113-C:

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113-C Leading-edge Physical Plant
Management TUESDAY, OCTOBER 26
AAHSA 2004
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113-C Leading-edge Physical Plant Management
Jo-Anne Kempe, Windmill Software Inc.
AAHSA 2004
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Importance of Preventative Maintenance
Streamlining Maintenance Processes
Making Data-Driven Decisions
Challenges to Change from the Field
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Continuous Quality Improvement
Governance and Accountability
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113-C Leading-edge Physical Plant Management
The Importance of Preventative Maintenance
Barry Higgins, Maintenance Director Calvary
Fellowship Homes Lancaster, PA
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Is Preventative Maintenance Really that Important?
Is Preventative Maintenance Really that Important?
?
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Preventative Maintenance
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Is Preventative Maintenance Really that Important?

• 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?

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The equipment in your facility REALLY needs to be
taken care of!!!!
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How much does it cost you to NOT do Preventative
Maintenance?

• Failure to perform Preventative Maintenance can
  cost you up to 50 more in
• reduced life expectancy and,

• Increased repair costs

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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

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(No Transcript)
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• How do you start a PM Program?

?
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Create a PM Program 5 Steps

• Complete an inventory of equipment to be included
  in your program. Assign ID tags/numbers
• Prioritize your equipment list according to the
  equipments risk and how important it is to
  facility operations
• Identify PM requirements for each piece of
  equipment

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Create a PM Program 5 Steps

1. Develop a schedule for the PM requirements that
   you have identified
2. 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

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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

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5 Tips for Success

• 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

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Examples of High Priority Equipment
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Examples of High Priority Equipment
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Important Data for Equipment PM

• Manufacturer name and address
• Date of purchase and cost
• Equipment life expectancy
• Maintenance requirements

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Important Data for Equipment PM

• Recommended maintenance schedules
• Name plate data including voltage, Amps, PSI,
  GPH, RPM, motor frame size, etc.
• Belt sizes

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PM Quality First
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?
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A Critical Component
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PM Quality First
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.
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Preventative Maintenance In Action
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NOW Is Preventative Maintenance Really That
Important?
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113-C Leading-edge Physical Plant Management
Improved Communications From Hey Alex to
Automated Work Requests
Alex Sutherland, Environmental Services
Manager Country Terrace Long-Term Care Ontario,
Canada
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Improved Efficiency
Typical Work Request Methods

• Clipboards at stations
• 3-part NCR forms at stations

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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

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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

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Improved Response Time
Clipboard or NCR form Requests

• Response time 3-4 days

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Effectiveness Accountability
Most Common Work Request Method?
Hey Alex! Have you got a second?
Hey Alex! Why havent you
Hey Alex! Did anyone tell you about
Hey Alex!
Hey Alex!
Hey Alex!
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Effectiveness Accountability
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

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Closing the Feedback Loop
Eliminating Wasted Work Time
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Closing the Feedback Loop
Eliminating Wasted Work Time Additional Scenarios
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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 -gt then measure
  monitor results
• Discipline dont let people revert back to old
  ways Hey Alex!

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Accreditation Regulators

• Before streamlining maintenance 5 hours
• After streamlining maintenance 5 minutes
• Increased accountability

ü
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Quality First Summary

• All staff accountable for requests and feedback
  of results
• Continuous Quality Improvement is practical due
  to reporting of results

HEY ALEX!
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113-C Leading-edge Physical Plant Management
Data-Driven Management Decisions
Jim Normandin, Director of Plant Operations St.
Joseph of the Pines Southern Pines, NC
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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

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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

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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

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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

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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

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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

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Specialized Trade A Real Life Example
Painting Example

• Contractor rate for 2000 ft2 2000
• In-house labor average 800-1200
• In 2003, 24 room turn-overs completed in-house
  with a savings of approx 48,000

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Security
In-house Security

• Multiple FTEs required to cover all shifts
• Avg labor rate 8.50 - 9.00 /hr plus benefits
• Scheduling issues (holidays, call-offs etc)

Contract Security

• 10.00 - 11.00 /hr total
• No staffing issues for facility
• Pre-determined up front cost for contractual
  services to be provided

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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

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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

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Quality First Summary

• 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

ü

• Continuous Quality Improvement
• Accountability

ü
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113-C Leading-edge Physical Plant Management
Challenges of Change
Joshua Malbogat, Windmill Software Inc.
Joshua Malbogat, Account Executive Windmill
Software Toronto, ON
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The Dance of Change
The Challenges to Sustaining Momentum in Learning
Organizations

• Peter Senge, MIT
• Also author of Fifth Discipline

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3 Groups -- 10 Challenges
A) Challenges of initiating change B) Challenges
of sustaining change C) Challenges of redesigning
and rethinking
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A) Challenges of Initiating Change

1. Not enough time
2. No help (coaching and support)
3. Not relevant
4. Walking the talk

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B) Challenges of Sustaining Change
5. Fear and anxiety 6. Assessment and
measurement 7. True believers and nonbelievers
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C) Challenges of Redesigning and Rethinking
8. Governance 9. Diffusion 10.Strategy and
purpose
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Key Challenges Success Tips

• Not enough time
• No help (coaching and support)

• Not enough time

• No help (coaching and support)

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Summary

• Accept that challenges exist embrace them
• Plan and execute strategies to manage them
• Remember
• Effecting Change is a constant dance !

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Importance of Preventative Maintenance
Streamlining Maintenance Processes
Making Data-Driven Decisions
Challenges to Change from the Field