How often do you change the oil in your automobile ? How often do you change your heating and air conditioner filters at home? How often do you brush your teeth? Is Preventative Maintenance Really that Important?
The equipment in your facility REALLY needs to be taken care of!!!!
Increased repair costs Failure to perform Preventative Maintenance can cost you up to 50% more in: reduced life expectancy; and, How much does it cost you to NOT do Preventative Maintenance? Life Expectancy Repair Costs
4 Requirements for Successful PM 1.Commitment from leadership team and maintenance staff 2.Knowledge and understanding of PM programs 3.Appropriate financial and labor resources 4.A good computerized maintenance system or an administrative support miracle worker
Preventative Maintenance… …Supports Capital Asset Management
How do you start a PM Program? ?
Create a PM Program: 5 Steps 1.Complete an inventory of equipment to be included in your program. Assign ID tags/numbers 2.Prioritize your equipment list according to the equipments risk and how important it is to facility operations 3.Identify PM requirements for each piece of equipment
4.Develop a schedule for the PM requirements that you have identified 5.Utilize a computerized maintenance software program or manually develop schedules and PM work orders. This process is probably going to be the most difficult part of your PM development Create a PM Program: 5 Steps
5 Tips for Success 1.Assign equipment alpha-numeric codes that work for you 2.Use a data collection form for each piece of equipment 3.Prioritize PM actions as Critical, Important or Minor
4.Develop you PM program once space or department at a time 5.Try not to dwell on the enormity of the project. Take it one step at a time 5 Tips for Success
Examples of High Priority Equipment Emergency Generators HVAC Equipment Nurse Call Systems Fire Extinguishers
Examples of High Priority Equipment Water Heaters & Storage Tanks Resident Beds Food Service Equipment Medical Equipment Laundry Equipment
Important Data for Equipment PM Manufacturer name and address Date of purchase and cost Equipment life expectancy Maintenance requirements
Important Data for Equipment PM Recommended maintenance schedules Name plate data including voltage, Amps, PSI, GPH, RPM, motor frame size, etc. Belt sizes
Preventive Maintenance is an important part of your Quality Improvement initiative. It provides a documented record of work completed, costs incurred and labor expended for each piece of equipment in the PM program. A key element to Responsible Governance Without this information how can you make informed decisions? PM = Quality First
A Critical Component
In summary, an effective PM program provides a professional approach to facilities management, meeting of code and regulatory requirements and at the same time supporting your facilitys Quality Improvement initiatives. PM = Quality First
Preventative Maintenance In Action
NOW… Is Preventative Maintenance Really That Important?
Improved Communications From Hey Alex to Automated Work Requests Alex Sutherland, Environmental Services Manager Country Terrace Long-Term Care – Ontario, Canada 113-C: Leading-edge Physical Plant Management
Improved Efficiency Typical Work Request Methods Clipboards at stations 3-part NCR forms at stations
Improved Efficiency Problems with Clipboards/NCR forms Time lost collecting requests Illegible handwriting Missing detail or required information NCR forms can cost $$$ Requests get lost in the shuffle No usable work history
Improved Efficiency Computerized Work Requests Faster, easier & more accurate than handwriting a note Staff enters required detail directly Immediate pop-up notices vs only once / day pick up Saves time collecting requests Ability to prioritize & organize by location
Improved Response Time Clipboard or NCR form Requests Response time = 3-4 days Computerized Work Requests Response time = 24 hrs
Effectiveness & Accountability Most Common Work Request Method? Hey Alex! Have you got a second? Hey Alex! Did anyone tell you about… Hey Alex! Why havent you… Hey Alex!
Eliminating Hey Alex Method Not reliant on memory –- fear of forgetting Not distracted from current task Permanent record = maintenance accountability No arguments about if or when something was requested Squeaky wheel does not get the oil Better service for staff and residents Effectiveness & Accountability
Closing the Feedback Loop Eliminating Wasted Work Time
Closing the Feedback Loop Eliminating Wasted Work Time Additional Scenarios
Implementing Change Have all staff participate Ensure they understand problems with old methods and benefits of new methods Provide necessary training to all requestors Establish quality improvement goals – ie. Get response time down to 24 hrs -> then measure & monitor results Discipline – dont let people revert back to old ways – Hey Alex!
Accreditation & Regulators Before streamlining maintenance = 5 hours After streamlining maintenance = 5 minutes Increased accountability
Quality First Summary All staff accountable for requests and feedback of results Continuous Quality Improvement is practical due to reporting of results HEY ALEX!
Data-Driven Management Decisions Jim Normandin, Director of Plant Operations St. Joseph of the Pines – Southern Pines, NC 113-C: Leading-edge Physical Plant Management
Labor Tracking More time on one project means less time on other projects Expending labor in most productive way alleviates staffing shortages Labor tracking places an actual dollar value on service provided Time = Money =
In-House Labor vs. Contract Labor In-House Advantage $13-$14/hr can perform a multitude of basic tasks Can respond relatively quickly Can work independently Knows their way around campus Known to residents and staff Minimizes downtime of on-site equipment
In-House Labor vs. Contract Labor Contract/Outsource Disadvantage Basic handyman rate is approx $25/hr Schedule dictates availability Size of job and current workload determines priority Unfamiliar to residents and staff Security and safety concerns
Specialized Trade: In-House vs. Outsourced In-House Advantages In-house HVAC specialist $23/hr incl. benefits Performs PM and corrective repairs on all equipment Readily available for emergencies Can multitask when not doing HVAC maintenance
Specialized Trade: In-House vs. Outsourced Outsourced Disadvantages Average HVAC contractor rate = $75/hr Workload determines availability/priority Increased downtime for your equipment Substantial mark-up on materials furnished for repairs and maintenance of equipment
Specialized Trade: A Real Life Example A/C Example: In 2003, A/C repairs, maintenance and PM costs totalled $163,000 Addition of one certified A/C technician at $23/hr plus benefits cost $54,000 annually Total savings of $109,000 in the first year
Specialized Trade: A Real Life Example Painting Example: Contractor rate for 2000 ft 2 = $2000 In-house labor average = $800-$1200 In 2003, 24 room turn-overs completed in-house with a savings of approx $48,000
Security Multiple FTEs required to cover all shifts Avg labor rate: $ $9.00 /hr plus benefits Scheduling issues (holidays, call-offs etc) $ $11.00 /hr total No staffing issues for facility Pre-determined up front cost for contractual services to be provided In-house Security Contract Security
Inventory Tracking Tips Know what supplies you have on-hand Compare prices regularly (every 60 days) Flag items as high volume and ensure adequate stock and avoid downtime Take advantage of bulk purchase discounts Investigate nationally recognized purchasing organizations Track material costs to aid budgeting process
Equipment Tracking Tips Track existing and new equipment Record date of manufacture (usually found in serial #) as well as cost Find manufacturers estimated lifespan & recommended PM procedures Monitor warranty expiries Keep accurate records of repair history including type of repair and cost Keep up to date on replacement costs
Quality First Summary Continuous Quality Improvement Accountability Effective management of data allows you to: Offer the best service possible to residents and staff, in the most efficient way, at the best price Manage costs (inventory, utilities, equipment) Make concrete decisions beneficial to the organization Maintain and improve levels of quality
Challenges of Change Joshua Malbogat, Account Executive Windmill Software – Toronto, ON 113-C: Leading-edge Physical Plant Management Joshua Malbogat, Windmill Software Inc.
The Dance of Change Peter Senge, MIT Also author of Fifth Discipline The Challenges to Sustaining Momentum in Learning Organizations
3 Groups Challenges A)Challenges of initiating change B)Challenges of sustaining change C)Challenges of redesigning and rethinking
A) Challenges of Initiating Change 1.Not enough time 2.No help (coaching and support) 3.Not relevant 4.Walking the talk
B) Challenges of Sustaining Change 5.Fear and anxiety 6.Assessment and measurement 7.True believers and nonbelievers
C) Challenges of Redesigning and Rethinking 8.Governance 9.Diffusion 10.Strategy and purpose
Key Challenges & Success Tips Not enough time No help (coaching and support) Not enough timeNot enough time No help (coaching and support)No help (coaching and support)
Summary Accept that challenges exist; embrace them Plan and execute strategies to manage them Remember Effecting Change is a constant dance !
Importance of Preventative Maintenance Making Data-Driven Decisions Streamlining Maintenance Processes Challenges to Change from the Field