Welcome To Maximo Overview Maximo Enterprise Suite Overview

Welcome To Maximo Overview

Maximo Enterprise Suite Overview Clark County School District Facilities Division Maintenance Department 2007

Definition § Computerized Maintenance Management System (CMMS) § mro Software an IBM Company § Maximo – a internationally recognized leader in CMMS Applications § Data Input/Retrieval allows for analyzing and reporting on all facets of facility maintenance.

Definition § Allows the Department ability to continually improve on our processes. § Gives our customers increased ability to view and manage their facility’s maintenance requests § Allows for increased planning and efficiency of all future concerns of facility maintenance

History (Pre Maximo) § Approx. 90, 000 Work Orders per year went through the previous system (WOST) § Difficult to track expenditures § Not able to maintain asset database/history § Not accessible to Technicians in the field § Required a variety of “homegrown” spreadsheets and database for historical data § Not robust enough to account for all facilities and all maintenance requests and actions § Interface not user friendly § Not able to interface with ERP plans for the CCSD

Maximo Facts § § Manages Maintenance at 508 CCSD facilities Tracks Maintenance and Status of 26, 000 Assets Manages Access to over 1, 650 Maximo Users. Manages Work Assignments, Planning, Scheduling, Reporting and Communications for 135 Specialty Technical Crafts § Maintains Records for nearly 2, 000 People in the Work Orders Distribution and Completion Chain

Maximo Today § § Priority One: 1, 400 Responded to Since Oct 06 Priority Two: 6, 000 Responded to YTD 64, 000 Priority Three Requests Since October 06 4, 000 Work Orders Generated During the First Week of School 2007 § 81, 000 Service Requests Managed Since Oct 06 § 107, 000 Work Orders Managed Since Oct 06

Maximo Users § § § § § Service Requesters (at Each Facility) Maintenance Department Requirements Warranty Telecom Grounds Food Service (Kitchen Equipment) Environmental Services Security Systems (School Police) Future Users: Operations, Special Projects

Priority System Measurable Goals § Priority 1: Safety and Security of Students and Personnel -- Respond Within 4 Hours § Priority 2: Possible Safety/Security and/or Damage to Facility may Result --Respond Within 24 Hours § Priority 3: General Repairs of Facility --Respond Within 30 Days § Priority 4: Rehab/Remod Projects, Preventive Maint --Respond Within 1 Year

Service Request Priority § “Abuse” of Priority System Causes Technicians to be Dispatched Away from High Priority Work § Your “Emergency” may be one of Several § Our Resources get Spread Thin During Extreme Weather Conditions § We Never Ignore any Request § Your Priority 1 or 2 Request is Being Handled Immediately – be Accurate about the Priority § The Safety, Security and Comfort of our CCSD Students and Staff is our Prime Concern

Customer Service § We are Motivated by Your Satisfaction § Provide us with Input via our Constructive Comments Survey § Interact: District Link, Maintenance Facilities, Survey Form, New Satisfaction Survey

Customer Service § All of our Maintenance Personnel Receive Customer Service Training (RAVE 1 and 2) § Remind our Technicians to Display CCSD Identification Card for Everyone’s Security § Provide a Log to Sign-in and Sign-out § Your Primary Contact for Questions Regarding Maintenance of Your Facility is Your FSR § For Maximo Help Call: 387 -0708

We Need Your Help § Do not Allow Objects (Purses, Computers. . . ) to Block the Energy Management Sensors § If Your Service Request Involves Vandalized Property/Equipment, Check Vandalism Box § If Your Service Request Involves Theft of Copper Wires/Piping, Type “Copper Theft” in the Long Description, so we can Plan for Materials Needed § Monday Mornings, Before School Start is a Perfect Time to have Custodian Walk the Grounds and Check for Vandalism, Copper Theft, etc. – Look for Lighting Issues in Parking and Fields (High Copper Theft Areas)

We Need Your Help Facility Security § Key Control – Report Lost Keys to CCSD Police Immediately § Closed Circuit TV System § Alarm System IMPORTANT NOTE: § REKEYING A FACILITY IS COSTLY AND SHOULD BE A LAST RESORT ONLY

Work Flow - People Basic Outline § Service Requesters § Requirements FSRR/FSR § Dispatch (Emergencies and Urgent – Straight to Workers in the Field) § Coordinators § Supervisors (Departments Outside of Maintenance if Necessary) § Technicians in the Field

Work Flow Basics Step by Step § Requester Entry of Problem, Asset #, Rooms Effected… § Review by FSRR, Prioritized and Routed to Dispatch or for Investigation by FSR § High Priorities to Dispatch § Routine Priorities to Section Coordinators

Maximo Applications Work Order Assignment § Match Specialties With Proper Work Orders § Match Work Assignments With Available Laborers § Shows Dispatchers Laborers that are Available for Priority Work Orders § Calculates a Laborer’s Available Work Time § Supervisory Tool for Manning Forecasts

Maximo Applications Work Order Actuals § Technicians Performing the Maintenance Enters Labor Hours, Materials Used and Failure Info § Asset Number is Crucial for Failure Reporting § Completed Work Orders are Reviewed by Section Coordinators Prior to Closing

Maximo Applications Purchase Requisitions § Request for Materials and Services § Initiated at the Technician Level § Can be Used for Projects with Multiple Work Orders § Will Integrate With SAP in the Future

Maximo Applications Locations § Separate Data by Facility Type (Reporting) § Flow Requests and Work Orders to Proper Rep § Maintain Cost Histories § Schedule and Assign Work Geographically § Assign/Move Assets § Maintain Maximo’s FSRR/FSR Database § Administer Maximo Site User Rights

Maximo Applications Asset Management § § § § Bar Code Identification Record Maint. History Show Real-time Status Analyze Failure Data Move/Decommission View Specifications Make Future Purchasing Decisions

Maximo Applications Portable Buildings § Database of Specifications § Tracks Placement of Moved and New Portables § Maintenance History Moves With Portable § Ability to Report on Individual Units or all Units at a Site

Maximo Applications Life Cycle Asset Tracking § Manage Maintenance of Systems Having a Measurable Lifespan § Running Tracks, Carpeting, Flooring, Paint, Paved Surfaces § To Plan for Replacement or Renovation and to Track Lifespan of Various Products § To Study Means of Expanding a System’s Lifespan

Maximo Applications Preventive Maintenance § Automates the Process of Scheduling Recurring Preventive Maintenance on Systems § Organizes Routes to Achieve Maximum Efficiency for PM Crews § Ensures a System’s Lifespan is Maximized and Costly Repairs are Avoided

Maximo Applications Mobile Maintenance Vans § At Site: Walk Through with Administration and FSR to Develop List of Repairs to be Made During MMV Visit. § Maximo: MMV Dispatcher Reassigns Priority 3 and 4 Work Orders for Facility From Maintenance Core Shops to MMV (Only Work That MMV is Capable of) § Electrical, Carpentry, Plumbing and Painting

Maximo Applications Warranty Contracts § Future Program § Will Manage Extended Warranty Contracts on Various Systems and Items at Each Site § Will Ensure That the Appropriate Contractor Performs Maintenance on Warranty Items

Maximo Applications Job Plans § Step by Step Instructions for Tasks § Training Tool for new Technicians § Develops Work Standards § Helps Plan Resource Requirements § Provides Refresher for Infrequently Performed Tasks

Maximo Applications Reports § Customized Reports Based on User Needs and User Security Rights in Maximo § Adobe Format for Easy Access to Auth Users § Electronic or Paper § Detailed or Summary § Some Areas Reported on: Work Orders, Resources, Assets, Purchasing, Service Requests, Locations, Personnel, Regional, Facility Type, Contracts

Helpful Terminology § Service Request (SR): Your Request for Service, Repairs or Maintenance Project § Work Order: Your SR is Validated and a Work Order is Generated and Distributed § New: Your SR is not a Work Order yet § Queued: Your SR has Become a Work Order and the Problem is Being Addressed § Resolved: Your Service Request’s Associated Work Order was Completed

Helpful Terminology § Closed: Your SR was Closed by the FSRR, Check e-mail for Details…Or… § Closed: Your SR shows Closed Status Because the Work was Completed and the Coordinator Reviewed the Work Order and Closed it (Check Associated Work Order for Details) § Asset #: Bar Code Number on Systems Throughout a Facility. Necessary for Asset History, Facility Planning and Warranty Information

Demonstration of Maximo http: //Maximo

Questions? § Thank You! § Maximo Help Desk: 387 -0708 § Maintenance Dispatch 799 -5269