Community IT Innovators - IT Planning and Budgeting Webinar 052313
PM_UC_2014_Presentation edit 4-11
1. Planning for Initial PM
Implementation
*Everything you wanted to know about
equipment record entry, associated
technology and preventative
maintenance… but were afraid to ask.
4. Property Growth through
the 1970’s
The problems we faced:
• Campus growth
• Additional equipment
• Staff not keeping pace with
maintenance demand
5. Property Growth through
the 1980’s
The problems we faced:
• Campus growth
• Additional equipment
• Staff not keeping pace with
maintenance demand
• Reactive Maintenance
supersedes quality
Preventative Maintenance
6. Property Growth through
the 1990’s
The problems we faced:
• Campus growth
• Additional equipment
• Staff not keeping pace with
maintenance demand
• Reactive Maintenance
supersedes quality
Preventative Maintenance
• Suspect poor fiscal decisions
are being made
7. Property Growth through
between 2000-2009
The problems we faced:
• Campus growth
• Additional equipment
• Staff not keeping pace with
maintenance demand
• Reactive Maintenance
supersedes quality
Preventative Maintenance
• Suspect poor fiscal decisions
are being made
• Institutional knowledge
leaves with retirees
8. Property Growth through
between 2010-Current
The problems we faced:
• Campus growth
• Additional equipment
• Staff not keeping pace with
maintenance demand
• Reactive Maintenance
supersedes quality
Preventative Maintenance
• Suspect poor fiscal decisions
are being made
• Institutional knowledge
leaves with retirees
9. 1. Inconsistent equipment records entered
2. Missing high value equipment in database - no PMs were
scheduled
3. Ghost equipment in our CMMS - PM work orders were being
generated
4. Losing money on efficiency, replacement and corrective repair
of equipment
5. Linked documents could not be accessed remotely.
6. New or reassigned mechanics had difficulty finding equipment
Additional Problems
10. How do we solve this
multi-faceted problem of
maintaining campus facilities?
How do we get away from
Reactive Maintenance?
We know the development of
a Preventative Maintenance
Program is the best approach
11. Detailed Planning
Equipment record entry and associated
technology for establishing a robust
database
• Suggest a step by step plan for
beginning equipment record entry
• Selectively add details to
equipment records for a wealth of
useful information
• Recommend the necessary
hardware / software to initiate this
process
• Using new technology to maximize
the efficiency of your already
strained workforce
16. Step 2:
Equipment Code
• 3 character code for mechanical equipment
• Policy for 3rd party engineers and architects
• Plans and drawings for construction
• Simplified data transfer
18. • Equipment tags
• 4 letter building code / 3 character campus equipment
identification code – 3 digit series number of the unit.
Example: TEMP/AHU-001 = Temple Hall / Air
Handling Unit – Number One.
• Tag # in upper case letters.
23. The asterisk only appears when you populate the LINKED
DOCUMENTS area with files.
24. Linked Documents allows you to attach the following to an
equipment record:
• Pictures
• OEM manuals
• Exploded parts views
• Policies
• Floor plans
• New equipment start-up date documents
• Warrantee info
• Training or YouTube videos
29. PMs/Linked Doc Planning -
Current Storage Needs Align
Already desired more space for non-TMA files
Something more secure and reliable than
desktop USB hard drives.
Allow secure remote file access (VPN)
30. PMs/Linked Doc Planning –
Plan Data Organization on Server
• Implement Linked Documents for equipment
• Develop standard paths for Linked Docs
• Equipment & nameplate pic consistency
• Location Graphic on floor plan
31. PMs/Linked Doc Planning -
Action Plan
• Install file server for PMs/Linked Doc and other
departmental needs
• Dedicated rack mount server in central data
center for added physical and power security
(specs in appendix)
• Internally administered file server allows the
most control/responsiveness moving forward
32. Tablets and Mobiles
• Historical difficulties experienced with mobile roll out
over a decade ago (non-TMA issues)
– Wireless security changed after devices purchased
• Wireless Vs Cellular
– Coverage limited and some facilities outside range
• Adding Linked Docs for PMs increases the
effectiveness of mobile devices
– Foreman/Techs can investigate equipment remotely
• Foreman testing various devices in small groups
– Ipads, Windows 8 Tablets
33.
34. Step 4: File Path Hierarchy
• Establish a standard file path hierarchy
• Have a management meeting beforehand
• Protection
• Forethought
47. Get help from good people!
Gary P.
Gary is our retired PM Coordinator, with 25
years on Missouri State University’s campus.
Gary knows a great deal of the buildings on
campus and is familiar with much of its
equipment.
Gary is a true asset due to his familiarity and
institutional knowledge.
48. Phoenix S.
Get help from good people!
Phoenix is a student employee who is
working to get her masters degree in
business management at MSU.
Phoenix has proven to be an intelligent,
dedicated and motivated physical plant
employee who required very little training
to begin equipment record entry. (follow
standards)
Phoenix works for Facilities Maintenance
when she is not in class and the
arrangement has proven to be mutually
beneficial.
49. Proof is in the Pudding
*From March 1st of each year
50. PMs and Linked Doc Planning –
Overview
• Staffing Options
• Hardware
– TMA Server
• Software
– Server 2008
– SQL Server 2008 R2
– Linked Doc File Server
• Software
– Server 2012
• Life Cycle Planning
51. PMs and Linked Doc Planning-
Spectrum of Staffing Options
TMA Hosting Service Full Internal staff of TMA IT
support: SysAdmin, DBA,
WebDev and Administration
Current org. internal IT
staff takes on all duties for
TMA support
Limited Facilities IT Staff act
as liaison with org. current
IT staff coordinating support
<- Less IT Staff More IT Staff ->
53. Michael Webb
Preventative Maintenance Coordinator
Facilities Maintenance, Missouri State
University
mcwebb@missouristate.edu
(417) 836-8987
Glen Johnson
Technology Support Specialist
Facilities Management, Missouri State
University
glenjohnson@missouristate.edu
(417) 836-4959
Contact Info
I am going to admit a few of our shortcomings that we were forced to face and solve to make our PM program viable:
Which meant a database query was virtually useless due to inaccuracy. (wrong nomenclature, wrong location info, marked inactive when it was really active, incorrect tag # and data plate information, incorrectly recorded as what type of equipment it was, etc)
Which meant that we had a hydronic heating boiler that was installed and went over 10 years without any service done on it (and then needed a virtual full rebuild when it finally failed)
We had 4 ventilation fans at the library that had been physically removed but were still getting PM work orders printed for them. (which the mechanic was using to charge time to while servicing 4 vent fans in the library that weren’t even in our system!) Our mechanic was doing service to equipment but how accurate do you think our service records were for these units?
A $10k lab air compressor that failed during the warrantee period that we had to pay to replace it because we had no recorded proof of PM work done to it. (It’s common to have to show proof of maintenance for warrantee claims)
We had a huge amount of data collected that we could not share with anyone due to our lack of technology. (and we had a huge amount of time invested in collecting that data)
We had a new mechanic start and claim that he spent 10 minutes servicing a fan coil unit. (but he had spent 20 minutes just trying to find it first)
Standardization cannot be emphasized enough!!!
Create a template or document to be followed for how every record entry should be done
Records entered in a consistent, standard format will eliminate confusion, interpretation errors and easier querying.
Establish a 4 letter code for each building at your facility to simplify tag names.
Using the same philosophy from step one, we assigned mechanical equipment a 3 character code.
We also implemented a policy that 3rd party engineers and architects use our codes when drafting blueprints for new construction on our campus.
All plans and drawings for construction have equipment listed in the schedules and on the plans per our equipment code.
This also allows for simplified data transfer if you are using a Submittal Exchange type of software.
We have a policy for new construction that the MEP contractors install tags to mark the physical equipment. The tags must correlate with the equipment names on the drawings for the mechanical equipment.
Begin with the Tag # for each new record entry. The MSU tag # standard is as follows: 4 letter building code / 3 character campus equipment identification code – 3 digit series number of the unit.
Example: TEMP/AHU-001 = Temple Hall / Air Handling Unit – Number One.
We always enter the tag # into TMA with upper case letters.
Sub-Location populated to locate individual pieces of equipment.
Many other fields available as business process grows to incorporate them.
Evaluate your equipment first, make certain you allow for growth in your future records.
Consistency between old records and the records you are creating / inputting now.
Whatever you enter into the equipment record Tag # / Name is what WebTMA will use to sort the records in Fast Find.
Remember, a record cannot be deleted… only set as Inactive
For example, the 4th of 7 pool pumps at the Foster Family Recreation Center on MSU’s campus, would be recorded in the equipment record Tag # / Name data entry field as:
Notice to the left of screen, on the Action Menu, the asterisk is in place next to the LINKED DOCUMENTS button.
Linked Documents section opened for the previous record.
The pictures will open in a browser window and can be zoomed in to read even the finest details, as long as a quality picture has been taken with a quality resolution, digital camera.
Be selective about what you want to add for linked documents to prevent your server from becoming unnecessarily bloated. For example, if you have 45 generic fan coil units in a building, it is probably not necessary to get of photo of every unit, every tag of every unit, etc.
Also include the wide shot of a piece of equipment as a mechanic would approach it for confirmation sake.
This will prevent personnel from wasting time on a “wild goose hunt”
This will document the condition of a piece of equipment and its environment
This will eliminate confusion about which piece of equipment is being referred to
This will offer reference points for foremen / supervisors on a remote repair call
Contact TMA for Linked Doc best practices
So… you have an army of secret, radio controlled, robot attack dogs that need weekly PMs for joint oiling, teeth sharpening, antennae straightening…
How do you chose to store the information about these units to the file server?
Establish a standard file path hierarchy on the server to use in your organization and retain total control over how the files are stored / maintained.
Have a management meeting beforehand regarding hierarchy to prevent the server from becoming an arbitrary file or picture dumping ground. Invite key players to make certain you don’t overlook details or perspectives.
Discuss user rights and assign only as needed to prevent other users unfamiliar with the document database from deleting or changing what has already been established. This can be with TMA user rights as well. The last thing you need is to have one user tampering with another users files inadvertently.
Forethought and planning before beginning the server implementation will alleviate confusion and mistakes.
We created a folder for every building on campus using the 4 character code for the buildings. Under each building we create a folder for every individual piece of equipment inside the building.
However you decide to organize the spaces in your organization is up to you, just do your best to keep it simple to understand and intuitive to other users.
Underneath each building folders, create individual equipment folders. Inside these individual equipment folders, go all the files, documents, pictures, etc. for that piece of equipment.
We choose to put the location graphic for each piece of equipment in a separate folder inside each building folder.
This is nothing more than a simplified floor plan of the building that is marked where the equipment is located.
Draw a shape of rough size and location to proportionately represent how the equipment appears in the space. Accentuate the item in red. Put the equipment name / tag on each page.
Simplified floor plans work well for equipment records because they have only the basic building layout and room numbers included in the drawing.
These graphics are simple and can be opened in MS Paint to add shapes, colors, text, etc. We choose to show only one piece of equipment.
This area in our recreation center is called the “pump pit”. There are 7 similar pumps in close proximity to each other in this area. We display multiple pieces of equipment to show how they are related to each other in the space.
By comparison, this is the photograph from the actual equipment record as compared to the location graphic.
In the folder hierarchy for the buildings, make a separate folder in each building folder for the location graphics.
Concentrate all the location graphics for all pieces of equipment in a building to one folder.
A ready-made, graphical map of where all the equipment is located in each building.
These folders become a page by page road map of where all equipment is located in every building.
Sometimes a “zoom” graphic is required for a small piece of equipment in a congested machine room. These graphics are still made simply with Adobe Acrobat Pro & MS Paint.
Use the excepted symbol for equipment, instead of a basic shape, to represent a small piece of equipment. An embedded photograph for the record graphic aids when the equipment is nearly completely obscured by pipe insulation.
Gary is our retired PM Coordinator, with 25 years on Missouri State University’s campus. Gary knows a great deal of the buildings on campus and is familiar with much of its equipment. Gary is a true asset due to his familiarity and institutional knowledge.
TMA Hosting Service:
Easiest to setup and maintain
Contact TMA for hosting costs/options
Work with TMA directly for all support needs is an advantage. One-Stop support for all things TMA
No need to hire and manage IT support/admins for day-to-day operations
Full Internal IT TMA support staff:
Largest cost overhead with most internal control over the spectrum of your TMA system including, Database Admin, Server Admin, TMA Admin, Web Dev.
Fine grained control of all aspects internally requiring little consultation with outside groups to implement changes/upgrades.
Depending on the staffing and priorities of the organization you might only have some of these techs with others areas deemed lower priority and not staffed internally (i.e. Web Dev to customize ISD pages etc).
Limited Facilities IT support staff:
IT staff in the facility provide TMA specific support internally and interact with TMA for other support/training issues as they arise
IT staff act as a liaison between the Facility Computer Services (providing the remaining support) communicating on-going assistance
The level of support provided by each group will vary depending on implementation and policy.
