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Leveraging Maximo for Data Driven Decisions In the Nation

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Title: Leveraging Maximo for Data Driven Decisions In the Nation


1
Leveraging Maximo for Data Driven Decisions In
the Nations 5th Largest School District
2
Topics
  • About Clark County School District
  • Using Maximo to Handle a Broad Variety of Work
  • Maximizing Performance While Minimizing Costs
  • Enhancing Infrastructure to Serve Growing User
    Base
  • A Clear View of the Future Using Maximo Data to
    Plot a Course
  • Projects in our Future

3
About Clark County School District
  • 392 Sites State-of-the-Art Sites
  • 357 Schools, 35 Administration Sites
  • Averaged 5 New Facilities per Year
  • 8,000 Square Miles
  • 34, 927, 142 Square Feet of Building Space
  • Largest School District in the Nation to be ISO
    Certified (Since 2005)

Rancho High
4
About Clark County School District Wide Variety
of Specialties
  • General Repair Carpentry, Paint, Roofing,
    Flooring, Glass
  • Mechanical Repair HVAC, Kitchen Refrigeration,
    Food Plant Refrigeration, Electrical, Plumbing,
    Energy Monitoring
  • Exterior / Structural Fabrication, Furniture
    Repair, Asphalt/Concrete, Fence/Playground
  • Equipment Repair Audio Visual, Fire Systems,
    Industrial Equipment, Office Machines,
    Hardware/Locks, Clocks/Intercom, Musical
    Instruments

5
About Clark County School District Wide Variety
of Specialties
  • Grounds/Landscaping
  • Security Systems/Closed Circuit Television
  • Warranty Management
  • Telecommunications
  • Pest Management
  • Environmental Services
  • Special Response and Repair On-Site Building
    Engineers, After Hours Engineers, Mobile
    Maintenance Vans, Technology and Networking
  • Shares Data With Risk Management, CCSD Police ,
    CCSD Board of Trustees

6
Most Importantly our Top Consideration Is Our
Customers Safety and Comfort
  • 1500 Active Maximo Users Including 450 Craft
    Technicians
  • School District Staff of 37,341 Personnel
  • Student Population of 310,000 Children

7
Using Maximo to Manage a Variety of Work Orders
  • Check Boxes
  • Color Coded Work Order Lists
  • Work Flow Refinements

8
Check Boxes For Highlighting, Routing, Reporting
  • Special HVAC Requests
  • External Agency Inspection Findings
  • OSHA, Health Department, Fire Departments
  • Quality Assurance/Quality Control
  • Global Energy Initiatives
  • Inspection Required Prior to Completion
  • Caused by Vandalism
  • Bond Funded Work Request

9
Color Coded Work Order Lists
10
Color Coded Work Order Lists
Adding check box fields to database and color
formatting to properties, highlights special
projects /priorities and facilitates reporting on
certain key work order groups.
11
Color Coded WO Lists
Advanced Search
12
Work Flow Refinements
  • Review Work Flow Yearly for Modifications Needed
  • Solicit Suggestions/Comments From Users
  • Ensure Continual Improvements to Process

13
Work Flow Refinements
  • Use Checkboxes Created in DB to Route WOs
  • Use Workflow Actions to Reduce Manual Actions
  • Increase Efficiency and Reduce Unnecessary Steps
  • Reduce Staffing Needs if Necessary
  • Use Roles not People (People Change)
  • Review and Adjust Limits (PR / POs)
  • Monitor for Old Active Records and Remove Them

14
Enhancing Infrastructure for Growth
Maximizing Performance/Minimizing Costs
  • Increasing Memory
  • Storage Area Network
  • Database Operating System Upgrade
  • Adding Virtual Machines
  • Hardware Load Balancer
  • Dispatch White Board
  • Using XORA for Mobile Solution
  • Communicating With Customers

15
Maximizing Performance/Minimizing Costs Dispatch
Whiteboard
  • Runs (3) Queries From Maximo Database
  • Does Not Require Log-in to Maximo
  • Used by Administration at all Levels
  • 24 Hours of High Priority Work Orders in
    Real-time
  • Reduces Status Update Requests
  • Accessible Anywhere in CCSD Intranet
  • Shows Technicians Dispatched
  • Runs in asp.net in a Microsoft IIS

16
Dispatch Whiteboard Runs SQL queries on asp.net
through the Maximo database to a Microsoft
server
17
Electronic Dispatch Whiteboard Instant
statistics / real time updates
Allows Administration to View Critical
Information for the Day Without Logging in and
Searching . Reduces Phone Calls for Work Order
Status Checks. Requires no Upkeep. Uses Off the
Shelf Hardware and Software .
18
Maximizing Performance / Minimizing Costs Using
Existing Equipment for a Mobile Solution
  • Budget Could not Support Hardware for Best in
    Class Mobile Maximo
  • Technology Consideration Cost vs. Benefits
  • Questions we Asked Ourselves
  • Could Existing Devices Assist Users?
  • What Information Would be Collected?
  • What Information Would be Sacrificed?
  • Who Would Test and Evaluate?
  • Follow Up Did we Benefit? Should we Expand
    Usage?

19
Maximizing Performance / Minimizing Costs Using
Existing Equipment for a Mobile Solution
Dispatching Jobs Using XORA Web Site
20
Maximizing Performance / Minimizing Costs Using
Existing Equipment for a Mobile Solution
  • Jobs Received on XORA Enabled Phone
  • Starting and Ending Jobs

21
Maximizing Performance / Minimizing Costs Using
Existing Equipment for a Mobile Solution
Download XORA Labor Report From Web Site
22
Maximo Enterprise Adapter (MEA) Interface by
Electronic Data Inc. (EDI) Blue Validated Red
Problem
Maximizing Performance / Minimizing Costs Using
Existing Equipment for a Mobile Solution
23
Maximizing Performance / Minimizing Costs
Communication With Customers
  • Customers Receive Our Feedback
  • Training, Help Desk, Bulletins, Site Visits,
    Newsletters, Maximo Communication Templates
  • Maintenance Receives Customer Feedback
  • Web Site Survey Links, Job Completed Survey,
    School Administrative Council Meetings
  • Increased Communication helps to
  • Continuously Improve Our Service
  • Continuously Improve Data Quality and Relevance

24
Maximizing Performance / Minimizing Costs
Communication With Customers
  • Maximo Generated E-Mail When SR is Resolved Sends
    Online Survey
  • Web Site Link to Customer Survey for Other Issues
  • Survey Data Compiled by Staff. Unsatisfied
    Customers are Personally Visited by Administration

25
Maximizing Performance / Minimizing
Costs Communication With Customers
  • Maximo Escalation for Resolved SRs
  • Finds All Resolved SRs (Every 6 Hours)
  • Initiates Maximo Communication Template
  • E-Mails Completion Notice and Survey Link
  • Surveys Downloaded From Online Storage
  • Reviewed and Followed Up Weekly

Zoomerang Survey Example
26
Enhancing Infrastructure for Growth
Enhancing Infrastructure for Growth
  • Increasing Memory
  • Storage Area Network
  • Database Operating System Upgrade
  • Adding Virtual Machines
  • Hardware Load Balancer
  • Increasing Memory
  • Storage Area Network
  • Database Operating System Upgrade
  • Adding Virtual Machines

27
Enhancing Infrastructure for Growth Increasing
Memory
Production Application Server From 12 GB To 16 GB ()
Production Database Server From 12 GB To 16 GB
Production Report and Escalation Server From 4 GB To 8 GB
Test and Development Server From 8 GB To 12 GB
() Reallocated Memory Doubled Memory Allocated
to Each Cluster Node
28
Enhancing Infrastructure for Growth Storage Area
Network
  • Allowed for Real Time Access of Archived
    Records
  • Alleviated Need to Offload Historical Records
  • Went From 85 of Capacity to 2 of Capacity

29
Enhancing Infrastructure for Growth Database
Operating System Upgrade
  • From Oracle 10.2.0.1 to 10.2.0.5
  • Summer of 2011 Oracle 11g Upgrade
  • Problems
  • Core Dumps in Alert Log
  • Cursor Sharing Errors
  • Custom Script From Oracle Patch-Team (Remedied)

30
Enhancing Infrastructure for Growth Adding
Virtual Machines
Using Software Load Balancer Redirector. Added
2 Nodes to Cluster.
31
Enhancing Infrastructure for Growth Adding
Virtual Machines
Installed Hardware Load Balancer. Added Small
Application Server for Special Use
32
A Clear View of the Future Using Maximo Data
  • Key Performance Indicators
  • Increased Report Graphics

33
Key Performance Indicators (KPIs) Wrench Time
Vs Availability
National Average States 35 is good Best in Class
is 65 Peak Industrial Solutions, LLC
34
Wrench Time Data From Maximo
Key Performance Indicators (KPIs)
  • Number of Active Laborers per Craft
  • Number of Absence Hours per Period
  • Number of Available Hours per Period
  • Number of Actual Hours Reported
  • End Result
  • Actual Labor/Available Hours X Available Labor

Maximo Tables MODAVAIL, CRAFT, PERSON, LABOR,
LABORCRAFTRATE, LABTRANS Lesson Learned If
Maximo is used to manage all aspects of
maintenance, data will be available to improve,
gauge and monitor your work force efficiency and
time management.
35
Key Performance Indicators (KPIs) Average
Completion Time by Quarter
36
Key Performance Indicators (KPIs) Monitoring
Backlog
37
Key Performance Indicators (KPIs) Non-Compliant
Work Orders
Priority 1 Priority 2 Priority 3
Priority 4
38
Key Performance Indicators (KPIs) Average
Response and Completion Times
Priority 1 4 hrs Priority 2 24 hrs
Average completion of priority 1 work order
Actual response time of priority 1 work order
Actual response time of priority 2 work order
39
Key Performance Indicators (KPIs) Response Times
High Priorities
40
Reports with Graphics
  • Easy Analysis and Comparisons
  • Used for Strategic and Tactical Planning
  • Long Range and Daily
  • Must Have Support Data for Supervisor Response

41
The Bottom Line For Administrators Example
Absence Summary
One Page, Quick View of Problem Areas
42
Supporting Data for Supervisors Example
Absence Summary
Information Necessary for Supervisors to Address
Issues
43
Monitoring Trends Before a Crisis
44
Work Load Vs. Overtime Answers For Many Questions
  • Is O/T Needed?
  • Why is it Needed?
  • Where is it Needed?
  • Who Needs it?

45
Premium Pay Justification Where Premium Labor
Dollars are Spent
46
Comparing Premium and Regular Pay
Sometimes Dollars and Cents Speak Louder than the
Percentage
47
Reported Labor Under 20 Hours Per Week
Shows Problem Areas in Maximo Labor Entry as well
as Areas to Concentrate on to Raise Wrench Time
Numbers
48
Costs of Regional Facilities Comparing Facility
Types Across the Organization
49
Identifying Your Business Increase Preventive
Maintenance/Reduce Repairs
CMCorrective Maintenance EMEmergency
PMPreventive RMRenovation/Routine
50
Projects Still in the Hangar
  • VFA Integration Using Asset Fusion for Maximo
  • Identifying How Many Classrooms are Down for
    Maintenance
  • Workflow Revision Change Service Request Flow
  • Upgrade to Latest Version Of Maximo
  • Integrate Maximo to SAP Purchasing Module

51
We Look Forward to Your Comments/Questions Excha
nge Ideas, Keep in Touch
  • Las Vegas Maximo Users Group
  • Web Address http//www.tivoli-ug.org/groups?grou
    pid283
  • We Encourage Open Exchange of Ideas and
    Information
  • New Forum Added to Site
  • Thank you to IBM for the Invitation

52
Questions?
  • Thank You for Your Attendance

Clark County School District Cynthia
Atterberry Work Management Coordinator catterberr_at_
interact.ccsd.net
Stuart Weiler Database Analyst III sweiler_at_interac
t.ccsd.net
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