Leveraging Maximo for Data Driven Decisions In the

Leveraging Maximo for Data Driven Decisions In the Nation’s 5 th Largest School District

Topics About Clark County School District Using Maximo to Handle a Broad Variety of Work Maximizing Performance While Minimizing Costs Enhancing Infrastructure to Serve Growing User Base A Clear View of the Future: Using Maximo Data to Plot a Course Projects in our Future

About Clark County School District 392 Sites State-of-the-Art Sites Ë 357 Schools, 35 Administration Sites Ë Averaged 5 New Facilities per Year 8, 000 Square Miles 34, 927, 142 Square Feet of Building Space Largest School District in the Nation to be ISO Certified (Since 2005) Rancho High

About Clark County School District 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

About Clark County School District 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 Shares Data With: Risk Management, CCSD Police , CCSD Board of Trustees

Most Importantly our Top 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 Boxes For Highlighting, Routing, Reporting Special HVAC Requests External Agency Inspection Findings Ë 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, highlights special projects /priorities and facilitates reporting on certain key work order groups.

Color Coded WO Lists d nce a v Ad rch Sea

Work Flow Refinements Review Work Flow Yearly for Modifications Needed Solicit Suggestions/Comments From Users Ensure Continual Improvements to Process

Work Flow Refinements Use Checkboxes Created in DB to Route WOs Use Workflow Actions to Reduce Manual Actions Ë Increase Efficiency and Reduce Unnecessary Steps Ë Reduce Staffing Needs if Necessary Use Roles not People (People Change) Review and Adjust Limits (PR / POs) Monitor for Old Active Records and Remove Them

Maximizing Costs Enhancing Performance/Minimizing Infrastructure for Growth Increasing Memory Dispatch White Board Storage Area Network Using XORA for Mobile Solution Database Operating System Upgrade Communicating With Customers Adding Virtual Machines Hardware Load Balancer

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 Whiteboard Runs SQL queries on asp. net through the Maximo database to a Microsoft server

Electronic Dispatch Whiteboard Instant statistics / real time updates Allows Administration to View Critical Information for the Day Without Logging in and Searching. Reduces Phone Calls for Work Order Status Checks. Requires no Upkeep. Uses Off the Shelf Hardware and Software.

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution Budget Could not Support Hardware for Best in Class Mobile Maximo Technology Consideration: Cost vs. Benefits Questions we Asked Ourselves… Ë Could Existing Devices Assist Users? Ë What Information Would be Collected? Ë What Information Would be Sacrificed? Ë Who Would Test and Evaluate? Ë Follow Up: Did we Benefit? Should we Expand Usage?

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution Dispatching Jobs Using XORA Web Site

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution • Jobs Received on XORA Enabled Phone • Starting and Ending Jobs

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution Download XORA Labor Report From Web Site

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution Maximo Enterprise Adapter (MEA) Interface by Electronic Data Inc. (EDI) Blue = Validated Red = Problem

Maximizing Performance / Minimizing Costs Communication With Customers Receive Our Feedback Ë Maintenance Receives Customer Feedback Ë Training, Help Desk, Bulletins, Site Visits, Newsletters, Maximo Communication Templates Web Site Survey Links, Job Completed Survey, School Administrative Council Meetings Increased Communication helps to: Ë Ë Continuously Improve Our Service Continuously Improve Data Quality and Relevance

Maximizing Performance / Minimizing Costs Communication With Customers 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. Unsatisfied 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 Zoomerang Survey Example

Enhancing Infrastructure for Growth Increasing Memory Storage Area Network Database Operating System Upgrade Adding Virtual Machines Hardware Load Balancer

Enhancing Infrastructure for Growth Increasing Memory Production Application Server From 12 GB To 16 GB (*) Production Database Server From 12 GB To 16 GB Production Report and Escalation Server From 4 GB To 8 GB Test and Development Server From 8 GB To 12 GB (*) Reallocated Memory – Doubled Memory Allocated to Each Cluster Node

Enhancing Infrastructure for Growth Storage Area Network Allowed for Real Time Access of “Archived” Records Alleviated Need to Offload Historical Records Went From 85% of Capacity to 2% of Capacity

Enhancing Infrastructure for Growth Database Operating System Upgrade From Oracle 10. 2. 0. 1 to 10. 2. 0. 5 Summer of 2011: Oracle 11 g Upgrade Problems Ë Core Dumps in Alert Log Ë Cursor Sharing Errors Ë Custom Script From Oracle Patch-Team (Remedied)

Enhancing Infrastructure for Growth Adding Virtual Machines Using Software Load Balancer – Redirector. Added 2 Nodes to Cluster.

Enhancing Infrastructure for Growth Adding Virtual Machines Installed Hardware Load Balancer. Added Small Application Server for Special Use

A Clear View of the Future Using Maximo Data Key Performance Indicators Increased Report Graphics

Key Performance Indicators (KPIs) Wrench Time Vs Availability National Average States 35% is good Best in Class is 65% Peak Industrial Solutions, LLC

Key Performance Indicators (KPIs) 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, 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) 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

Key Performance Indicators (KPIs) Average Response and Completion Times Priority 1 – 4 hrs Priority 2 – 24 hrs Average completion of priority 1 work order Actual response time of priority 2 work order

Key Performance Indicators (KPIs) Response Times High Priorities

Reports with Graphics Easy Analysis and Comparisons Used for Strategic and Tactical Planning Ë Long Range and Daily Must Have Support Data for Supervisor Response

The Bottom Line For Administrators Example: 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. Overtime Answers For Many Questions • Is O/T Needed? • Why is it Needed? • Where is it Needed? • Who Needs it?

Premium Pay Justification Where 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 Shows Problem Areas in Maximo Labor Entry as well as Areas to Concentrate on to Raise Wrench Time Numbers

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 for Maintenance Workflow Revision: Change Service Request Flow Upgrade to Latest Version Of Maximo Integrate Maximo to SAP Purchasing Module

We Look Forward to Your Comments/Questions …Exchange Ideas, Keep in Touch… Las Vegas Maximo Users Group Ë 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 IBM for the Invitation

Questions? Thank You for Your Attendance Clark County School District Cynthia Atterberry Work Management Coordinator catterberr@interact. ccsd. net Stuart Weiler Database Analyst III sweiler@interact. ccsd. net