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Setting up for Success: Reactive meets Preventive
The document outlines a meeting held on 9/24/2015 discussing how to improve maintenance operations in schools by addressing the reactive and preventative work balance. It emphasizes the significant rise in reactive work requests during the school year and promotes establishing preventive maintenance practices to reduce emergency work orders. Key topics include setting goals, training, and utilizing KPI dashboards for performance measurement.
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Setting up for Success: Reactive meets Preventive
- 1. 9/24/2015 SETTING UP FORSUCCESS: REACTIVE MEETS PREVENTATIVE Will Thomposon Client Advisor Will.thompson@schooldude.com Elizabeth Allen Client Advisor Elizabeth.allen@schooldude.com Curtis Marshall Marketing curtis.marshall@schooldude.com
- 2. Agenda +Today’s Challenges +What’s AtStake? +Set Up Best Practices +Key Performance Indicators (KPIs) +Show-and-Tell +Questions +Resources and Take-Aways
- 3. What Are YourTop Challenges?
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- 5. The impact ofreactive 5 +During the first weeks of school in 2014, schools saw a 65% increase in reactive work requests totaling more than $310 million.
- 6. The power ofprevention 6 +A strong preventive maintenance program can reduce emergency work orders by 55-60% simply by solving problems before they occur. +Once you understand what type of reactive work orders your team is handling, you can set up PM schedules to tackle recurring problem areas ahead of time.
- 7. Where Do WeStart?
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- 11. Reporting 1 1 2 3 33 4 4 7 8 10 13 0 2 4 6 8 10 12 14 Work Orders by Craft FY ' 16 Total
- 12. Leveraging Dude Data +KPIDashboards provide comparative benchmarks to measure your performance
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- 15. Next Steps…. +Set goalsfor your team (and yourself) +Dedicate time now +Connect with your Success Advocates +Consider extra training for your team Remember: we’re here to help
- 16. Poll +Investigate onsite trainingfor your team +Learn more about Maintenance Essentials Pro +Learn more about Capital Forecasting Direct +Learn more about Inventory Direct +Schedule additional training
Editor's Notes
- #2 -During the webinar if you have specific questions, feel free to ask via chat feature. Jaci/Elizabeth answer. -CLICK
- #3 -We will start by going over today’s agenda. Today we are going to cover: Challenges that our clients are facing when it comes to facility maintenance What’s at stake for you if you don’t take action now We will Provide you with some Best Practices to have for your school Explain Key Performance Indicators and what they mean for you I will have a little show and tell for you We will take any questions that you might have along with sharing other client’s questions And of course we will provide you with resources and take aways for you to be successful!
- #4 : From what we’ve heard working with our clients, some of your top challenges y’all have presented us with are Productivity – Figuring out who should be doing what work and when can be time consuming when using a paper process. Communication – Notifying each of those workers of what maintenance work they should be doing can be chaotic without automatic notifications. Budget – Tracking expenses for each project is near impossible without a proper work documentation process. Reporting and Documentation – Figuring out what work has been done over an entire district and the costs associated with that work can be difficult if everything is not kept in one spreadsheet or central location.
- #5 -By NOT taking action now? What could be at stake for your school -CLICK
- #6 Let’s start by discussing the impact that reactive work can have on your schools. During the first weeks of school, schools see a 65% increase in reactive work requests totaling more than $310 million. The chart here illustrates the peak in reactive work orders that happens in August and September, even lasting into October. The data here comes from over 15.7 million work orders at more than 4,100 schools over the course of 2014. Interesting side note: HVAC work orders are by far the most frequent, totaling nearly $170 million in just the first two weeks of school.
- #7 A strong preventive maintenance program can reduce emergency work orders by 55-60% simply by solving problems before they occur. Once you understand what type of reactive work orders your team is handling, you can set up PM schedules to tackle recurring problem areas ahead of time. Think of the time (and stress) savings you could bring your team by doing preventive maintenance on the items that you know cause the most reactive work orders during the slower months. Productivity increases, morale goes up, and your team is moving closer to success.
- #8 So, Where do we start? The challenges I mentioned earlier: Productivity, Communication, Budget and Reporting – our Maintenance Essentials Pro tool has a solution for ALL of those. First, let’s talk about Productivity.
- #9 Productivity Our reactive portal allows users to submit maintenance requests from anywhere as long as they have an internet connection, even through their smartphones. With our new, improved app – users are able to quickly add in work orders while they are in the field instead of coming back to a computer later on to put the information into the system. They are also able to quickly add labor hours, put in an action taken, and complete the work order with just a few taps on their phone screen. Another feature our reactive maintenance portal offers is setting a priority for the work orders. By setting a priority to your reactive maintenance, technicians in the field will know which projects to tackle first. At the bottom of the screen you’ll see an example of an automatic route that has been added into the Reactive Maintenance Portal. By setting up routing in the system, reactive and preventative maintenance work orders will automatically go to the person who needs to approve the work or complete the work. Using our preventative portal, you are able to set up schedules to automatically generate work orders for scheduled maintenance, such as air filter replacement and safety inspections. This will keep people accountable and make sure that these required planned maintenance orders are tracked.
- #10 The next issue that our Maintenance Essentials Pro tool can help you tackle is communication. - With automatic email notifications, users will get a notification when a work order is assigned or routed to them for approval. You can see an example of the simple notification in the top right corner of the screen. The end user will also be able to receive similar email notifications throughout the life of the work order so that they aren’t stopping you in the hall or calling your cell phone to get the status of their request! Another aspect of the Maintenance Essentials Pro tool is file attachments. Both our reactive and preventative portals, as well as the app, allow you to quickly attach documents or photos to a work order. We often see clients using this feature to have photographic proof of the issue or to attach instructions on how to fix the issue. One of the most used features of our reactive portal is Saved actions. Any report that can be saved can be set up to automatically generate and send to specific emails. The image on the bottom of the screen shows how a user can quickly get those running. By setting up automatic reports, principals can get information on the work orders open at their school each week, your head of maintenance can see how efficient each location is when it comes to addressing work, and supervisors can see how productive their teams are.
- #11 One of the top questions we get from clients is how the Maintenance Essentials Pro tool can help when it comes to the budget. -Maintenance Essentials Pro allows you to track purchases and labor hours within each individual work order so you know how much each project is costing the district. -By entering in your different budget codes, you can quickly tie work orders and associate the costs from the work to a specific budget code. -Reactive maintenance cost 8 times more than preventative maintenance – so using our preventative portal to set up those monthly air filter changes, you are prolonging the life of the HVAC unit. This will result in less money spent overtime replacing units around your district. -By making small changes like this one, your campus or district will be able to take the money saved and use it on other areas of need.
- #12 Last but not least, Maintenance Essentials Pro is a huge help when it comes to reporting. It never fails – you find out last minute that there is a board meeting tomorrow and they need information about how effective your team is or they need a report to justify your request for a new HVAC system. -There are over 20 different reports you can run to PDF or Excel and our support team is always here to help you which one will give you the most robust data for your needs. -We have seen districts use the labor hours in the system to run reports that showed the district each person was working more than their allotted 40 hours per week – this resulted in another person on their team! -Going back to our discussion earlier on the drastic increase of reactive maintenance in the beginning of the year and how preventative maintenance can help balance that load -reporting in our reactive portal allows you to compare costs of preventative maintenance and reactive maintenance so you can see the difference your efforts are making.
- #13 While we are discussing metrics and utilizing your data, its worth pointing out the value of KPIs Key Performance Indicators Your KPIs are a quick and easy way to track your progress against how your peers are performing You’re able to determine what is important to your team and benchmark your improvement over time: Some of the KPI’s include: Work orders per employee per year Work Hours per employee per week And work orders completed in less than a week The data gives you strategic insight into what’s the most successful schools are doing right. Then you can apply what you learn to help your team improve.
- #14 JUMP INTO SOLUTIONS My School Building – entering in a request Admin View Routing PM v. MD WO Reporting – WOS2, Labor Hour Transaction Report, WO per craft Saved Action Supervisor View (APP?) Quickly close out work orders
- #15 If you have any questions, send them in via the chat function and we’ll respond. All questions are good questions and hopefully everyone can learn something from each other.
- #16 - Set goals for your team and yourself so you know what you want to achieve - Dedicate time now to getting your preventative and reactive maintenance tools working so it can start saving you time as soon as possible - Connect with your Success Advocates for help to get the software up and running as an asset not a detriment - Consider extra training for your team, either on the phone or in person Remember we’re here to help **Put up Poll**