How to set up a preventive maintenance program using SchoolDude's PMDirect software.

1. PRESENTED BY:
5/28/2015
SET UP A PREVENTIVE
MAINTENANCE PROGRAM
WITHOUT LOSING SLEEP

2. Agenda
Why is a Preventive Maintenance program
important?
Preventive Maintenance Best Practices
4 Steps to Get Started
SchoolDude Product Overview: PMDirect

3. WHY IS PREVENTIVE
MAINTENANCE IMPORTANT?

4. Preventive Maintenance Facts
What is the difference between emergency and
corrective work orders?
Reduction in number of Emergency Work Orders when
performing Preventive Maintenance, PM?
25% reduction
Corrective work orders cost vs. PM work order costs?
2-3 Times More
The average cost of emergencies over the last 6 years?
$336 per emergency work order

5. Cost of Deferring
Studies show that there is over $500 billion
in deferred maintenance in U.S. schools
Did you know that emergency work is
typically 8 TIMES more expensive than
preventive maintenance work orders?
“Our philosophy has always been it’s easier and cheaper to maintain
than to replace.”
Ken Peterson of New Jersey’s River Vale Board of Education

6. Why PM is Important?
Save money and reduce emergencies
SchoolDude PM “All Stars” saw:
• 50% - 65% reduction in emergencies
• 28% - 37% reduction in work order costs
Reduce lifecycle costs
PM program can extend the life of a roof by 30% and
repairs for an HVAC unit can costs 3 to 4 times more
than PM costs
Improve customer service
Increases efficiency while still keeping customers
satisfied and limits classroom disruptions by completing
work when students and faculty are not in the buildings

7. Why PM is Important?
Increase energy efficiency of buildings and
equipment
Research shows PM can yield 10% energy savings from
the HVAC system
Based on American School & University (AS&U) average
energy costs per student, schools can save $10-$16 per
student/year in energy savings with a solid PM program
Improve safety and reduce risk
Schools with effective PM programs saw a 70% reduction
in insurance claims

8. PREVENTIVE MAINTENANCE
BEST PRACTICES

9. Challenges
Lack of insight
PM program was on and off
Lack of valuable data
Documentation and explanations
Renew and Replacement Decisions
Cost and longevity of equipment

10. Software Selection
Ease of use
Positive response from facilities department
Interaction with reactive work order system
Smooth transition
Data, Data, Data
How much data can be attributed to each piece of
equipment to tell the story

11. Setting Up a PM Program
1. Determine your PM plan and PM schedules
2. Determine who will perform preventive
maintenance
3. Sell your PM up to management and your
board
4. Keep it going and report on your data

12. Keeping it Going & Results
Roadmap
PM improves mapping your fiscal year plan and
expectations
Clarity
Snapshot of PM work that needs to be completed,
work load of staff, and status of critical assets
Data Driven Decisions
Breaks down the key details to assist decision-
makers

13. Feedback
What are the responses from your staff?
Faculty
Department Supervisors/Technicians
Upper Management
“We have gotten to a point where we can’t go without this system. It has
become an integral part of so many people’s jobs that we look to this
solution for quite a bit of our day to day, monthly and annual work load.”

14. Reporting & Data
Administration Reports
PM Reports
Daily work load reports
Outstanding work orders
Work orders greater than 30 days old
“Upper management love the reports that we run for them. We have several
automated reports that we have delivered right to their inboxes so that they
can stay current on things that they only want an overview of."

15. 4 STEPS TO GET YOUR PM
PROGRAM OFF THE GROUND

16. STEP 1: DETERMINE YOUR PM PLAN
AND PM SCHEDULES
“We started with just one piece of equipment, the HVAC system, and developed a
schedule for that piece. We then continued to add one new piece of equipment
over time to complete full implementation within one year.”
Paul Lund of Elmhurst College
PM”All Star” tip: roll out your PM implementation in
phases to ensure it is achievable and sustainable,
though their plans differed.

17. STEP 2: DETERMINE WHO WILL
PERFORM PREVENTIVE MAINTENANCE
Our PM All Stars dedicate approximately 30% to 40% of their team’s labor hours
to PM.
PM “All Star” tip: Develop a structure for the
distribution of work within their departments.

18. STEP 3: SELL PM UP TO
MANAGEMENT AND YOUR BOARD
PM “All Star” tip: You can get your board “on
board” by:
1) Assess if there are any state mandates for inspections or a
minimum amount of preventive maintenance required
2) Make sure your program is achievable. Highlight how PM
helps achieve the institution’s goals and meets customers’
needs.
3) Highlight how PM helps achieve the institution’s goals and
meets customers’ needs
4) Use tracking and reporting capabilities to quantify the
advantages of performing preventive maintenance in your
facilities

19. STEP 4: KEEP IT GOING AND REPORT
ON YOUR DATA
PM “All Star” tip: remaining transparent and keeping communication open
with all stakeholders, including faculty, staff, the community, the
administration and board.
Identify Key Performance Indicators (KPI) and
benchmarks that your department will use to
measure success and the impact of PM on your
budget.
• Reduction in completion time of work orders
• Reduction of total emergency work orders
• Cost of work orders
• Percentage of PM work orders to corrective work orders

20. PMDIRECT OVERVIEW

21. PMDirect Schedule Setup and Templates
Step-by-step options to setup the
“what”, “where” and “when” in
performing maintenance
Auto-filling Templates save
setup time and coordination

22. PM Forecasting & Automatic Work Generation
View
Automatic Generation

23. Sample PM Work Order
PMDirect allows the addition of a task list
that can be seen on the electronic version
and this hardcopy version

24. Being a Top Performer Takes Time…
but it’s worth it
% of PM jobs
% of emergency
jobs
PMjobs
emergencyjobs

25. Need Help Implementing Your PM Program?

26. Leveraging Dude Data to Serve You
KPI Dashboards provide comparative benchmarks
to measure your performance

27. Next Steps
Schedule a demo:
https://explore.schooldude.com/PMD-Demo.html