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Janet Spencer and Galen Winchip April 2016 FMMUG - 2016

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Janet Spencer and Galen Winchip

April 2016

FMMUG - 2016

Key Accomplishments

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Two Universities, 50+ combined years:

� Three CMMS systems

� Implemented two CMMS systems

� GL interfaces

� Dimensional data warehouses

� Mobile utilities meter reading/billing

� Carpool reservations/billing

� Work planning and execution management

� Refrigerant tracking

� Mobile warehouse management

� Time and attendance/payroll

� Payroll interfaces

� Financial and accounting integration

� Budget reporting and management

� Purchasing/receiving/accounts payable

� Accounts payable reconciliation

� Payroll reconciliation

� Reporting and data analytics

� Asset data management

� PM program management

� Education and training

� Process improvement

� Shop inventory management

� Job estimating and costing

� Contractor services

� Mobile work management

� OMNI Class implementation

� Lost time injury/workers comp tracking

� Call center operations

� Heavy equipment reservations and billing

� Automated recurring financial transactions

Impetus

Joel Schriever, AVP of Operations

(May 2010- July 2014)

� Maximo

� Transactional data is

insufficient

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Assessment Process

� Interviews

� Hands-on testing

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Assessment Findings

Conclusion: Maximo mobile design was a poor “fit”.

� Design of Maximo mobile assumed best maintenance practices

� Plan and assign work well in advance

� Download to mobile and don’t touch during the day

� Upload and assess progress at shift end

� Operational reality

� High volume of small unplanned work

� Frequently urgent

� Changing work assignments

� Developed look/feel prototype that was well received

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Mobile Interface Wish List

� Supervisors

� Real-time execution feedback

� Easily assign one or more engineers

� Quiet the engineers’ rumblings

� Maintenance Engineers

� Simple intuitive interface

� Prioritized work queue

� Work order and asset details

� Start/stop clock

� Daily timesheet

� Real-time success/fail feedback

� Create work orders and follow-ups

� Easily “share” work order with co-worker

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Re-Facing: Alternate, narrowly focused, user interface

“Make it so easy they won’t want to do it any other way.”

1) Limited scope/task-specific interface

2) Legacy application remains unchanged

3) Small and simple – focus is on user interface and business rules

4) Forces the “one best way” without extensive SOP’s and training

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Pure Web Application

� Client needs only a web browser

� Coded in Java

� Directly queries Maximo database

� Updates via SOAP messages to Maximo Business Objects

� Maximo does not know the mobile application exists

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Demo

Work Order Life-Cycle

1. Create work order

2. Assign and approve

3. Clock-on

4. Find and assign a helper

5. View asset specs and history

6. Clock-off

7. Complete work order

8. Close work order

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Implementation

� Pilot implementation electrical shop

� Phased in other shops one-by-one over

about six months

� 24X7 usage, about 175 users

� Limited capabilities when Maximo is

down

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Tangible Business Benefits

� Performance Indicators

− Backlog reduction

− Cycle time reduction

− Increase in work order volume

� Mobile Application Transactions – monthly averages

− 750 new/follow up orders

− 2,500 comments

− 5,400 status changes

− 94% of the labor transactions

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Work Order Backlog – 33% reduction

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0

100

200

300

400

500

600

700

800

May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr

# of Orders Work Order Backlog

400

600

2014 2015

Work Order Cycle Time – reduced by a factor of four

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0.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

4.5

5.0

May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr

# of Days Work Order Cycle Time

0.8

2014 2015

3.2

New Work Orders – 33% increase

14

0

200

400

600

800

1,000

1,200

1,400

1,600

May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr

# of Orders New Work Orders

1,250

2014 2015

900

Intangible Benefits

� Everyone is much more satisfied

− Maintenance Engineers

− Supervisors

− Directors & AVP

� Easily create special applications

− Improve productivity and data quality

− Simplify complex, awkward or error-prone activities

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Contact Information

Galen Winchip

[email protected]

309-706-6490

Janet Spencer

[email protected]

217-493-9166

With Special thanks to:

Adam Davis, of Asset Partners, for technical support, and advice.

[email protected]

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Questions

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