implementation Project What is a Functional Location Functional locations are elements of a technical structure (for example, functional units within a system). You create functional locations hierarchically, and can also structure them based on the following criteria: • Functional / Process-related / Spatial Each functional location is managed independently in the system, so that you can: • Manage individual data from a maintenance perspective for the object • Perform individual maintenance tasks for the object • Keep a record of the maintenance tasks performed for the object • Collect and evaluate data over a long period of time for the object Andrew Duran

CMMS Implementation Project Service Request - Portal • Simple • User friendly • Interactive • Icon based • Intelligent Two main functions • Work Order request creation • Dashboard to view/approve Work Orders and Requests Andrew Duran

CMMS Implementation Project Work Order • Are designed to capture repair costs, manage schedule, and define work orders personnel assignments. • The work center planner can bundle few service requests into 1 or more work orders. • Technicians would be able to record working times (clock-in, clock-out) against a work order number- Mission is planning to use direct time entry while other facilities may continue to use standard paper approvals • Work orders can be created to contract outside services that provide services that are not performed by internal maintenance personnel. • Allows procurement of non-stock materials charged directly to a work order. Andrew Duran

CMMS Implementation Project Work Order process -High level- • Portal/Wizard Base • Approval of request Service Request Creation Work Order creation • Labor -planned • Materials -planned • MM Integration • WO Reviewed • WO Approval Work Order confirmation • Time confirmation • Goods issue • Goods receipt Work Order Release Andrew Duran • Technically complete WO • Business complete WO Work Order Completion Work Order Settlement • Transfer Cost from WO to Cost Center

CMMS Implementation Project The technical design specify how the user roles and the authorization concept are technically implemented. User Master Record Sr. Manager Director General Foreman Master Role Maintenance Engineer Maintenance Technician (Composed by Activity Groups) Sr. Manager Director Trade Person Composite Role Technician / IT-employee Composite Role Create / Change Work Order Display FL/EQ (Group of related Activities) Requestor Simple Role Single Role Transactions, Reports, WFs Display FL Display EQ Display FL-List Create Work Order Andrew Duran Change Work Order Change Work order List

CMMS Implementation Project CMMS LACCD Implementation project Team members Last Name First Name Duran Guy Afifi Gomez Lopez Chen Linga Morumpalle Newman Lopez Henderson Andy Richard Hussein Erwin Kate Sharon Mahesh Ramana Paul Tom Mark Reynolds Tran Victor Hanh Andrew Duran

CMMS Implementation Project Key Management Solution • Custom application will use PM & HR. – Keeps track of who has what keys via functional location as well as HR. • Allows key assignments to individual persons within the college organization. • Store key combination as an equipment that can be installed at room, lecture hall, gymnasium, etc. . • The ability to create new keys using the key combination stored in the equipment master. • The ability to change the lock combination and re-create new key combination representing the same equipment record and preserving equipment history of past key combination and assignments. • The ability to make sure that when employees with key assignment terminate their employments, keys are surrendered to the responsible parties for re-assignment or key lock combination change (Exit Policy). Andrew Duran