Taking Care of Maintenance & Repair at Hawaii's DOE

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Nov 18, 2013 (3 years and 8 months ago)

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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



Overview


Common challenges


Asset management philosophy


A Case Study


Hawaii Department of Education


Challenges


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

Agenda


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
change


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
system


Assets have a lifecycle


they are planned, organized,
acquired,
maintained
, 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


physical,
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
condition


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


Facilities


Fleets


IT


Aviation


Mass Transit


Water Management


Fire and Police


Solid Waste Services


Utilities


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
Foreman



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

TECHNOLOGY

Develop work order process

Web
-
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
Islands


RESULT

Improve customer service
to schools by streamlining
business processes

HUMAN

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

Develop Metrics for accountability

Define KPIs to measure and track performance

Do all of this in
6 months
!!

PHYSICAL

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
options


Economic decision to implement Maximo


Ability to implement system in six months


Enterprise
-
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
RulesManager






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
system


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
Maximo











Continuing to Drive Value with Maximo

Questions?