Transcript Taking Care of Maintenance & Repair at Hawaii's DOE

Taking Care of Maintenance & Repair
at Hawaii's DOE
A Case Study:
Hawaii Department of Education
Reading, ‘Riting, ‘Rithmetic ... And Repair
Agenda
• Overview
– Common challenges
– Asset management philosophy
• A Case Study – Hawaii Department of Education
– Challenges
– The solution
• Maximo & Streamlined Business Processes
– Crafting a Solution
– The results
• R&M performance improvements and cost reductions
• Migration of Maximo to neighbor islands
• Possible next steps
Internal Factors Demanding Change
• Fragmented management
• Compounded inefficiencies
– Vacant and underused properties
– Deferred maintenance and repair
– No visible priorities
• Lack of actionable information
• Lack of transparency and accountability
External Factors Demanding Change
• Aging infrastructure
• A public demanding higher service levels
• Stringent regulations
– Increased accountability (GASB 34 & 35)
– Environmental, health & safety
• Population growth / decline
• Never enough funds
• Constantly advancing technology
Asset Management …Where do you start?
• Organizations must first recognize a need to
change
– Redefine missions
– Clarify mandates
– Rework budgets
– Consolidate systems
• You must identify needs and plan investments
• Your organization’s capabilities and productivity
must improve
• You need an integrated asset management
system
Asset Management … The Big Picture
• Assets have a lifecycle – they are planned, organized,
acquired, maintained, upgraded and divested
• Your investment in asset management should be based
on understanding the value assets generate
• The goal is to:
– Maximize return
– Improve performance
– Reduce costs
• This strategy reaches across all your assets – physical,
technology and human
Benefits of Asset Management
•
•
•
•
Mitigated risks
More effective communication
Better service at lower cost
Increased confidence in what assets you have and its
condition
• Practical path to improve performance
• Save $$
Managing Public Sector Assets Is a
Complex Business
States and Municipalities are responsible for a wide range of assets:
• Roads and Railways
• Facilities
• Fleets
• IT
• Aviation
• Mass Transit
• Water Management
• Fire and Police
• Solid Waste Services
• Utilities
• School Systems
An In-depth Look at Asset Management for
School Systems
History of School Repair & Maintenance
•
Repair and maintenance were handled
by the Department of Accounting and General
Services, not the Department of Education
•
Work order process was inefficient
– Color coded, paper-intensive system
• Green: Emergency Work
• White: Regular Work
– Multiple forms for multiple purposes
• CSD 501, CSD 710, B-03, BJ2a, CIP Table R
• Legacy Work Order system Centralized system
with limited access
History of School Repair & Maintenance
•
The system was not effective
– No ad-hoc reporting capability
– No query capability
– Labor intensive for clerical staff and supervisors
– Work orders had to be hand-carried daily
– Emergency work orders faxed or called in to
Foreman
•
Negatively affected the schools
– Fax intensive
– Redundant data entry
– Duplicate or lost paper work
– Unknown status of work requests
Elimination of Bureaucracy Required
Revamping the System
• School repair and maintenance functions
were transferred from DAGS to DOE
– All functions and resources, including
crews were to be transferred to DOE by
July 2005
• Transfer of resources did not include the
legacy work order system
Complex Transition with a Fast
Approaching Deadline
Do all of this in 6 months!!
TECHNOLOGY
Develop work order process
Web-based for access by
schools and supervisors
Flexible to fit streamlined
work order process
Deployable with minimal
user support
Scalable for future
deployment to Neighbor
Islands
RESULT
Improve customer service
to schools by streamlining
business processes
Develop Metrics for accountability
Define KPIs to measure and track performance
PHYSICAL
School buildings
Reduce $500 million
estimated repair backlog
HUMAN
Develop organization
structure to best support R&M
Assimilate former DAGS
personnel into new DOE
organization
The Solution:
Assessing Technology Needs
• DOE initially considered contracting for a custom built solution for
Work Orders
• TRM helped assess the schools’ business needs and technology
options
• Economic decision to implement Maximo
– Ability to implement system in six months
– Enterprise-wide system allowed for future growth and scalability
– Best practices out of the box
– Minimum Maximo configuration required
• Any customization could be implemented rapidly with
RulesManager
The Solution:
Maximo & Streamlined Business Processes
School Work Request Screen
The Solution:
Maximo & Streamlined Business Processes
Work Order Tracking Screen
The Results:
Maximo Changed The Way People Work
• Flexible, practical, experiential regional training
• Elimination of redundant, manual, work repair order
system
• Direct, immediate, data entry and processing requiring
far fewer work hours
The Results:
Transparency and Performance
• Maximo provided the DOE the capability to
track the accountability of work
– Visibility of all work orders submitted for
all schools on Oahu and Neighbor Islands
• Repair & Maintenance process time reduced
• Reduction of clerical work
• Quicker response to work orders
• Easy input for schools
The Results:
Effective Work Order Process
•
School employees were empowered to take control of
work flow
– Workers’ time and efforts were maximized
•
Higher volume of Work Orders were completed on a timely basis
•
Response times improved
•
Proactive maintenance resulted in cost reductions
•
Eliminated paper process
•
“Manageable work” order process
The Results:
Pleased Constituents!
Star Bulletin Article, Sunday Dec 11, 2005
Continuing to Drive Value with Maximo
What’s on the Horizon?
• Equipment migration to Maximo
• Implementation of tools application
• Implementation of inventory
management module
• Implementation of transportation
• Exploring the use of facilities
condition assessment module in
Maximo
Questions?