Developing A Facilities Vision - Savings Summit 2013


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Most people know the importance of Preventive Maintenance, but it can be hard to justify and hard to implement. In this session, you will learn how to justify your PM program by preventing costly mechanical failures, extending the life of your equipment, and reducing energy expenses.

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Developing A Facilities Vision - Savings Summit 2013

  1. 1. Setting Standards, Proving Results and Preparing for the FutureDeveloping a Facilities Vision
  2. 2. Why Does Facilities MaintenanceMatter?The appearance of your school facilities says a lot– A positive relationship exists between schoolconditions and student achievement and behavior– Students who attend schools in poor condition scorelower than those attending schools in excellentcondition– Physical conditions have a direct effect on instructormorale, sense of personal safety, and feelings ofeffectiveness in the classroom– The condition of a campus affects the decision ofparents’ prospective students to matriculate at adistrict, school or college/university
  3. 3. Internal Departmental Challenge: What causesfacilities problems?• Inadequate funding• Inadequate staff training• Need for more staff• Inefficiencies• Doing the “Status Quo”• Low Moral• No time or tracking method for PM
  4. 4. Outside Forces = Challenges• Buildings and Equipment deteriorate• Decreased Public Investment• Voided Warranties• Deferred maintenance• Customer Expectations
  5. 5. Facilities Maintenance: The Truths• Routine & unexpected maint. demands will increase• Huge & Costly• More expensive to replace than maintain• Short term vs. Long term: project demands• An organization must PLAN to meet these challenges• Once you’re behind it’s hard to catch up
  6. 6. How Does Facilities MaintenanceSave $$$Unlike other investments, the return on investment forfacilities maintenance doesn’t necessarily result in increasedrevenues. Instead, good facilities maintenance producessavings by lowering:• Replacement costs• Labor costs• Overhead and utility costs
  7. 7. • Get in the mindset by evaluating where you are now• Start with Basic Life & Safety PMs• Critical Systems• Begin to organize by tasks and creating templates.• Relate PMs to important Equipment.• Improve communication to your organization• Expand your PM program to routine work• Analyze Data and Execute Plan• Continue to reevaluate your program and share results• Save EnergyGoodBetterBestBest Practices: A Good, Better,and Best Approach
  8. 8. Preventive MaintenancePay me now or pay me laterAn ounce of prevention is wortha pound of cureChange the oil or change theengine – you choose
  9. 9. PM impact on Overall Costs:SchoolDude PM All Stars enjoy:• 50%-65% reduction in emergency work• Lower cost per work order - Avg. Cost per workorder being 28-39% less
  10. 10. PM impact on Emergencies !PM Master cost reduction = 37.3% less costlyPM Master rate of emergencies = 51.5% reduction
  11. 11. PM Impact on Capital NeedsPM Masters extend equipment life by 16-25%PM Masters extend Roof and HVAC System Life by2 years (conservative figure)
  12. 12. PM impact on Energy Efficiencies• Energy Expenses account for 32% of operatingbudgets – *AS&U M&O Cost Study• 50-60% of energy costs savings availablethrough M&O improvements - *Stanford, UCLA,Cornell, RMI Study
  13. 13. Use Your Tools• Software and Technology are animportant tool in your toolbox!• Let technology be part of yourrespected methodology• Gone are the days of “I think” or “Ifeel”
  14. 14. Paperless Work FlowRepairRequestersM&O or ITSupervisorsTechniciansTrack andCommunicate backto Requester Site Approvaland
  15. 15. Security Roles & Automatic Routing• Requesters• SiteAdministrators• Technicians• Supervisors• SystemAdministratorsKeep it simple, or use a chain-of-command
  16. 16. Request Form – anytime, anywhereInstant email updatesSummary viewSimplifyProcesses
  17. 17. Utilize New Request Routing
  18. 18. Simplify Processes• Quick view of the current state• Access, assign and move on
  19. 19. Simplify Processes• What was done to correct the issue• How much time was spent
  20. 20. Easy Reporting
  21. 21. Easy Reporting
  22. 22. Easy Reporting
  23. 23. …now some impacts appear…
  24. 24. …and more insight is provided.
  25. 25. Perception is RealityNow is the time to be at the tableMarket your M&O departmentData is the foundation of powerPerceptionGapWhat you doWhat othersthink you do
  26. 26. Have You Ever Asked for Money or Staff?
  27. 27. Success is a 4 Step ProcessStart at Step 4 and You Fail! Present your request for staff andmoney
  28. 28. 4 Step Process to Get theResources You Need1. Improve your image2. Establish a respected methodology3. Educate the decision makers anddecision influencers4. Present your request for staff andmoney
  29. 29. 4 Step Process to Get theResources You Need1. Improve your image2. Establish a respected methodology3. Educate the decision makers anddecision influencers4. Present your request for staff andmoney
  30. 30. Why Technology is Criticalto Your SuccessChange your image by leveraging InformationChange your image by high interaction with yourcustomersEnables you to be Proactive, not ReactiveEstablishes a “respected methodology” whichearns you RespectManage Processes – not problems
  31. 31. Evaluating the Maintenance ProgramAfter demonstrating their support of maintenance,it is fair for stakeholders to expect themaintenance program to show resultsEstablish measurable baselines against whichprogress can be measured (e.g., average time ittakes to complete a work order, average cost/ft2, etc.)A good computerized maintenancemanagement system can provideevaluation data(work orders, energy usage, etc.)
  32. 32. Benchmarking: Measurable Components(Walking around knowledge)• Gross maintained building square footage• Gross maintained/mowed acreage• Total cost of maintenance• Total cost of maint / cust inventory• Cost per square foot• Cost per student• Average days to complete work orders• Employee performance
  33. 33. SCHOOLDUDE 34
  34. 34. SCHOOLDUDE 35
  35. 35. SCHOOLDUDE 36
  36. 36. SCHOOLDUDE 37
  37. 37. SCHOOLDUDE 38
  38. 38. Go Tell Your StoryExecutive MeetingsDean CouncilsCommunity CouncilsBoard of Trustees MeetingsStaff MeetingsNews FlyersPoster BoardsCoffee Table bookCustomer ForumsIntranet or internal webpageSocial Media
  39. 39. Keep It RelatableMost people can’t related to an acre or a square foot…Show your efforts as:• We clean the equivalent of x houses per day• We cut the equivalent of x football fields a month• We swept x miles of sidewalk this yearShow your savings as:• We saved x number of jobs• We saved x amount of books• We added x amount of revenue per student• We saved the equivalent of x SUVs in greenhouse gas
  40. 40. Take Home• PM pays – the journey is worth it– Reduces emergencies 50%– Reduces corrective work– Reduces costs– Improves service levels• The journey is not easy– Take one step at a time– It takes time to shift the cycle
  41. 41. Client ServicesLifetime Training and Support!Office: 877-883-8337Email: support@schooldude.comQuestions?Contact Us!