Maintenance Direct

District

Self-Assessment

How to evaluate your districts’ usage of Maintenance Direct

Analysis of the FIMS Maintenance Direct module is broken down into three specific stages, Implementation, Execution and Data Analysis. These stages all identify tasks that the district must accomplish to attain a score of one (1.0) per stage. Therefore, Maintenance Direct has a maximum score of three (3.0) in ¼ or ½ point increments. The explanation of each stage is defined and the methodology to extract this information from your districts’ Maintenance Direct account is explained in the text that follows.

Level 1.0 - Implementation Stage

  • Work Flow Process identified and Account Setup using the NM Standards and all relevant district information. (possible .5)
  • Personnel trained on software use. (Requesters, Site Administrators, Technicians, etc.) (possible .5)

Level 2.0 - Execution Stage

  • Received Work Orders from Requesters at all district locations. (possible .25)
  • Assigned Work Orders to responsible parties for work completion ( possible .25)
  • Completed and/or Closed all maintenance work orders completed by district staff, documenting all labor and Materials( possible .25)
  • Completed and/or Closed all maintenance work orders completed by contractors, documenting all contact costs. ( possible .25)

Level 3.0 - Data Analysis Stage

  • Developed Standardized Charts for Data Trending. ( possible .25)
  • Established processes to analyze data in making data driven decisions.

( possible .25)

  • Track Work Order Backlog and can acknowledged all Work Orders older than 60 days. ( possible .25)
  • Made and can provide 3 examples of utilizing the MD data for decision-making. ( possible .25)

Instructions for District Self-Assessment:

MD Level 1 (Implementation Stage):

  • Are all Requestors, Technicians. Supervisors and Back –up Administrator trained in Maintenance Direct? (.5)
  • Go to Locations is theMEM Count and Square Ft updated for FY?
  • Verify Student Counts and Square Footage in your Locations (.5)

(1.0 Score if Yes to both topics and system is ready)

MD Level 2 (Execution Stage):

Each district is different and dependent on it own unique processes,the following checks should reflect the districts’ system.

  1. Requestors utilizing system to process Work Requests
  2. Work documented Completely on Work Orders
  3. Status d. Action taken g. Contract costs
  4. Purpose e. Labor Hrs. h. Assigned to
  5. Craft f. Materials
  6. Monitoring and Controlling Data Quality

From the Home page under Information Analysis:

Check how well your Employees are processing the Work Requests and Work Orders by doing the following:

  • Click on Employees. In the Filtering box in Role select Requester and or Site Administration.Wait for Screen to refresh and then Click Print this.
  • This report provides the count of who is submitting Work Requests and shows which Requesters or Site Administrators may require more training. (.25 if Work Requests are getting into system)
  • Repeat this for Technicians /Supervisors/Administratoryou can use this information to address performance and accountability of your employees, continued training again is key to success. (.25 if Technicians and Supervisor and Administrators are processing Work Orders from Assignment to Closure)

MD Level 2 (Execution Stage) cont.:

  • Go back to Home page under Information Analysis:
  • Click on Work Order
  • In the Analysis Shortcuts click on Print Work Order Report
  • Follow these steps to pull a report, which shows what Work Orders are Closed and Complete but have no Costs associated with them.
  • Step 1: Select All
  • Step 2: Request date
  • Step 3: Multi-Select-Complete and Closed by using the Ctrl key.
  • Step 4-18: No Changes
  • Step 19: Select and Populate = 0
  • Step 20: Leave blank
  • Step 21: Summary Report 2 (Sort by Assigned Employee) Choose

Start new page when sort value change

  • Step 22: Choose PDF or Excel format.
  • Step 23:Indicate Title as Closed & Complete with 0 Costs
  • Step 24: Hold down the Ctrl key and Click Or
  • The Save Feature also allows two different options for saving your Reports.
  • The Overwrite feature allows you to overwrite your existing report.
  • The Save as Feature allows you to save your report with different criteria under a different name.

Once printed, you can strategize with each individual of your staff on how to capture the costs of Work Orders in this report. You may also need to restructure your maintenance process regarding Purchase Requisitions to capture all costs, whichinclude Labor, Materials, and Contractor costs.

If there are very few or no Work Orders in this report then you are capturing Labor, Materials (.25) and possibly Contractor (.25) costs but this must be verified by running a Transaction Report. If your district is capturing all costs then your Total Score is 2.0 to this point.

MD Level 2 (Execution Stage) cont. :

Transaction Report:

The Transactions Report in the Advanced Search allows a user to see the type of expenditures being captured in the work orders. A separate search for each Transaction Type (Labor, Materials, and Contractor)should be pulled from the system.

Transaction Report:

  • Click on Advanced Search
  • Click on Transaction Search in the Advanced Search Shortcuts
  • Select Transaction Type (Labor)
  • Multi-select Status of Complete and Closed
  • Leave all other Boxes to Include All
  • Go to the Transaction Date Boxes and populate with the date period you would like analyze.
  • Click the Search Now Button

This Report shows all Work Orders which have a Labor Transaction associated with them. Document the number of Records in this report –Click the Home tab and look at the number of Records in the Complete and Closed Status in the MD pie. All non-contract work orders should have at least one Labor Transaction (1: 1 ratio)associated with them. With this said you can now populate the following formula with the information captured. This formula will give you the

Efficiency of your district capturing Labor Costs on the Work Orders=

Total # of Records from Labor Transaction Report

Total # of Records Closed and Complete (MD pie)

Example: 780 Records from Labor Transaction Report =.8236 or 82%

947 Records Closed and Complete (MD pie)

You can run this same report for Materials or Contract Services by selecting them in the Transaction Type, however; there is not a 1:1 ratio for this type of Transaction and you will need to review the Reports to see if all Materials and Contract Costs are documented. Only by capturing all Maintenance Expenditures can a district fully understand where their resources are being expended.

Data Quality in Maintenance Direct

Data Quality is an important aspect of Data Analysis and can be monitored and corrected by looking for Blanks in any of the respective fields in the Advance Search.

Here is an outline of steps for you clean up work orders, which do not have a Craft; you can clean them up using the following steps.

  1. Go to Advance Search Link
  2. Scroll down to CraftBox
  3. Click on Blank
  4. Scroll down to Request Date and Select All
  5. Hold your Cntrl key (for Pop Up Blocker) and click on Search Now

This will pull up a listing of the work orders, which do not have a Craft associated with them.

a. Click on the first Work order #.(opens Work Order)

b.Read description of Request Description

c.Click on shortcut Budget Info

d.Populate both Purpose and Craft fields.

e.Click Back to Shortcuts

a.f.Click Save (screen should refresh and you should see a message which states (This Work Order is no longer included in the search results.
Work Order saved successfully!)

Click Next and repeat the process starting at step (b).

MD Level 3 (Data Analysis Stage):

Level 3 requires the districts to develop Measures, which are used to enhance Maintenance Operations through Data Analysis with Actions to follow. We are recommending the listed Meaningful Maintenance Measurements (M3)as a starting point, but whichever measures are used requires the District’s Maintenance Leadership to create a dialogue with PSFA Maintenance which builds a working relationship to enhance and Benchmark best practices utilized at other districts.

Measurement

If you’re not keeping score, you are only practicing.

What gets measured gets done!

Instructions for Collecting

New Mexico Meaningful Maintenance Measurements (M3)

from your Schooldude Products

Recommended Meaningful Maintenance Measurements

  1. Maintenance Costs per Student and Square Feet
  2. Maintenance Backlog

1. Maintenance Costs per Student and Square Feet:

You can gather this information by running a Location Report and selecting the following search Criteria:

Click on Location in your Information Analysis section

Click on “Print my Costs” in Location shortcuts

Step 1: Enter reporting period or Custom Date range

Step 2: Request date

Step 3: All Location

Step 4: All Status

Step 5: All Purposes

Step 6: ALL Crafts

Step 7: Summary Report (Sort by Locations)

Step 8: Print in PDF/Excel format

This Report shows all Locations and their associated Costs. If there are any Zeros in the Building Cost per Sq. Ft., ‘it is because no Sq.Ft. values have been populated in the Location. This can be corrected by going to Locations selecting the proper Location and populating the data to be a direct reflection of your district square footage.

2. Maintenance Backlog:

You can gather this information by running a Work Order Report and selecting the following search Criteria:

Click on Work Order in your Information Analysis section

Click on “Print Work Order Report”

Step 1: Enter reporting period or Custom Date range

Step 2: Request date

Step 3: Multi-Select-New Request, Work in Progress, Parts on

Order, on Hold, Waiting more info, Pending, Waiting

Funding, Deferred.

Step 4-9: ALL

Step 10: ALL

Step 11-15: ALL

Step 16-20: Leave blank

Step 21: Summary Report 2 (Sort by Assigned Employee) Choose

Start new page when sort value change

Step 22: Choose PDF or Excel format.

Step 23:Indicate Title as Work Order Backlog for (date range)

Step 24: Hold down the Ctrl key and Click Or

  • The Save Feature also allows two different options for saving your Reports.
  • The Overwrite feature allows you to overwrite your existing report.
  • The Save as Feature allows you to save your report with different criteria under a different name.

Once printed, you can strategize with your techs on how to reduce the open Work Orders in this report. This Report can help your district strive for “Customer Service Excellence” There will be Work Orders, which will be older than 60 days,and the reason for the delay as well as the new start date should be documented in the Deferral field. Some older work orders may no longer be needed or duplicates. These invalid work orders can be placed in “Void” status, thus clearing the magnitude of the district backlog.

11/14/2018