This document summarizes a webcast on preventative maintenance tips for educational facilities. The webcast featured speakers from Prince William County Public Schools and Roosevelt University discussing their preventative maintenance programs and the benefits of implementing a PM program. Tips included selecting a work order and PM tracking system, conducting facility audits, identifying major equipment for PM, setting inspection schedules, and tracking time and costs for PM work. Benefits mentioned were improved safety, managing resources, and avoiding unexpected equipment failures.

1. Facility Masters Webcast Series This series is made possible by:
Preventive Maintenance:
Cost Saving Tips for the
Educational Environment
Tuesday, February 26th 2013
12 Noon Eastern time
To dial into the webcast audio from your phone:
1-800-763-6564
This seminar is This series is made
endorsed by possible by

2. Facility Masters Webcast Series This series is made possible by:
Structure of Today’s Seminar
• We must mute phones to
prevent excessive noise
• We will monitor the chat
• When you leave the webinar:
• A survey appears
for your feedback
• Tell us what info you want
• Download a certificate
of attendance
A recording of today’s webcast and
presentation will be available online
tomorrow at
www.facilitymastersonline.com/webcasts

3. Facility Masters Webcast Series This series is made possible by:
Connect with Facility Masters
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– Today’s Hashtags: #PM #FMWebcast
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4. Facility Masters Webcast Series This series is made possible by:
Today’s Speakers Roger Young
FacilityMastersOnline.com
Edwin Zelek
Prince William County Public Schools, VA
Jeff Pearson
Prince William County Public Schools, VA
Paul Matthews
Roosevelt University, Chicago
Gus Kalady Justin Turner
Roosevelt University, Chicago SchoolDude.com

5. Facility Masters Webcast Series This series is made possible by:
Perspective Today
• Value to Facility Leader
• Value to Administrative Leadership
• Value to Constituents

6. Facility Masters Webcast Series This series is made possible by:
Preventive Maintenance
Edwin Zelek Paul Matthews
Jeff Pearson Gus Kalady

7. Facility Masters Webcast Series This series is made possible by:
– 83,550 Students
– 93 Schools
– 2nd Largest in VA
– One of 50th largest school divisions in
country
– 38% free
& reduced lunches

8. Facility Masters Webcast Series This series is made possible by:
Facilities Services
– 177 Technicians
– 2nd Shift (2-10 pm) for trades that interfere
with the education process
– Approximately 9.2 million square feet
– Over 35,000 work orders a year
• Approximately 25% are PM’s

9. Facility Masters Webcast Series This series is made possible by:
Square Feet (Millions)
9.8
9.6
9.4
9.2
9.0 Square Feet
8.8 (Millions)
8.6
8.4
8.2
FY 07 FY 08 FY 09 FY 10 FY 11 FY 12
45,000
40,000
35,000
30,000
Total WO's (Count-
25,000
submitted)
20,000
PM's Generated (Count)
15,000
10,000
5,000
0
FY07 FY08 FY09 FY10 FY11 FY12

10. Facility Masters Webcast Series This series is made possible by:
• 5,575 commuter / 1,025 resident students
• 1,200 faculty / staff
• 2 locations
• Suburban Schaumburg / urban Chicago
• 1.36 million sf. of maintainable space
• 6 buildings -1 year to 124 years old
• Height range from 1 to 32 stories
• Physical Resources comprised of 92 full and part-
time employees “
“All of life is a constant education.”
Eleanor Roosevelt

11. Facility Masters Webcast Series This series is made possible by:
PM/CM Requests
7000
6000
5000
Closed/Complete
4000 New Request
Pending
3000
2000
Work in Progress
Preventative Maintenance
Total
2000
1000 1800
1600
0
2011 2012 2013 1400
Closed/Complete
1200
New Request
Utility Cost/Ft² (Sep/Oct 2012) 1000
Pending
Wabash 800
Auditorium Work in Progress
Building, 600
Building, Total
$0.15
$0.20 400
200
0
2011 2012 2013
Auditorium
Schaumburg Theatre,
Campus, $0.09
$0.22 Gage Building,
$0.06

12. Facility Masters Webcast Series This series is made possible by:
– 1.13 million sf.
– 2 USGBC LEED recognized buildings
– 2 Buildings on NPS National Historic
Landmark program
– Wabash 2nd tallest building in higher
education
– Historic 3,500 seat auditorium Theater
– BAS: Siemens Apogee and JCI Metasys
– 225,000 sf.
– 9 acres of native planted prairie and
wetlands
– 14 acres of asphalt parking for 1,304
vehicles and landscaped turf grass
and trees
– No BAS
– Moving towards environmentally
sustainable means and methods

13. Facility Masters Webcast Series This series is made possible by:
Proactive Approach to Managing
• Protect equipment / environment
– Maintain operating standards
• Maximize resources
– Extending life of equipment
• Improve equipment efficiency
– Protecting from Failure
• Decrease emergency repair work orders
– Doing More With Less

14. Facility Masters Webcast Series This series is made possible by:
Proactive Approach to Managing
• Provide environment for students / staff / public
– Safe, clean, well maintained
• Fulfill Warranty Requirements
– Discover issues
• Provide Accountability of Resources
– Documentation of current resources
– Documentation of historical data
– Justification for future resources (continue with status quo,
expand PM program and/or additional schools)

15. Facility Masters Webcast Series This series is made possible by:
PM is Critical
• Protects the capital investment
– PM is less expensive than equipment failure
– Extend useful life
• Reduces risk exposure
– Contributes to student and staff safety
• Reduces emergency calls
• Provides documentation
– Helps to prioritize needs
– Identify how funds are spent

16. Facility Masters Webcast Series This series is made possible by:
PM and Energy Efficiency
• HVAC
– Filters, coils, steam traps
• Water
• Vehicles
– Reduction in emergency calls
– Maintenance
• Boilers
• Roof inspections
– Insulation

17. Facility Masters Webcast Series This series is made possible by:
PM and Managing Risks
• Playground Safety
– Depth of fiber
– Pinch points
– Link to monthly inspection form on PWCS county web site (Risk
Management)
• Integrated Pest Management
• IAQ
– Drains, filters, water intrusion
• Life Safety
– Fire extinguishers
– Emergency and exit lights
– Surveillance cameras
– Card readers
– Rescue speakers

18. Facility Masters Webcast Series This series is made possible by:
Implementing a PM Program
• Selecting a work order and PM system
– Web based
– Integrated
– include staff in decision
– provide training for staff
– get references
– client support
– Ability to integrate other programs
– User friendliness
• Identify major areas
– HVAC, generators, boilers, roof, life safety, electrical,
mechanical
– Keep it simple and grow the PM program
• Require each shop to implement in one area
• Not necessary to ID individual equipment
• Track time and materials to complete work

19. Facility Masters Webcast Series This series is made possible by:
Implementing a PM Program
• Conduct a facility audit
– ID equipment
– Age
– Location
– Condition
– Model
– Type
– PM requirements
• Identify the PM activities and schedule
– Some may be included with PM software
– Do more each year
– O&M manuals, create new PM

20. Facility Masters Webcast Series This series is made possible by:
Recommendations
• Expectation
– Safe, clean, well maintained schools
• Implement a work order system
• Integrate PM into the work order system
• Get buy in from staff and train staff
• Identify PM activities
• Goal – 50% of work orders to be PM
• Do more PM each year
• Identify the PM activity 30 days in advance
• Notify sites of the PM work schedule
• Track what it takes (time and materials)
• Occupants are “customers”

21. Facility Masters Webcast Series This series is made possible by:
Benefits
• Impacts Student Achievement and Safety
• Manages Resources
• Provides Credibility
• Contributes to Staff Morale
• Avoids “Bump in the Night”

22. Facility Masters Webcast Series This series is made possible by:
Preventive Maintenance
Using SchoolDude to track and analyze information
Justin Turner
SchoolDude.com

23. Facility Masters Webcast Series This series is made possible by:
PMDirect
• Identifies the inspection process and
proactive work to be undertaken
• Documents regular task and procedure
inspection processes
• Helps to maximize resources by extending
life of equipment

24. Facility Masters Webcast Series This series is made possible by:
Proactive: Recurring Scheduling
-Establish a
scheduled series of
inspections

25. Facility Masters Webcast Series This series is made possible by:
Tasks &
procedures
sheet for
PM

26. Facility Masters Webcast Series This series is made possible by:
MaintenanceDirect
• Automates reactive workflow process
• Report issues quickly / track progress
• Documents that facilities are safe, well-
maintained, and clean
• Seamless integration with PMDirect

27. Facility Masters Webcast Series This series is made possible by:
Submit
a work
order

28. Facility Masters Webcast Series This series is made possible by:
Automatic
updates for
requester
And organization for your organization

29. Facility Masters Webcast Series This series is made possible by:
InventoryDirect
• Inventory of supplies and equipment
– Consumable items such as custodial,
mechanical, tools, instructional, and food
services
• Helps to insure that supplies are on hand
to manage work order requests
– Reactive and preventative maintenance

30. Facility Masters Webcast Series This series is made possible by:
What can SchoolDude do for me?
• Utilize a web-based maintenance management
system
– Access anytime and anywhere
• Maximize resources by extending life of equipment
– Doing more with less
• Generate quick, accessible reports for administration
– Documentation of safe, clean, well-maintained
environment for students/staff

31. Download this presentation, resources, and more at:
www.FacilityMastersOnline.com/webcasts
www.schooldude.com/resources
www.myschooldude.com
Contact Resources
Roger Young, roger@FacilityMastersOnline.com
Edwin Zelek, zeleke@pwcs.edu
Jeff Pearson, pearsoja@pwcs.edu
Paul Matthews, pmatthews@roosevelt.edu
Gus Kalady, gkaladay@roosevelt.edu
To learn more: salesrequest@schooldude.com Justin Turner
Current clients: support@schooldude.com SchoolDude.com
justin@schooldude.com