Implementing a Regional CMMS (Computerized Maintenance Management System) Jerrard Whitten, GISP GIS/IT Manager

Today’s Discussion What is CMMS? Project summary – history to current What we’ve learned, what’s ahead.

DPW Director’s Coalition Forum for idea sharing and problem solving Potential for cost savings through collective purchasing Desire to compare functional performance Explore potential for collaborative projects – Implement computerized system to manage municipal infrastructure

Goals Better manage municipal infrastructure Improve service delivery through efficiencies Save $$ through preventative maintenance Compare performance statistics Provide mechanism for public input Establish platform for equipment/service sharing

Process June 2011 Project begins, initial systems survey, desired functionality

Provide a tool for submitting work requests both externally from citizens and internally Record and track all work orders and work requests in the system Assign Work Orders to projects and view project history Track job time, response time, machine downtime and other statistics Calculate labor, parts and material costs by work order, building, department or issue Ability to map locations of complaints/integrate with GIS Automatic alerts when citizen requests are approved, rejected and completed Sort service orders by citizen, priority, region, problem type, or other user-definable filters Easy to use, computer-based graphical interface (web-based) Upload manuals, drawings or other documents and relate them to work orders Provide mobile (WiFi) access to system The MVPC CMMS encompasses these user-defined capabilities. Desired Functionality

Finding the “right” Application The “Goldilocks” criteria Not too big (large $$, overwhelmed by options) Not too small (lack of functionality, capabilities) Not looking to design/build ourselves “Just right” – robust system, desired capabilities, flexibility of implementation, competitive cost

The Regional CMMS Plan Municipal DPW/DPS

Process (continued) June 2011 – Project begins, initial systems survey, desired functionality Fall 2011 – Review existing applications for potential matches December 2011 – Applied for grant funding (CIC Grant Program) Winter/Spring 2012 – Application presentations to DPW Directors April/May 2012 – Full presentations by 4 finalists May, June 2012 – Product demonstration “test drive” (bake off) August Selection of preferred vendor - Maintstar November 2012 – Re-Application for grant funding Spring/Summer 2013 – Grant award, establish agreements Summer/Fall 2013 – Project implementation

Developed project goals and objectives Identified functionality, vendor, and cost Finalized Scope of Work Signed Agreements with municipal officials Established cloud hosting environment Installation of software and testing deployment Go live Next Steps:

Identify timetable and funding sources at start Where approvals are required, engage municipal leaders ahead of time so they can be project advocates Establish overall Project Managers AND local Project Team Work with vendors on state contract list Lessons Learned

Thank you! (Stay tuned for new developments)