Most people know the importance of Preventive Maintenance, but it can be hard to justify and hard to implement. In this session, you will learn how to justify your PM program by preventing costly mechanical failures, extending the life of your equipment, and reducing energy expenses.

1. Setting Standards, Proving Results and Preparing for the Future
Developing a Facilities Vision

2. Why Does Facilities Maintenance
Matter?
The appearance of your school facilities says a lot
– A positive relationship exists between school
conditions and student achievement and behavior
– Students who attend schools in poor condition score
lower than those attending schools in excellent
condition
– Physical conditions have a direct effect on instructor
morale, sense of personal safety, and feelings of
effectiveness in the classroom
– The condition of a campus affects the decision of
parents’ prospective students to matriculate at a
district, school or college/university

3. Internal Departmental Challenge: What causes
facilities problems?
• Inadequate funding
• Inadequate staff training
• Need for more staff
• Inefficiencies
• Doing the “Status Quo”
• Low Moral
• No time or tracking method for PM

4. Outside Forces = Challenges
• Buildings and Equipment deteriorate
• Decreased Public Investment
• Voided Warranties
• Deferred maintenance
• Customer Expectations

5. Facilities Maintenance: The Truths
• Routine & unexpected maint. demands will increase
• Huge & Costly
• More expensive to replace than maintain
• Short term vs. Long term: project demands
• An organization must PLAN to meet these challenges
• Once you’re behind it’s hard to catch up

6. How Does Facilities Maintenance
Save $$$
Unlike other investments, the return on investment for
facilities maintenance doesn’t necessarily result in increased
revenues. Instead, good facilities maintenance produces
savings by lowering:
• Replacement costs
• Labor costs
• Overhead and utility costs

7. • Get in the mindset by evaluating where you are now
• Start with Basic Life & Safety PMs
• Critical Systems
• Begin to organize by tasks and creating templates.
• Relate PMs to important Equipment.
• Improve communication to your organization
• Expand your PM program to routine work
• Analyze Data and Execute Plan
• Continue to reevaluate your program and share results
• Save Energy
Good
Better
Best
Best Practices: A Good, Better,
and Best Approach

8. Preventive Maintenance
Pay me now or pay me later
An ounce of prevention is worth
a pound of cure
Change the oil or change the
engine – you choose

9. PM impact on Overall Costs:
SchoolDude PM All Stars enjoy:
• 50%-65% reduction in emergency work
• Lower cost per work order - Avg. Cost per work
order being 28-39% less

10. PM impact on Emergencies !
PM Master cost reduction = 37.3% less costly
PM Master rate of emergencies = 51.5% reduction

11. PM Impact on Capital Needs
PM Masters extend equipment life by 16-25%
PM Masters extend Roof and HVAC System Life by
2 years (conservative figure)

12. PM impact on Energy Efficiencies
• Energy Expenses account for 32% of operating
budgets – *AS&U M&O Cost Study
• 50-60% of energy costs savings available
through M&O improvements - *Stanford, UCLA,
Cornell, RMI Study

14. Use Your Tools
• Software and Technology are an
important tool in your toolbox!
• Let technology be part of your
respected methodology
• Gone are the days of “I think” or “I
feel”

15. Paperless Work Flow
Repair
Requesters
M&O or IT
Supervisors
Technicians
Track and
Communicate back
to Requester Site Approval
and

16. Security Roles & Automatic Routing
• Requesters
• Site
Administrators
• Technicians
• Supervisors
• System
Administrators
Keep it simple, or use a chain-of-
command

17. Request Form – anytime, anywhere
Instant email updates
Summary view
Simplify
Processes

18. Utilize New Request Routing

19. Simplify Processes
• Quick view of the current state
• Access, assign and move on

20. Simplify Processes
• What was done to correct the issue
• How much time was spent

21. Easy Reporting

22. Easy Reporting

23. Easy Reporting

24. …now some impacts appear…

25. …and more insight is provided.

26. Perception is Reality
Now is the time to be at the table
Market your M&O department
Data is the foundation of power
Perception
GapWhat you do
What others
think you do

27. Have You Ever Asked for Money or Staff?

28. Success is a 4 Step Process
Start at Step 4 and You Fail!
1.
2.
3.
4. Present your request for staff and
money

29. 4 Step Process to Get the
Resources You Need
1. Improve your image
2. Establish a respected methodology
3. Educate the decision makers and
decision influencers
4. Present your request for staff and
money

30. 4 Step Process to Get the
Resources You Need
1. Improve your image
2. Establish a respected methodology
3. Educate the decision makers and
decision influencers
4. Present your request for staff and
money

31. Why Technology is Critical
to Your Success
Change your image by leveraging Information
Change your image by high interaction with your
customers
Enables you to be Proactive, not Reactive
Establishes a “respected methodology” which
earns you Respect
Manage Processes – not problems

32. Evaluating the Maintenance Program
After demonstrating their support of maintenance,
it is fair for stakeholders to expect the
maintenance program to show results
Establish measurable baselines against which
progress can be measured (e.g., average time it
takes to complete a work order, average cost/ft2, etc.)
A good computerized maintenance
management system can provide
evaluation data
(work orders, energy usage, etc.)

33. Benchmarking: Measurable Components
(Walking around knowledge)
• Gross maintained building square footage
• Gross maintained/mowed acreage
• Total cost of maintenance
• Total cost of maint / cust inventory
• Cost per square foot
• Cost per student
• Average days to complete work orders
• Employee performance

34. SCHOOLDUDE 34

35. SCHOOLDUDE 35

36. SCHOOLDUDE 36

37. SCHOOLDUDE 37

38. SCHOOLDUDE 38

39. Go Tell Your Story
Executive Meetings
Dean Councils
Community Councils
Board of Trustees Meetings
Staff Meetings
News Flyers
Poster Boards
Coffee Table book
Customer Forums
Intranet or internal webpage
Social Media

40. Keep It Relatable
Most people can’t related to an acre or a square foot…
Show your efforts as:
• We clean the equivalent of x houses per day
• We cut the equivalent of x football fields a month
• We swept x miles of sidewalk this year
Show your savings as:
• We saved x number of jobs
• We saved x amount of books
• We added x amount of revenue per student
• We saved the equivalent of x SUVs in greenhouse gas

41. Take Home
• PM pays – the journey is worth it
– Reduces emergencies 50%
– Reduces corrective work
– Reduces costs
– Improves service levels
• The journey is not easy
– Take one step at a time
– It takes time to shift the cycle

42. SchoolDude.com Client Services
Lifetime Training and Support!
Office: 877-883-8337
Email: support@schooldude.com
Questions?
Contact Us!