leveraging maximo for data driven decisions in the nation’s 5 th largest school district

Leveraging Maximo for Data Driven Decisions

In the Nation’s 5th Largest School District

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

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

About Clark County School DistrictWide 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

About Clark County School DistrictWide 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

Most Importantly our Top Consideration Is…

Our Customer’s Safety and Comfort

1500 Active Maximo Users Including 450 Craft Technicians

School District Staff of 37,341 Personnel

Student Population of 310,000 Children

Using Maximo to Manage a Variety of Work Orders

Check Boxes

Color Coded Work Order Lists

Work Flow Refinements

Check BoxesFor 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

Color Coded Work Order Lists

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.

Color Coded WO Lists

Advanced

Search

Work Flow Refinements Review Work Flow Yearly for Modifications

Needed

Solicit Suggestions/Comments From Users

Ensure Continual Improvements to Process

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

Work Flow Refinements

Enhancing Infrastructure for Growth

Increasing Memory

Storage Area Network

Database Operating System Upgrade

Adding Virtual Machines

Hardware Load Balancer

Maximizing Performance/Minimizing Costs

Dispatch White Board

Using XORA for Mobile Solution

Communicating With Customers

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

Dispatch WhiteboardRuns SQL queries on asp.net through the

Maximo database to a Microsoft server

Electronic Dispatch WhiteboardInstant 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 .

Maximizing Performance / Minimizing CostsUsing 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?

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

Dispatching Jobs Using XORA Web Site

Maximizing Performance / Minimizing Costs

Using Existing Equipment for a Mobile Solution

•Jobs Received on XORA Enabled Phone• Starting and Ending Jobs

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

Download XORA Labor Report From Web Site

Maximo Enterprise Adapter (MEA) Interface by Electronic Data Inc. (EDI)

Blue = Validated Red = Problem

Maximizing Performance / Minimizing CostsUsing Existing Equipment for a Mobile Solution

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

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

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

Maximizing Performance / Minimizing CostsCommunication With Customers

Zoomerang Survey Example

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

Enhancing Infrastructure for Growth

Enhancing Infrastructure for GrowthIncreasing Memory

Production Application Server

From 12 GBTo 16 GB (*)

Production Database Server

From 12 GBTo 16 GB

Production Report and Escalation Server

From 4 GBTo 8 GB

Test and Development Server

From 8 GBTo 12 GB

(*) Reallocated Memory – Doubled Memory Allocated to Each Cluster Node

Enhancing Infrastructure for GrowthStorage 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

Enhancing Infrastructure for GrowthDatabase 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)

Enhancing Infrastructure for GrowthAdding Virtual Machines

Using Software Load Balancer – Redirector.Added 2 Nodes to Cluster.

Enhancing Infrastructure for GrowthAdding Virtual Machines

Installed Hardware Load Balancer.Added Small Application Server for Special Use

A Clear View of the FutureUsing Maximo Data

Key Performance Indicators

Increased Report Graphics

Key Performance Indicators (KPIs)Wrench Time Vs Availability

National Average States35% is goodBest in Class is 65%Peak Industrial Solutions, LLC

Wrench Time Data From Maximo

•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.

Key Performance Indicators (KPIs)

Key Performance Indicators (KPIs)Average Completion Time by

Quarter

Key Performance Indicators (KPIs)Monitoring Backlog

Key Performance Indicators (KPIs)Non-Compliant Work Orders

Priority 1 Priority 2 Priority 3 Priority 4

Priority 1 – 4 hrsPriority 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

Key Performance Indicators (KPIs)Average Response and Completion

Times

Key Performance Indicators (KPIs)Response Times High Priorities

Reports with Graphics

Easy Analysis and Comparisons

Used for Strategic and Tactical Planning

Long Range and Daily

Must Have Support Data for Supervisor

Response

The Bottom Line For AdministratorsExample: Absence Summary

One Page, Quick View of Problem Areas…

Supporting Data for Supervisors Example: Absence Summary

Information Necessary for Supervisors to Address Issues…

Monitoring Trends Before a Crisis

Work Load Vs. OvertimeAnswers For Many Questions

•Is O/T Needed?

•Why is it Needed?

•Where is it Needed?

•Who Needs it?

Premium Pay JustificationWhere Premium Labor Dollars are Spent

Comparing Premium and Regular Pay

Sometimes Dollars and Cents Speak Louder than the Percentage

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

Costs of Regional Facilities Comparing Facility Types Across the Organization

Identifying Your Business Increase Preventive

Maintenance/Reduce Repairs

CM=Corrective Maintenance EM=Emergency PM=Preventive RM=Renovation/Routine

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

We Look Forward to Your Comments/Questions

…Exchange Ideas, Keep in Touch… Las Vegas Maximo Users Group

Web Address: http://www.tivoli-ug.org/groups?groupid=283

We Encourage Open Exchange of Ideas and Information

New Forum Added to Site

Thank you to IBM for the Invitation

Questions?

Thank You for Your Attendance

Stuart WeilerDatabase Analyst III

sweiler@interact.ccsd.net

Clark County School DistrictCynthia Atterberry

Work Management Coordinatorcatterberr@interact.ccsd.net