Most people know the importance of Preventive Maintenance, but it can be hard to justify and hard to implement. In this session, you will learn how to justify your PM program by preventing costly mechanical failures, extending the life of your equipment, and reducing energy expenses.

1. Setting Standards, Proving Results and Preparing for the Future
Developing a Facilities Vision

2. Internal Departmental Challenge: What causes
facilities problems?
• Inadequate funding
• Inadequate staff training
• Need for more staff
• Inefficiencies
• Doing the “Status Quo”
• Low Moral
• No time or tracking method for PM

3. Outside Forces = Challenges
• Buildings and Equipment deteriorate
• Decreased Public Investment
• Voided Warranties
• Deferred maintenance
• Customer Expectations

4. How Does Facilities Maintenance
Save $$$
Unlike other investments, the return on investment for
facilities maintenance doesn’t necessarily result in increased
revenues. Instead, good facilities maintenance produces
savings by lowering:
• Replacement costs
• Labor costs
• Overhead and utility costs

5. Preventive Maintenance
Pay me now or pay me later
An ounce of prevention is worth
a pound of cure
Change the oil or change the
engine – you choose

6. PM impact on Overall Costs:
SchoolDude PM All Stars enjoy:
• 50%-65% reduction in emergency work
• Lower cost per work order - Avg. Cost per work
order being 28-39% less

7. PM Impact on Capital Needs
PM Masters extend equipment life by 16-25%
PM Masters extend Roof and HVAC System Life by
2 years (conservative figure)

8. PM impact on Energy Efficiencies
• Energy Expenses account for 32% of operating
budgets – *AS&U M&O Cost Study
• 50-60% of energy costs savings available
through M&O improvements - *Stanford, UCLA,
Cornell, RMI Study

10. Use Your Tools
• Software and Technology are an
important tool in your toolbox!
• Let technology be part of your
respected methodology
• Gone are the days of “I think” or “I
feel”

11. Paperless Work Flow
Repair
Requesters
M&O or IT
Supervisors
Technicians
Track and
Communicate back
to Requester Site Approval
and

12. Security Roles & Automatic Routing
• Requesters
• Site
Administrators
• Technicians
• Supervisors
• System
Administrators
Keep it simple, or use a chain-of-
command

13. Request Form – anytime, anywhere
Instant email updates
Summary view
Simplify
Processes

14. Utilize New Request Routing

15. Simplify Processes
• Quick view of the current state
• Access, assign and move on

16. Easy Reporting

17. Perception is Reality
Now is the time to be at the table
Market your M&O department
Data is the foundation of power
Perception
GapWhat you do
What others
think you do

18. Have You Ever Asked for Money or Staff?

19. 4 Step Process to Get the
Resources You Need
1. Improve your image
2. Establish a respected methodology
3. Educate the decision makers and
decision influencers
4. Present your request for staff and
money

20. Why Technology is Critical
to Your Success
Change your image by leveraging Information
Change your image by high interaction with your
customers
Enables you to be Proactive, not Reactive
Establishes a “respected methodology” which
earns you Respect
Manage Processes – not problems

21. Evaluating the Maintenance Program
After demonstrating their support of maintenance,
it is fair for stakeholders to expect the
maintenance program to show results
Establish measurable baselines against which
progress can be measured (e.g., average time it
takes to complete a work order, average cost/ft2, etc.)
A good computerized maintenance
management system can provide
evaluation data
(work orders, energy usage, etc.)

22. SCHOOLDUDE 34

23. SCHOOLDUDE 35

24. SCHOOLDUDE 37

25. SCHOOLDUDE 38

26. Go Tell Your Story
Executive Meetings
Dean Councils
Community Councils
Board of Trustees Meetings
Staff Meetings
News Flyers
Poster Boards
Coffee Table book
Customer Forums
Intranet or internal webpage
Social Media

27. Take Home
• PM pays – the journey is worth it
– Reduces emergencies 50%
– Reduces corrective work
– Reduces costs
– Improves service levels
• The journey is not easy
– Take one step at a time
– It takes time to shift the cycle

28. Remaining
Thoughts,
Comments, Stories
or Questions?