Jump-Start Your

Preventive

Maintenance

Program

The importance and helpful options for

planning your maintenance program

For Audio: Please dial 1-866-740-1260

Code: 7440763

Today’s Speakers

Kimberly Norton Senior Client Success Advocate, SchoolDude.com

David Kornegay Senior Applications Engineer, SchoolDude.com

Mike Stapleton Founder and Primary Facility Consultant, Service Management Assist For Audio: Please dial 1-866-740-1260

Code: 7440763

Today’s Session

Learning Objectives:

• The Challenges with PM

• Frequently Asked Questions

• Preventive/Planned Maintenance Study Results

For Audio: Please dial 1-866-740-1260

Code: 7440763

Summary PM Benefits

• Reduce emergencies 50%

• Reduce average cost per work order up to 40%

• Reduce long term capital costs

• Reduce energy consumption

• Reduce risk

• Reduce disruption of the learning environment

All the data confirms investing in PM is the right business decision!

For Audio: Please dial 1-866-740-1260

Code: 7440763

PREVENTIVE MAINTENANCE

THE CHALLENGES

For Audio: Please dial 1-866-740-1260

Code: 7440763

Financial Responsibilities

Financial Cut Burdens

Why Do Many People Look to Develop

a Preventive Maintenance Program?

• Fewer Failures

• More Planned Work

• Fewer Emergencies

• Reduced Overtime

• Extended Equipment Life

• Better Use of Maintenance Personnel

• Improved Equipment Operation

• Less Downtime

“Benefits of a Successful PM Program” is taken from Complete Building Equipment Maintenance Desk Book Second Edition, Edited by Sheldon J. Fuchs, P.E. Page 19 in the chapter by Paul D. Tomlingson.

Don’t fall into a

“Gym Membership Mentality”

What Hinders People from Setting Up

a Preventive Maintenance Program?

Time

Too busy “fighting fires”

Not sure where to start

Lack of information

We’ve “hit a wall and need help”

Limited resources to assign to work

Restrictions on leadership

Unsure of what resources will be needed

We Know It’s Not Easy!

• Lack of Leadership

• Lack of Funding

• To many fires to handle

• The list goes on….

But Sometimes…

SO, What We Want from You…

…So You Can Say…

Cost Impact

50% - 65% reduction in the rate of emergency work

Lower cost per work order with the average cost per

work order being 28.6% to 39.3% less

So How do you ever become

PROACTIVE?

Options

1. Develop schedules yourself? – Previous experience/staff knowledge

– PMDirect Templates

– PM Books (e.g.,RSMeans)

– Manufacturer recommendations

2. Utilize industry expert?

3. Combination of both?

Service Management Assist Facilities Management Solutions

• Formed in response to education facility management needs

• Goal is to be a primary support for your existing facility management team

• Provide consultation and management systems for in-house facility departments

• Focus on most vital elements of facility management: Planned Maintenance Implementation and Custodial Scheduling

FREQUENTLY ASKED

QUESTIONS

Frequently Asked Questions

• Where do I begin? – HVAC?

– Roofing?

– Health and Safety Inspections?

– Mandates?

– ???

PMDirect Implementation Flow: SMA provides planned maintenance customized to your institution with

very little time invested by facility management.

Equipment Data

Gathering:

Internet Conferencing Interview; Physical Tour;

Gather existing data …

use the appropriate

method

Design Meeting: 1. PM Wording

2. Post PM frequency on

the calendar

3. Labor time estimates

4. Assignment

Training

Equipment

Spreadsheet

Import

Schedule the

PM’s into

SchoolDude

Determine the Scope of Planned

Maintenance: Respond to the

questionnaire

1 hour

1 hour to 6 hours.

2 hours

1 hour meeting to determine the method

that will best accomplish the equipment

inventory… the interview method of

gathering equipment is often spread

between several employees

Overall Project Duration is typically … 45 - 60 days

Frequently Asked Questions

• What information is needed? – What details?

– What is the balance between “too much vs. too little” detail?

– How do we get the information to the coordinator and into a system?

The Equipment Inventory Challenge The essential equipment information entries needed to start a

planned maintenance program are as follows:

1. Item #; 2. Equipment description; 3. Area location of the

equipment; 4. Location (building) and 5. Filter / belt

information related to the piece of equipment (existing lists of

equipment, belts and filters are obtained to add to the list).

The first four listings allow the beginning of the planned maintenance

scheduling. Many details like manufacturer, model and serial

numbers are added by employees during the first cycle of planned

maintenance work orders; these details are written on the work

order and batched for entry by a clerical person.

The detailed equipment list may be obtained by physical tours of

your buildings … this is advantageous for institutions that may not

have the resources or information available.

The most common sources of obtaining information for the

equipment inventory:

Existing or old CMMS programs; existing hard copy

equipment inventories; BAS equipment lists; blueprint tables

and “as built” documents.

Internet conferencing interviews of key facility employees to

form lists of equipment.

Have SMA train your employees to conduct physical

inventories of equipment.

Frequently Asked Questions

• How do I implement a PM program? – What impacts can I expect on my time?

– What impacts can I expect for my staff?

– What will we need to research and provide?

The Design Calendar plots estimated time, sequence, assignment, etc..

A review of time estimates by month ….

Planned maintenance work order

example complete with the wording

established in the Design Meeting.

Frequently Asked Questions

• What should be considered in implementing a new or updated PM program?

• What benefits could I show?

Helpful Reports

Frequently Asked Questions

• What help is available to get me started? – Who is my contact?

– How often are we following up with each other?

– Who will I need to coordinate with?

Frequently Asked Questions

• What does it include?

• What type of support can I expect?

• When can I expect results?

• What kind of results can I show?

Contact Information

• Contact SchoolDude’s SuccessPlus team for more information: successplus@schooldude.com 877.868.3833

• Websites:

– www.schooldude.com

– www.smaedu.com