taking care of maintenance & repair at hawaii's doe a case study: hawaii department of...
TRANSCRIPT
Taking Care of Maintenance & Repair at Hawaii's DOE
A Case Study: Hawaii Department of Education
Reading, ‘Riting, ‘Rithmetic ... And Repair
• 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
Agenda
• Fragmented management• Compounded inefficiencies
– Vacant and underused properties– Deferred maintenance and repair– No visible priorities
• Lack of actionable information• Lack of transparency and accountability
Internal 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
External Factors Demanding Change
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
• 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
Asset Management … The Big Picture
• 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 $$
Benefits of Asset Management
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
• 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
History of School Repair & Maintenance
• 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
Elimination of Bureaucracy Required Revamping the System
TECHNOLOGYDevelop work order process Web-based for access by schools and supervisorsFlexible to fit streamlined work order processDeployable with minimal user supportScalable for future deployment to Neighbor Islands
RESULTImprove customer service to schools by streamlining business processes
HUMANDevelop organization structure to best support R&M Assimilate former DAGS personnel into new DOE organization
Develop Metrics for accountabilityDefine KPIs to measure and track performance
Do all of this in 6 months!!
PHYSICALSchool buildingsReduce $500 million estimated repair backlog
Complex Transition with a Fast Approaching Deadline
• 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: Assessing Technology Needs
School Work Request Screen
The Solution: Maximo & Streamlined Business Processes
Work Order Tracking Screen
The Solution: Maximo & Streamlined Business Processes
• 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: Maximo Changed The Way People Work
• 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:Transparency and Performance
• 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:Effective Work Order Process
Star Bulletin Article, Sunday Dec 11, 2005
The Results:Pleased Constituents!
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
Continuing to Drive Value with Maximo
Questions?