Taking Care of Maintenance & Repair at Hawaii's DOE


18 Νοε 2013 (πριν από 4 χρόνια και 7 μήνες)

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Taking Care of Maintenance & Repair

at Hawaii's DOE

A Case Study:

Hawaii Department of Education

Reading, ‘Riting, ‘Rithmetic ... And Repair


Common challenges

Asset management philosophy

A Case Study

Hawaii Department of Education


The solution

Maximo & Streamlined Business Processes

Crafting a Solution

The results

R&M performance improvements and cost reductions

Migration of Maximo to neighbor islands

Possible next steps


Fragmented management

Compounded inefficiencies

Vacant and underused properties

Deferred maintenance and repair

No visible priorities

Lack of actionable information

Lack of transparency and accountability

Internal Factors Demanding Change

Aging infrastructure

A public demanding higher service levels

Stringent regulations

Increased accountability (GASB 34 & 35)

Environmental, health & safety

Population growth / decline

Never enough funds

Constantly advancing technology

External Factors Demanding Change

Asset Management …Where do you start?

Organizations must first recognize a need to

Redefine missions

Clarify mandates

Rework budgets

Consolidate systems

You must identify needs and plan investments

Your organization’s capabilities and productivity
must improve

You need an integrated asset management

Assets have a lifecycle

they are planned, organized,
, upgraded and divested

Your investment in asset management should be based
on understanding the value assets generate

The goal is to:

Maximize return

Improve performance

Reduce costs

This strategy reaches across all your assets

technology and human

Asset Management … The Big Picture

Mitigated risks

More effective communication

Better service at lower cost

Increased confidence in what assets you have and its

Practical path to improve performance

Save $$

Benefits of Asset Management

Managing Public Sector Assets Is a

Complex Business

States and Municipalities are responsible for a wide range of assets:

Roads and Railways





Mass Transit

Water Management

Fire and Police

Solid Waste Services


School Systems

An In
depth Look at Asset Management for
School Systems

Repair and maintenance were handled

by the Department of Accounting and General
Services, not the Department of Education

Work order process was inefficient

Color coded, paper
intensive system

Green: Emergency Work

White: Regular Work

Multiple forms for multiple purposes

CSD 501, CSD 710, B
03, BJ2a, CIP Table R

Legacy Work Order system Centralized system
with limited access

History of School Repair & Maintenance

The system was not effective

No ad
hoc reporting capability

No query capability

Labor intensive for clerical staff and supervisors

Work orders had to be hand
carried daily

Emergency work orders faxed or called in to

Negatively affected the schools

Fax intensive

Redundant data entry

Duplicate or lost paper work

Unknown status of work requests

History of School Repair & Maintenance

School repair and maintenance functions
were transferred from DAGS to DOE

All functions and resources, including
crews were to be transferred to DOE by
July 2005

Transfer of resources did not include the
legacy work order system

Elimination of Bureaucracy Required

Revamping the System


Develop work order process

based for access by
schools and supervisors

Flexible to fit streamlined
work order process

Deployable with minimal
user support

Scalable for future
deployment to Neighbor


Improve customer service
to schools by streamlining
business processes


Develop organization
structure to best support R&M
Assimilate former DAGS
personnel into new DOE

Develop Metrics for accountability

Define KPIs to measure and track performance

Do all of this in
6 months


School buildings

Reduce $500 million
estimated repair backlog

Complex Transition with a Fast

Approaching Deadline

DOE initially considered contracting for a custom built solution for
Work Orders

TRM helped assess the schools’ business needs and technology

Economic decision to implement Maximo

Ability to implement system in six months

wide system allowed for future growth and scalability

Best practices out of the box

Minimum Maximo configuration required

Any customization could be implemented rapidly with

The Solution:

Assessing Technology Needs

School Work Request Screen

The Solution:

Maximo & Streamlined Business Processes

Work Order Tracking Screen

The Solution:

Maximo & Streamlined Business Processes

Flexible, practical, experiential regional training

Elimination of redundant, manual, work repair order

Direct, immediate, data entry and processing requiring
far fewer work hours

The Results:

Maximo Changed The Way People Work

Maximo provided the DOE the capability to
track the accountability of work

Visibility of all work orders submitted for
all schools on Oahu and Neighbor Islands

Repair & Maintenance process time reduced

Reduction of clerical work

Quicker response to work orders

Easy input for schools

The Results:

Transparency and Performance

School employees were empowered to take control of

work flow

Workers’ time and efforts were maximized

Higher volume of Work Orders were completed on a timely basis

Response times improved

Proactive maintenance resulted in cost reductions

Eliminated paper process

“Manageable work” order process

The Results:

Effective Work Order Process

Star Bulletin Article, Sunday Dec 11, 2005

The Results:

Pleased Constituents!

What’s on the Horizon?

Equipment migration to Maximo

Implementation of tools application

Implementation of inventory
management module

Implementation of transportation

Exploring the use of facilities
condition assessment module in

Continuing to Drive Value with Maximo