Implementing a Regional CMMS(Computerized Maintenance Management System)

Jerrard Whitten, GISP

GIS/IT Manager

Elevating Municipal Partnerships Nov. 12, 2015

Today’s Discussion

• What is CMMS?

• Project summary – history to current

• What we’ve learned

DPW Director’s Coalition

• Forum for idea sharing and problem solving

• Potential for cost savings through collective purchasing

• Desire to compare functional performance

• Collaborate on projects

Implementation of computerized system tomanage municipal infrastructure

Goals

• Better manage municipal infrastructure

• Improve service delivery through efficiencies

• Save $$ through preventative maintenance

• Compare performance statistics

• Provide mechanism for public input

• Establish platform for equipment/service sharing

Best Practices

• Regionalization of Services

• Citizen Engagement

• Transparency

• Data Standards

Process

• June 2011

Project begins,initial systems survey,desired functionality

• Provide a tool for submitting work requests both externally from citizens and internally• Record and track all work orders and work requests in the system• Assign Work Orders to projects and view project history• Track job time, response time, machine downtime and other statistics• Calculate labor, parts and material costs by work order, building, department or issue• Ability to map locations of complaints/integrate with GIS• Automatic alerts when citizen requests are approved, rejected and completed• Sort service orders by citizen, priority, region, problem type, or other user-definable filters• Easy to use, computer-based graphical interface (web-based)• Upload manuals, drawings or other documents and relate them to work orders• Provide mobile (WiFi) access to system

MVPC “CMMS” encompasses these user-defined capabilities.

Desired Functionality

Finding the “right” Application

• The “Goldilocks” criteria

Not too big (large $$, overwhelmed by options)

Not too small (lack of functionality, capabilities)

Not looking to design/build ourselves

“Just right” – robust system, desired capabilities,flexibility of implementation, competitive cost

The Regional CMMS Plan

MunicipalDPW/DPS

Project Timeline

• June 2011 – Project begins, initial systems survey, desired functionality

• Fall 2011 – Review existing applications for potential matches

• December 2011 – Applied for grant funding (CIC Grant Program)

• Winter/Spring 2012 – Application presentations to DPW Directors

• April/May 2012 – Full presentations by 4 finalists

• May, June 2012 – Product demonstration “test drive” (bake off)

• August 2012 - Selection of preferred vendor - Maintstar

• November 2012 – Re-Application for grant funding

• Spring/Summer 2013 – Grant award, establish inter-muni agreements

• Summer/Fall 2013 – Software installation, data collection and setup

• Fall 2014 through February 2015 – Onsite Training and “Go Live”

Comparing Statistics:

• Work orders by “activity” – roads, signs, trees, parks

• Work orders by type – repair, replace, install

• Work orders by division - water, sewer, drainage

• Average cost of labor/supplies for work orders by type

• Average work order time of completion by type

• Custom written reports….

Compartmentalized Approach:

Maintstar Core

GIS Data

Reports

(Other)

Public Interface

(Allows for components to be integrated as needed)

• Identify timetable and funding sources at start

• Where approvals are required, engage municipal leadersahead of time so they can be project advocates

• Establish Project Managers AND local Project Team

Lessons Learned

• DPW Directors/personnel have other responsibilities!

Lessons Learned (continued)

• Data development takes time and reorganization

• Phased approach allows for easier implementation

• Systems need to honor municipal “individuality”

Lessons Learned (continued)

Thank youFor more information: jjwhitten@mvpc.org