Leverage your mobile rollout with an effective barcode strategy. This presenation will focus on opportunities not always clearly gained when applying barcodes in your organization.
Axa Assurance Maroc - Insurer Innovation Award 2024
Best Practices - Barcode Strategy
1. The Barcode Effect
Operational Efficiencies Gained Through Barcode Strategy
FMMUG - Maximo Best Practices Conference
Las Vegas, NV
Monday, October 1st, 2012
2. • MAXIMO Version 7.5.0
• Mobile Solution – DataSplice 4.0
• 14,625 total Students
• 142 Buildings – 7.2 million square feet on 202 Acres
• 3 Primary Campus Locations – Main, Newton, Brighton
• 6 Trades Shops – 60 Full Time Trades Personnel
• HVAC
• Plumbing
• Carpentry
• Electrical
• Housekeeping, Grounds and Athletic Maintenance services performed internally
(200 staff)
• 60,000 Annual Work Orders
• 45,000 Academic Year
• 15,000 Summer work orders identified through inspections
• Work Order Center Staff of 3 – Staffed 6 AM – 8 PM (with student support)
About Boston College
3. • Barcode Known Use Cases
• Developing your barcode strategy
• Effectively leveraging your mobile rollout
• Thinking outside the box – non standard
barcode uses
• Change Management
• Questions
Presentation Goals & Objectives
4. • We should barcode it!
• I’d like to have all of our assets barcoded by
the end of the year!
• Why don’t we barcode all of our (insert
ridiculous item to be barcoded)!
• Why should we barcode it?
• If we only had barcodes it would be so
much easier to get things done around here!
Heard Around The Water Cooler…
5. • Barcoding is not an object or idea – it’s a tool
that can be used to (when done properly)
improve your business process
• There is no right or wrong way, there is no best
practice – only leading practices to aide you in
developing your own strategy
• It’s all about CHANGE MANAGEMENT
First Things First…
6. • Assets
• Inventory - Item / Bin Locations
• Performing Cycle Counts
• Property ID’s (IT equipment and other
rotating assets)
• Invoices
• Shipments / Receipt of goods
Barcode Known Use Cases
7. • Step 1 – STOP what you are doing and get a pad and a pen
• Barcode strategy is about business process improvement –
you need to know your business process first!
• Key Stakeholders – establish a group of key individuals involved
in your strategy and process
• Consider overall Maximo strategy
• Auto Key versus Smart Keys
• Who are your data stewards and how will they manage this
information / update barcodes / update assets?
• Consider your mobile strategy
• Where do I need to improve the business process to ensure
my mobile rollout is going to be successful
Developing Your Barcode Strategy
8. • What type of barcode labels to use?
• Printer selection
• Application? Integrated to Maximo or standalone?
• Label type (can it withstand heat/moisture)?
• Who is going to do all the barcoding!
• What to barcode?
• Critical pieces of equipment
• Locations
• Don’t go out an barcode everything if you can’t make the case that it adds value
• Where to put the barcode label?
• Consistency in location
• Conspicuous (more for locations)
• Where should you barcode on equipment?
• Device Selection
• Will your device be able to scan whatever / wherever you plan on barcoding?
• Will the device rely on ‘camera’ based scans, laser or RFID?
Leveraging Your Mobile Rollout
9. • Assets
• Is the barcode label going to be informational or just a means to
associate work orders or inspectional rounds?
• Are you going to be tasked with collecting asset data?
• Can you barcode label before you create new assets?
• Locations
• Where are your barcode labels going to go so they aren’t removed
or painted over?
• Item/Inventory
• Is the barcode label going to indicate more than just what should
be in the bin?
• Counts? Thresholds?
• Other locations where stock may be located?
Important Things To Consider
11. • Invoices
• Can your vendor print invoices with barcodes? They
should be able to!
• Receiving of Goods
• Does your receipt/bill of landing indicate the PO or
requisition number with a barcode?
• Last but not least…
• What if you’re not going mobile? There are still
efficiencies to be gained!
Important Things To Consider
15. • Saving Time with Inspections
• With barcoded locations for building inspections (and a mobile solution) we
are now able to quickly create inspection records / work orders
• Reduced inspection time of building from a 3 day process to a 6 hour
process – inspect, photograph, enter work orders, assign to shops
• Saving Money
• Paint Inspections
• Able to complete inspection 2 days earlier which translated to building
paint out complete 4 days ahead of schedule (able to sequence work).
• Savings – 4 days of overtime normally required for housekeeping
services eliminated – 80 people at 8 hours per day times 4 days =
$81,920 – FOR ONE BUILDING!!!
By The Numbers
16. • Accuracy in Reporting / Inspections
• Exact location is captured
• Worker will be sent to the right place – the first time!
• Eliminates ‘call backs’ (inspect it once and done)
• Volume of work / wrench time will increase as the means of entry is improved
• End of summer saw at 99.3% completion rate of identified work versus
previous year of 83% - all due to the ability to quickly and efficiently complete
work orders and have ‘real time’ data (that and we have some really great
workers!)
• Reduction in ‘Opening’ Work Orders
• Due to operational efficiencies gained there was a 29% reduction in the
amount of requests made by students when they moved in the Fall
• Loosely translated – we were much better at identifying problems and
seeing them resolved due to an effective mobile strategy based on an
effective barcoding strategy
By The Numbers
17. • Saving Time / Improving Accuracy With Data Entry
• Average summer completion rate ~300 work orders per day to be
completed by work order center staff manually
• Old methodology – 2 to 3 hours of time and many times a day or two later
• New completion methodology – 6 minutes for 300 work orders
• Supervisory staff have instant feedback on what remains in the cue to be
done – this translates to nearly 100% accuracy of work order cue
• Customer is informed of completion immediately versus days later
• Happier staff!
By The Numbers
18. • This entire topic is really centered around Change
Management
• All of these concepts are wonderful but how do we implement them?
• What are our barriers to change?
• How do we get buy in?
• Developing your business plan within context of your problem…You need
to know what your problem is!
• Strategy without intent has little power to make change that sticks
• Center your strategy around your intentions – have them be your ‘North
Star’ throughout your strategy development
• A journey of a thousand miles begins with a single step…
Chinese proverb ~ Laozi
Change Management
19. • Create a sense of urgency
• Help others see the need for change and the importance of acting immediately
• Pull together your ‘strategy team’ – your ‘Champions for Change’
• Decide what to do
• Develop the Change Vision and Strategy
• Clarify how the future will be different from the past
• Make it happen!
• Communicate for understanding and buy in
• Empower others to act
• Produce short term wins
• DON’T LET UP
• Make it stick!
• Create a new culture
• Hold onto the new ways of behaving and make sure they succeed, until they
become strong enough to replace old ways of doing business.
Creating The Change
Source – John Kotter – ‘Our Iceberg is Melting’
20. • Be vigilant in your approach to these concepts
• Recognize your organizations needs first – where are the
business problems and how can processes change as a
result of this new strategy?
• Develop a strategy that produces short term wins
• As with all things mobile – know your options, be prepared
and don’t let technology drive your decision making
• Fully understand the impact of Change Management across
your organization
• Benchmark your success
Wrapping Things Up…
21. Questions…
FMMUG - Maximo Best Practices Conference
Las Vegas, NV
Monday, October 1st, 2012
“The pessimist complains about the wind; the
optimist expects it to change; the realist
adjusts the sails.”
- William Arthur Ward