Facilities and Services Centre

Presentation by Brian Yearwood, Director Facilities and

Services, Edith Cowan University (ECU) to:

FMA/TEFMA Maintenance Workshop 11,12 July 2013

Choosing the Work Order Management

System

Presentation will provide:

• The context in which ECU operates – Experience;

• The strategy, structure and resources used by ECU in

undertaking its maintenance works (Mechanical

Services, Electrical Services, Building Services and

Grounds); - Framework for Best Practice

• The selection and implementation of QFM Software at

ECU and the features of the System to match ECU’s

needs; - Case Study

• Key Performance Indicators used by ECU in

managing its maintenance operation; - Case Study

• Considerations in future work order management

systems for ECU. – My vision

Context – Long Term Sustainable Improvement

(Extract from ECU Facilities & Services - Management System Policy)

The Facilities and Services Centre aims to provide excellent customer

service in the delivery of integrated building strategic asset

management, campus services and campus life services to support the

University’s teaching, learning and research requirements.

The Facilities and Services Centre is committed to the implementation,

maintenance and continuous improvement of an integrated

management system that meets the requirements of the following

international and national recognised standards:

• AS/NZS ISO 9001:2008, Quality management systems

• AS/NZS ISO 14001:2004, Environmental management systems

• AS/NZS 4801:2001, Occupational health and safety management

systems

Strategy, Structure and Resources

Ten-Year Maintenance Program

$1B worth of Assets

3 Campuses – Joondalup, Mount Lawley and Bunbury

Asset Data collected by Call Centre and stored in QFM

Mechanical Electrical Buildings Grounds

Role: Program management of assets, contract management and recovery from critical incidents

Internal Resources

Manager Buildings and Services

Mechanical Engineer Technical Officer

Electrical Engineer Technical Officer

Building Coordinator 10 Maintenance Staff

Grounds Manager Technical Officer 8 Grounds Staff

External Resources

Major Engineering Services Contract with Spotless

Panel of Preferred Suppliers

Panel of Preferred Suppliers

Mowing Contract Bunbury Grounds

Systems in Use

Systems in Use

Facilities and Services | Systems Linkage Diagram

External Data ReadSystem ReadManual Operation Link

Web Apps Web Sites Systems Files

Abloy

FMMS

Dis

co

nn

ecte

d S

yste

ms

Flash Maps

Room

Bookings

Space

Utilisation

ECUSIS

Maps

Move

Manager

Timetable

(CMIS)

Service Desk

Alesco

WAAPA

Room

Bookings

DMS

Room

Enquiry

Staff Locator

Work Permits

Security

One StopSports

(web)

Bookweb

F&S

(Web)

Policy,

Pocedure

Database

Phonebook

iNet/Andover

BMS

BookShop

(web)

Temp Parking

Permits

Parking

Permits

Archibus

Database

ma

pD

AT

A

Off Campus

Housing

ma

pD

AT

A

cadDATA

Past challenges driving selection criteria

• FMMS had been in use since 1994

• Centralised dockets issued

• Bespoke reports via crystal reporting

• Individual Programmed Preventive Maintenance (PPM)

issuing

• Minimal asset history

• Illogical hierarchy

• Separate condition audit database

• No contractor details

QFM Key Attributes

• Single system

• Reporting capability

• Ease of use

• Asset and PPM creation

• Desktop & web based

QFM Functionality

• Base data

• Planning, scheduling & tracking

workflow

• Performance & priority

management

• Contractor management

• Customer service

• Reporting

Providing visibility of critical performance information

Promoting enterprise-wide communication

Generating reductions in operational costs

Supporting sustainability strategies

Reducing Health & Safety risks

Ensuring compliance & providing full audit trail

Identifying trends & patterns for informed decision-making

Improving service quality & availability

Benefits of QFM

Key Performance Indicators - Backlog

2004 2005 2006 2007 2008 2009 2010 2011 2012

Backlog $3,000,000 $3,000,000 $5,640,000 $8,664,000 $4,871,361 $4,456,828 $5,117,999 $2,491,806 $3,915,024

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

$8,000,000

$9,000,000

$10,000,000

$

ECU Maintenance Backlog Liability

Total AUS $1,753,496,339

Responding to Customer Requirements (QFM)

Performance output against benchmark targets

1 January 2013 to 31 March 2013

• Priority 1: respond within 1 hour and resolve within

24 hours

• Priority 2: respond and resolve within 24 hours

• Priority 3: respond and resolve within 7 working days – Priority 1: achieved an overall result of 97% against target of

100%

– Priority 2 : achieved an overall result of 91% against target of

90%

– Priority 3 : achieved an overall result of 84% against target of

80%

Vision – Spatial Database incorporating all functionality