Leveraging Maximo for Data Driven Decisions In the Nation’s 5th Largest School District Topics About Clark County School District

Leveraging Maximo for Data Driven Decisions In the Nation’s 5th Largest School District

Topics

• About Clark County School District

• Using Maximo to Handle a Broad Variety of Work

• Maximizing Performance While Minimizing Costs

• Enhancing Infrastructure to Serve Growing User Base

• A Clear View of the Future: Using Maximo Data to Plot a Course

• Projects in our Future

About Clark County School District

• 392 Sites State-of-the-Art Sites

• 357 Schools, 35 Administration Sites
• Averaged 5 New Facilities per Year

• 8,000 Square Miles

• 34, 927, 142 Square Feet of Building Space

• Largest School District in the Nation to be ISO Certified (Since 2005)

About Clark County School District Wide Variety of Specialties

• General Repair: Carpentry, Paint, Roofing, Flooring, Glass

• Mechanical Repair: HVAC, Kitchen Refrigeration, Food Plant Refrigeration, Electrical, Plumbing, Energy Monitoring

• Exterior / Structural: Fabrication, Furniture Repair, Asphalt/Concrete, Fence/Playground

• Equipment Repair: Audio Visual, Fire Systems, Industrial Equipment, Office Machines, Hardware/Locks, Clocks/Intercom, Musical Instruments

About Clark County School District Wide Variety of Specialties

• Grounds/Landscaping

• Security Systems/Closed Circuit Television

• Warranty Management

• Telecommunications

• Pest Management

• Environmental Services

• Special Response and Repair: On-Site Building Engineers, After Hours Engineers, Mobile Maintenance Vans, Technology and Networking

• Shares Data With: Risk Management, CCSD Police , CCSD Board of Trustees

Most Importantly our Top Consideration Is… Our Customer’s Safety and Comfort

• 1500 Active Maximo Users Including 450 Craft Technicians

• School District Staff of 37,341 Personnel

• Student Population of 310,000 Children

Using Maximo to Manage a Variety of Work Orders

• Check Boxes

• Color Coded Work Order Lists

• Work Flow Refinements

Check Boxes For Highlighting, Routing, Reporting

• Special HVAC Requests

• External Agency Inspection Findings

• OSHA, Health Department, Fire Departments

• Quality Assurance/Quality Control

• Global Energy Initiatives

• Inspection Required Prior to Completion

• Caused by Vandalism

• Bond Funded Work Request

Color Coded Work Order Lists

Color Coded Work Order Lists

Color Coded WO Lists

Work Flow Refinements

• Review Work Flow Yearly for Modifications Needed

• Solicit Suggestions/Comments From Users

• Ensure Continual Improvements to Process

Work Flow Refinements

• Use Checkboxes Created in DB to Route WOs

• Use Workflow Actions to Reduce Manual Actions

• Increase Efficiency and Reduce Unnecessary Steps
• Reduce Staffing Needs if Necessary

• Use Roles not People (People Change)

• Review and Adjust Limits (PR / POs)

• Monitor for Old Active Records and Remove Them

Enhancing Infrastructure for Growth

• Increasing Memory

• Storage Area Network

• Database Operating System Upgrade

• Adding Virtual Machines

• Hardware Load Balancer

Maximizing Performance/Minimizing Costs Dispatch Whiteboard

• Runs (3) Queries From Maximo Database

• Does Not Require Log-in to Maximo

• Used by Administration at all Levels

• 24 Hours of High Priority Work Orders in Real-time

• Reduces Status Update Requests

• Accessible Anywhere in CCSD Intranet

• Shows Technicians Dispatched

• Runs in asp.net in a Microsoft IIS

Dispatch Whiteboard Runs SQL queries on asp.net through the Maximo database to a Microsoft server

Electronic Dispatch Whiteboard Instant statistics / real time updates

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution

• Budget Could not Support Hardware for Best in Class Mobile Maximo

• Technology Consideration: Cost vs. Benefits

• Questions we Asked Ourselves…

• Could Existing Devices Assist Users?
• What Information Would be Collected?
• What Information Would be Sacrificed?
• Who Would Test and Evaluate?
• Follow Up: Did we Benefit? Should we Expand Usage?

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution

Maximizing Performance / Minimizing Costs Using Existing Equipment for a Mobile Solution

Maximo Enterprise Adapter (MEA) Interface by Electronic Data Inc. (EDI) Blue = Validated Red = Problem

Maximizing Performance / Minimizing Costs Communication With Customers

• Customers Receive Our Feedback

• Training, Help Desk, Bulletins, Site Visits, Newsletters, Maximo Communication Templates

• Maintenance Receives Customer Feedback

• Web Site Survey Links, Job Completed Survey, School Administrative Council Meetings

• Increased Communication helps to:

• Continuously Improve Our Service
• Continuously Improve Data Quality and Relevance

Maximo Generated E-Mail When SR is Resolved Sends Online Survey

• Maximo Generated E-Mail When SR is Resolved Sends Online Survey

• Web Site Link to Customer Survey for Other Issues

• Survey Data Compiled by Staff. Unsatisfied Customers are Personally Visited by Administration

Maximizing Performance / Minimizing Costs Communication With Customers

Enhancing Infrastructure for Growth

• Increasing Memory

• Storage Area Network

• Database Operating System Upgrade

• Adding Virtual Machines

• Hardware Load Balancer

Enhancing Infrastructure for Growth Increasing Memory

Enhancing Infrastructure for Growth Storage Area Network

• Allowed for Real Time Access of “Archived” Records

• Alleviated Need to Offload Historical Records

• Went From 85% of Capacity to 2% of Capacity

Enhancing Infrastructure for Growth Database Operating System Upgrade

• From Oracle 10.2.0.1 to 10.2.0.5

• Summer of 2011: Oracle 11g Upgrade

• Problems

• Core Dumps in Alert Log
• Cursor Sharing Errors
• Custom Script From Oracle Patch-Team (Remedied)

Enhancing Infrastructure for Growth Adding Virtual Machines

Enhancing Infrastructure for Growth Adding Virtual Machines

A Clear View of the Future Using Maximo Data

• Key Performance Indicators

• Increased Report Graphics

Wrench Time Data From Maximo

Key Performance Indicators (KPIs) Monitoring Backlog

Key Performance Indicators (KPIs) Non-Compliant Work Orders

Key Performance Indicators (KPIs) Average Response and Completion Times

Key Performance Indicators (KPIs) Response Times High Priorities

Reports with Graphics

• Easy Analysis and Comparisons

• Used for Strategic and Tactical Planning

• Long Range and Daily

• Must Have Support Data for Supervisor Response

The Bottom Line For Administrators Example: Absence Summary

Supporting Data for Supervisors Example: Absence Summary

Monitoring Trends Before a Crisis

Work Load Vs. Overtime Answers For Many Questions

Premium Pay Justification Where Premium Labor Dollars are Spent

Comparing Premium and Regular Pay

Reported Labor Under 20 Hours Per Week

Costs of Regional Facilities Comparing Facility Types Across the Organization

Identifying Your Business Increase Preventive Maintenance/Reduce Repairs

Projects Still in the Hangar

• VFA Integration Using Asset Fusion for Maximo

• Identifying How Many Classrooms are Down for Maintenance

• Workflow Revision: Change Service Request Flow

• Upgrade to Latest Version Of Maximo

• Integrate Maximo to SAP Purchasing Module

We Look Forward to Your Comments/Questions …Exchange Ideas, Keep in Touch…

• Las Vegas Maximo Users Group

• Web Address: http://www.tivoli-ug.org/groups?groupid=283

• We Encourage Open Exchange of Ideas and Information

• New Forum Added to Site

• Thank you to IBM for the Invitation

Questions?

Thank You for Your Attendance