Holy Cross Environmental System 12 08


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Holy Cross Environmental System 12 08

  1. 1. Managing a Campus Environmental Program with a CMMS System
  2. 2. About Holy Cross <ul><li>4 Year Liberal Arts Jesuit College </li></ul><ul><li>Located on 174 Acres in Worcester, MA </li></ul><ul><li>33 Buildings for ≈ 2 mil SF </li></ul><ul><li>23 Off Campus Properties </li></ul><ul><li>First Building 1844 – Most recent 2008 </li></ul><ul><li>2,780 Students </li></ul><ul><li>Physical Plant has 140 employees including Trade Shops, Building Services, Grounds and Construction. </li></ul><ul><li>Chemical Hygiene Officer – No EHS </li></ul>
  3. 4. What is CMMS? <ul><li>Computerized Maintenance Management System </li></ul><ul><li>Also – Asset Management System </li></ul><ul><li>System Used to Assign and Track Maintenance Work </li></ul><ul><li>Systems Range from Single PC User to Web Based World Wide Systems </li></ul>
  4. 5. Challenge <ul><li>Remember to complete environmental tasks! </li></ul><ul><li>Demonstrate we are in compliance </li></ul>
  5. 6. What were our options? <ul><li>Do nothing / Cross fingers </li></ul><ul><li>Hire a company to do it all </li></ul><ul><li>Purchase EMS software and do internally </li></ul><ul><li>Utilize our current systems </li></ul>
  6. 7. Why did we go down this path? <ul><li>Cost $$ </li></ul><ul><li>Familiarity with existing software </li></ul><ul><li>We wanted ownership of our program </li></ul>
  7. 8. CMMS Compliance in 4 Easy Steps
  8. 9. Step 1 – Define the Regulatory Impacts at your Institution <ul><li>Take a 10,000 foot view of how your campus operates. </li></ul><ul><ul><li>Is your program in order or does it need work? </li></ul></ul><ul><ul><li>Do you have a top down commitment? </li></ul></ul><ul><ul><li>Do you have a split program? </li></ul></ul><ul><ul><ul><li>(EH&S, Public Safety, and Facilities) </li></ul></ul></ul><ul><ul><li>Utilize a consultant if necessary </li></ul></ul>
  9. 10. Step 2 – Developing a Compliance Calendar <ul><li>From the regulatory review. </li></ul><ul><ul><li>Develop a list of activities </li></ul></ul><ul><ul><li>Determine the frequency of the activities </li></ul></ul><ul><ul><li>Place the activities into a calendar (coordinate with academic calendar) </li></ul></ul>
  10. 11. Compliance Calendar
  11. 12. Compliance Calendar
  12. 13. Step 3 – Convert the Calendar into Tasks <ul><li>Review tasks for required information </li></ul><ul><li>Review PM module of CMMS system for required information. </li></ul><ul><li>Determine if tasks are facilities or equipment related. </li></ul><ul><li>Allocate resources. </li></ul><ul><li>Develop a spreadsheet filling in required information for each task </li></ul>
  13. 14. PM Work Order Types <ul><li>Facility </li></ul><ul><li>Training </li></ul><ul><li>Filings </li></ul><ul><li>Inspections </li></ul><ul><li>Licenses </li></ul><ul><li>Equipment </li></ul><ul><li>Generators </li></ul><ul><li>Tanks </li></ul><ul><li>Lab Hoods </li></ul><ul><li>Acid Waste Tank </li></ul>
  14. 15. Task Outline
  15. 16. Step 4 - Developing Work Orders <ul><li>Aim for efficiency by combining work. </li></ul><ul><li>Plan carefully with timing of work. </li></ul><ul><li>Adjust priorities of work accordingly </li></ul><ul><li>Develop new crews if necessary for administrative work. </li></ul>
  16. 17. Assigning Labor <ul><li>Selecting the right people! </li></ul><ul><li>Work with staff to develop efficient work practices. </li></ul><ul><li>Utilizing the administrative staff. </li></ul><ul><li>Collecting feedback! </li></ul>
  17. 18. PM Equipment Work Order Generation
  18. 19. Equipment List
  19. 20. Equipment Details
  20. 21. Equipment Readings
  21. 22. PM’S Assigned to Equipment
  22. 23. PM Facility Work Order
  23. 24. Facility Work Order Schedule
  24. 25. Work Order Closeout <ul><li>Keep all inspection work orders open until written feedback is received </li></ul><ul><li>Create new or child work order for all deficiencies </li></ul><ul><li>Include all deficiency work orders in the same reportable category. </li></ul><ul><li>Pre-determine priority for deficiency work. </li></ul>
  25. 26. Monitoring Compliance “Reporting” <ul><li>Viewing work orders in your system </li></ul><ul><li>Creating various compliance reports with the system report writer. </li></ul>
  26. 27. Work Bench Example
  27. 28. Compliance Report Example
  28. 29. Evaluating the System <ul><li>Enter an annual work order to evaluate and update the system </li></ul><ul><li>Review for academic schedule compatibility. </li></ul><ul><li>Review for deficiency repairs </li></ul><ul><li>Additions/Deletions </li></ul>
  29. 30. Benefits for your Institution <ul><li>Assurance - You know proper tasks are being completed (Peace of mind) </li></ul><ul><li>Shows you have been proactive with compliance </li></ul><ul><li>Be prepared for regulatory audits from state and federal governments </li></ul><ul><li>Safety and compliance attracts students </li></ul>
  30. 31. Summary <ul><li>Develop support throughout the institution </li></ul><ul><li>Decide on scope </li></ul><ul><li>Regulatory impacts </li></ul><ul><li>Calendar </li></ul><ul><li>Integrate into CMMS </li></ul><ul><li>Review annually </li></ul>
  31. 32. Questions/Suggestions John Cannon College of the Holy Cross [email_address]