Humble ISD, TXLeigh Ann MontgomeryCoordinator of M&O Business Services
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Matt will do introductions and hand off to Martha.
This program is made possible by:
Reality Check
High Expectations
Limited M&O Budgets/Staff
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We live in a time of great expectations. In a world where you can microwave a meal in minutes, buy something online in seconds and send messages instantly, your internal customers and stakeholders now expect that same level of efficiency, responsiveness and instant access to information from your maintenance and operations team. After all, they can track a package or even a pizza delivery online…so why not a maintenance work request? But while expectations and demands are increasing faster than ever… your resources are more strained as you continue to face the impact of budget and staffing cuts, increasing workloads and deferred maintenance.
This program is made possible by:
Stretched too thin
• More work to do with less staff• Square feet maintained by FT custodian
– Increased 20% in K12 schools– Increased 16% in colleges/universities
• At Humble ISD• Maintain 120,000 sq. ft. per maintenance employee (above state average of 70,000)
• Clean 29,000 sq. ft. per custodian (above state average of 22,000 sq. ft.)
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As an educational professional, you know how difficult it is to ensure that you’re maintaining a high level of facility quality that supports student learning, while still dealing with the repercussions of some of the biggest budget and staffing cuts in history. Your team is being stretched too thin as you are required to maintain additional facility space, equipment, grounds and more with the same or smaller staff. For example, AS&U’s 38th Annual Cost Study indicates that the number of square feet maintained by full time custodians has increased significantly, rising 20% for K12 schools and 16% for colleges and universities. And take a look at the tremendous extra effort that’s being put forth by the maintenance team at Humble ISD, the district of Leigh Ann, our speaker for today. They’re maintaining and cleaning amounts of square footage well above the Texas state average, and Leigh Ann is going to share with you how efficiency gains from SchoolDude have helped make that possible.
This program is made possible by:
Shrinking Resources
• 81% of educational organizations say they are inadequately funded
• 36% of staffing cuts come from maintenance
• 36% reduced custodial services
• 51% deferred maintenance5
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Research from AS&U and AASA indicates that most schools, colleges and universities across the nation are dealing with the negative impact of inadequate funding. This includes layoffs of staff needed to sustain optimal levels of maintenance, as well as the resulting decrease in services and increase in deferring needed maintenance of facilities and equipment.
This program is made possible by:
The Perception Gap
Perception Gap
What others think
you do
Wha
t You
Do
“As a Maintenance Department, we have to do more with fewer personnel due to budget constraints.
With the current climate of outsourcing services to reduce costs, we have to continually showcase our worth.”
Sandy MarinosGlen Rock BOE, NJ
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Increased deferred maintenance means more work and stress for your M&O team because the repairs and routine maintenance you’re forced to delay or neglect result in a higher frequency and severity of problems, as well as higher repair costs in the long-run. As a result, you are constantly battling the Perception Gap between the large volume of work your M&O team is actually performing versus the smaller amount of work that your administration and internal customers can actually see – the specific requests they’ve sent to you, how quickly the work was completed and how you communicated with them.
The behind the scenes nature of many of your facility maintenance tasks is part of the reason for this challenge, and that is compounded by shrinking resources and increasing deferred maintenance. People begin to notice problems and what isn’t getting done more than they notice how hard your team is working to maintain services levels despite cutbacks. As deferred maintenance rises, the perception gap increases, and this greatly reduces your customers’ and stakeholders’ satisfaction with your service levels and the quality of the educational environment. Clearly you can’t afford to ignore this correlation, but what can you do to address these issues with limited resources?
This program is made possible by:
Increasing Efficiency is the Key!
• Increase M&O Efficiency and achieve savings
• Saving Time = Saving Money
• Improve efficiency >20% by streamlining work order processes
“Our customers are pleased with how much faster their issues are being taken care of, and they stay informed with the work order status notifications
MaintenanceDirect provides.”Leigh Ann Montgomery – Humble ISD, TX
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You need to leverage technology for increasing the efficiency of your work order process, because it creates time and cost savings that help you maintain a quality learning environment despite staffing and budget cuts. Using a software system to eliminate work order process inefficiencies is a quick and effective way to improve productivity because it saves your staff and technicians time that can be reallocated to addressing other critical operations issues, such as preventive maintenance on your facilities and equipment, and it helps you get more done with your current resources. You can also document the severity of your maintenance backlog and show your administrators its significant impact on daily operations and long-term costs.
This program is made possible by:
Eliminate Inefficiencies
•Verbal Requests
• Interruptions
•Forms / Faxes / Emails
•Calls / Interoffice Mail
•Duplicate / lost requests
•Slow response time
•Poor communication
•WO approval / assignment
•Data entry
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There are a lot of time consuming inefficiencies that a more effective work order process can help you eliminate. A paper work order process often moves at a snail’s pace, with duplicate or triplicate forms slowly trickling back to your office by fax or interoffice mail. Then the forms are manually routed around your office for approval, handed to a technician for assignment, and manually entered into a tracking system. And of course sometimes these requests get lost somewhere and fall through the cracks. There can be a lot of inefficiency in the work request process as well. Without an efficient process for teachers, faculty, staff and administrators to easily submit maintenance requests and get updates back from you about the status of their requests, you get a lot of repeat questions and frequent interruptions…whether it’s phone calls, emails, or your team getting stopped in the hall. All these inefficiencies slow you down, reduce productivity and increase the amount of time it takes for you to respond to work requests.
This program is made possible by:
MaintenanceDirect can help you…
• Reduce calls, emails and data entry• Receive work requests immediately online instead of
waiting for hard copies• Automatically route work requests for approval • Automatically dispatch work to field technicians • Automatically notify requesters when work is complete
Save 30‐minutes per Work Order!!!
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Using an online work order system like MaintenanceDirect, you can save at least 30-minutes per work order by enabling requesters to submit work directly to you online and receiving their requests online the instant they’re submitted. You can automatically send the requests to the right person for approval and dispatch them to a technician for completing the job. And you can also keep your internal customers updated about the status of their work requests with automatic notifications. MaintenanceDirect provides these efficiency improvements, helping you save administrative time and respond to work requests more quickly, as well as improve customer service for your internal customers.
This program is made possible by:
Using online work requests with MaintenanceDirect
“We have reduced time spent entering work orders, improved communication with requesters and eliminated lost paperwork.”
Leigh Ann Montgomery – Humble ISD, TX
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Let’s take a look at actual efficiency improvements achieved by your peers who are using MaintenanceDirect and have enabled their internal customers to submit work requests online. More than 60% indicated they had increased productivity and efficiency, as well as reduced data entry and interruptions. More than ¾ of the MaintenanceDirect clients we surveyed indicated they had improved accountability for work requests, and nearly 90% shared that they had improved communication and service levels for their internal customers. Clients using online work requests also increased the accuracy tracking of the amount of work they are actually performing as much as 50%.
This program is made possible by:
How much $$$ could you save?
• Average school processes about 1 work order per student annually
• MaintenanceDirect reduces time to complete each work order by at least 30 minutes
(# of students x 30 minutes) 4000x30 2000 hours60 minutes 60 saved annually
Multiply annual hours saved by your hourly labor rate –that’s how much $$$ you can save!
www.schooldude.com/wosc
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Let’s review a quick example of how efficiency savings translate into actual budget savings. The typical educational organization processes 1 work order per student per year. And using MaintenanceDirect to do that can help you achieve efficiency improvements that reduce the time needed to complete each work order by 30 minutes or more. So you can calculate your annual savings in hours by multiplying your number of students by the 30 minute savings and dividing by 60 minutes, one hour. In this example, a 4000 student organization would save approximately 2000 hours annually. Then you can calculate your budget savings by multiplying your hours saved annually by your hourly labor rate. A 4000 student institution with an average $25.00 labor rate would save $50,000 a year!
This program is made possible by:
Save Time and Money with Mobile Work Order Management
Speaker:
Leigh Ann Montgomery – Coordinator of M&O Business Services
Humble ISD, TX
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I am pleased to introduce you to your peer speaker for today, Leigh Ann Montgomery from Humble ISD in Texas. Leigh Ann has been with the district for 16 years, starting out as a high school co-op student in the Operations and Grounds Department and currently serving as the Coordinator of Maintenance and Operations Business Services. Leigh Ann shared with us that she enjoys supporting learning through the service aspect of her role, but there just never seem to be enough hours in the day! So her team is always looking for ways to do their jobs more efficiently on a tight budget. Today, she’s going to share how MaintenanceDirect has helped her, and her entire department, deal with those challenges – including how they’ve added iPads to their work order process. Leigh Ann – can you get started by telling us a little more about the district and your team?
This program is made possible by:
Humble ISD, TX
• 38,000 students• 6+ million square feet of building space• 823.45 acres of grounds• 5 high schools, 8 middle, 27 elementary• 6 support facilities• 4,526 district staff
• Received 28,829 work orders in FY ’11‐’12• Received 19,675 in FY ’12‐’13 to date
This program is made possible by:
Humble ISD, TX
• M&O has 12 para‐educators and 45 hourly techs• $1.16 per sq. ft. operations cost (more efficient than the state average of $1.33)
• Maintain 120,000 sq. ft. per maintenance employee (above state average of 70,000)
• Clean 29,000 sq. ft. per custodian (above state average of 22,000 sq. ft.)
• Communication, tracking and accountability• Needed to improve data integrity and tracking• Needed better, simpler reporting• Time consuming work order process
• Printed work orders for techs• Manual data entry to create, update and close
• No follow up communication with other departments on their requests
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Can you explain the challenges you were dealing with?
This program is made possible by:
Solution: MaintenanceDirect
• Web‐Based: accessible online to staff, technicians and requesters
• Saves Time: requesters submit requests themselves; we can respond to requests more quickly
• Improves Communication: requesters get status updates and can check status online
• Reporting: easy to generate for data driven decision making
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With those challenges, what were the benefits and process improvements you were hoping to achieve with MaintenanceDirect?
This program is made possible by:
Managing Change and Implementation
• Set up training for all users – work requesters, work approvers and technicians
• Showed requesters how it helped us respond faster and keep them in the loop
• Dedicated time to helping technicians transition to a computerized process
• Demonstrated communication and efficiency improvements to all involved
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Can you explain how you managed the transition from your previous work order system to an automated, online work order process, and also share how you got everyone to buy in to the new system?
Improved accountability• Improved data tracking and integrity – work orders
don't get lost
• Improved communication with requesters – check work status online and get email notifications; they love seeing what we are working on for them
• Able to track and document work order progress• Easily generate reports
o Show administrators how efficient and productive we are
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Once you implemented MaintenanceDirect and got everyone on board with the new request and approval process, how did it help you improve accountability?
This program is made possible by:
Achieving Savings
Improved efficiency: Saving Time = Saving $$$
• Reduced work order processing time• Receiving requests online• Allowing requesters to check work order status online• Reduced data entry time
• Shortened response time for completing repairs; puts department in a positive light
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Once you implemented MaintenanceDirect and got everyone on board with the new request and approval process, how did it help you improve efficiency?
This program is made possible by:
iPads – The Next Step in Efficiency
Goal – save more time!• Further reduce data entry & response time• Dispatch new work orders to techs throughout the day
• Improve techs’ accountability for time and completing work
• Close work orders in a timely fashion• Use camera for pictures of parts, damage, product tags, etc.
This program is made possible by:
iPads – The Next Step in Efficiency
Implementation• Why iPads – user friendly, no network login/out,
protective coverings, size/readability
• Started with test of 10 iPads• Got board approval for 35 more despite a funding
freeze – technician showed board how using the iPad made him more efficient
• Technician training– Checkout iPad for the weekend– Printed training documents– Share tips and tricks at monthly meetings
This program is made possible by:
iPads – The Next Step in Efficiency
Achieving more savings • Reduced paperwork and data entry• Eliminated lost paperwork• Improved data accuracy
– Tracked 49,096 work orders (post iPad rollout) from 7/11/12‐2/28/13 compared to 10,599 the previous year (pre iPad rollout)
• Able to communicate with and dispatch work to technicians in the field – quicker response time
• Improve accountability – techs enter their time and close work orders
• Easy access to work order history
This program is made possible by:
Reports and Accountability
• Easy and quick report generation
• Show administrators how efficient and productive the maintenance department is
• Access historical information on completed work
• Evaluate performance and productivity –work by trade, work in progress, reports on rooms and equipment
This program is made possible by:
Work In Progress
This program is made possible by:Transaction Costs
This program is made possible by:
Achieving More Value and Savings
• Integration with InventoryDirect – account for inventory items and cost used on each work order
• Integration with FSDirect for facility scheduling– For campus sponsored events, service providers can create work orders to complete and record their labor hours
• Integration with PMDirect for preventive maintenance – Saving money with proactive maintenance that extends equipment life
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In addition to MaintenanceDirect, your are also managing your inventory, preventive maintenance program and facility scheduling processes with SchoolDude’s systems. Can you explain the benefits of using the systems together?
This program is made possible by:
Executive Overview of SchoolDude’s MaintenanceDirect Work Order System
The nation’s #1 maintenance management system
for educational organizations
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Applications Engineer – Matt Lightner will provide an executive level overview of MaintenanceDirect, SchoolDude’s work order management system.
This program is made possible by:
This program is made possible by:
This program is made possible by:
More Insight
• The presentation and a recording of today’s webcast will be available online tomorrow at:www.schooldude.com/resources
• Don’t miss these resources:• Old Dominion University (MaintenanceDirect Case Study)• An Ounce of Prevention is Worth a Pound of Cure (PM white paper)• Achieve Savings with Audit Accountability (Inventory webcast)• Work Order Savings Calculator: www.schooldude.com/wosc
For additional resources, we encourage you to go to www.schooldude.com/resources/ where you’ll find more resources such as additional presentations on facility excellence, articles and files on maintenance best practices, and links to related websites.
