S06: Building Operations

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S06 Building Operations

• Fred Kraus, ARCHIBUS, Inc.
• 2008 International ARCHIBUS Users Conference
• Sunday, 13 April, 2008

The 1 Conference for Total Infrastructure and
Facilities Management in the World
ARCHIBUS Users Conference 2008
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Building Operations

• AGENDA
• Features, Benefits, and Set-up
• ARCHIBUS Enterprise On Demand Work
• ARCHIBUS Enterprise Preventive Maintenance
• Work Wizard
• Web Central On Demand Work
• Summary

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Building Operations

• Features
• Submit equipment or other maintenance work
  requests
• Assign the labor, tools, and reserve parts to
  complete the work
• Provide instructions to perform the work
• Examine a history of work performed
• Track costs associated with performing work
• Analyze work performed to find opportunities for
  improvement

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Building Operations

• Benefits
• Improve internal and outsourced service provider
  performance by prioritizing tasks and avoiding
  work backlogs
• Maximize availability and condition of facilities
  and assets
• Optimize labor/materials allocations
• Minimize operating costs
• Assist in compliance with internal standards or
  regulatory mandates
• Improve customer satisfaction
• Reduce time to respond to incidents
• Increase information quality
• Simplify work forecast and budgeting processes by
  easily accessing historic data

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Building Operations

• Types of Work
• On Demand work
• Typically is reactive
• Typically is a one time task
• Typically requires resolution in a near-term time
  frame
• Preventive Maintenance
• Is planned for and is proactive
• Needs to be done regularly, according to a
  schedule

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Set-up Background Data for Validation

• Facilities Background Data
• Space Information
• Organization Information
• Employee Information
• Equipment Information
• Maintenance Background Data
• Labor Information
• Parts Inventory Information
• Tools Information
• Work Classifications

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Maintenance Background Data Labor

• Trades
• Enter trades in use in the organization
• Carpenter
• Electrician
• Network Technician, etc.
• Craftspersons
• Enter specific craftsperson for the trades
  defined above
• Typical craftsperson definitions
• Vendor (company)
• Specific contractor/individual
• Internal employee

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Maintenance Background Data Parts Inventory

• Vendors
• Information about the vendors who sell parts
• Parts Inventory
• Document parts used in maintaining buildings,
  keep storage and ordering information, track
  quantities on-hand
• Reserve parts for work requests, debit the
  inventory when consuming parts, avoid part
  shortages
• Associate parts with equipment pieces with
  Equipment Parts by Equipment task

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Maintenance Background Data Tool Information

• Tool Types
• Group tools into categories for managing groups,
  not individual tools
• Estimate work request requirements and cost
• Tools
• Track individual tools
• Document work request actual costs upon work
  completion

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Maintenance Background Data Work Classifications

• Work Classifications Include
• Problem Types
• Cause Types
• Repair Type
• Problem Description Codes
• Problem Resolution Codes

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ARCHIBUS Enterprise On Demand Work
The 1 Conference for Total Infrastructure and
Facilities Management in the World
ARCHIBUS Users Conference 2008
12
On Demand Work Introduction

• Terminology
• Work Requests log of what was requested by
  tenant
• Work Order funding verification, work
  approval, authorization to perform work
• Rule
• One Work Order for one OR many Work Requests

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On Demand Work Process

• Create Work Request
• Approve Work Request
• Create Work Order
• Assign Work Request to Work Order, Issue and
  Print Work Order/Request
• Update Work Order/Request
• Close Work Order

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1. Create Work Request
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2. Approve Work Request
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3. Create a Work Order
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Assign Work Request to Work Order, Issue and Print
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Instant Work Order

• Instead of the four previous steps to manage flow
  the
• Instant Work Order
• method streamlines the process

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5. Update Work Order Details
1.
2.
4.
3.
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6. Close Out Work Order
Close OutRequirementsStatus Completed,
Stopped, or CancelledDate of Completion not
blank.Number of Open WRs 0
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ARCHIBUS Enterprise Preventive Maintenance
ARCHIBUS Users Conference 2008
ARCHIBUS Users Conference 2008
The 1 Conference for Total Infrastructure and
Facilities Management in the World
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Preventive Maintenance

• Terminology
• Equipment PMs assigned to specific pieces of
  equipment
• Housekeeping PMs assigned to specific
  locations but not to equipment

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Preventive Maintenance Process

• Set up a Procedure a set of tasks to be
  performed with associated parts and labor
  requirements
• Set up a Schedule when the work should occur
• Generate Work Orders and their Work Requests
• Issue and Print the Work Orders and their Work
  Requests
• Complete the Work Orders and their Work Requests
• Close Out the Work Orders and their Work Requests

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Preventive Maintenance Operations
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1. Set up a PM Procedure
Note ARCHIBUS creates one WORK REQUEST per
step.
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2. Set up a Schedule
Key fields for PM Schedules

• PM Procedure
• Date for First PM
• Current Frequency

• Freq. 1 Interval
• Interval Type
• Fixed or Floating

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3. Generate Preventive Maintenance Work Orders

• Generate a set of Preventive Maintenance Work
  Orders based upon the Procedures and Schedules
  just made

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4. Issue and Print Work Orders
As Active Work, after you Issue and Print the
PM Work Order, the Craftsperson assigned will
Update Work Order Details, using the same
process as On Demand Work Orders.
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5. Complete Work Order and Work Requests

• This step is the same as On Demand Work
• Update Work Order Details
• Enter actual labor and resource values
• Complete the Work Order and its associated Work
  Requests

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6. Close Out Work Order
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Financial and Historical Reports

• Work Summary
• Labor Analysis

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ARCHIBUS Enterprise Work Wizard
The 1 Conference for Total Infrastructure and
Facilities Management in the World
ARCHIBUS Users Conference 2008
33
What is the Work Wizard?

• Single streamlined interface to take control of
  the entire Work Request/Work Order process.
• Fast to deploy
• Flexible
• Easy to use

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Benefits of the Work Wizard

• Streamlined workflow
• Avoid scheduling conflicts
• Easy access to work status
• Flexible design
• Intuitive navigation

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Work Wizard usage inside an Organization

• Call Centers / Help Desks / Dispatch
• Maintenance Managers / Supervisors
• Trade Shop Managers / Job Planners
• Craftspersons / Outsourced Maintenance Vendors
• Administrators / Facility Managers

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Workflow Process Toolbar
Collection of steps used in your sites process
Using the Work Wizard preferences, you can turn
on/off workflow steps you want to use.
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Work Wizard Process

• Create and Edit
• Approve
• Schedule
• Issue
• Examine
• Update
• Close Out
• Survey

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1. Create and Edit
Be sure to fill in the required fields denoted
with a red asterisk
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2. Approve
Use the Approve form to approve/reject your
Work Request.
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3. Schedule
Use the Schedule form to schedule when Request
will be performed.
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4. Issue
Use the Issue form to assign your Work Request
to a new Work Order.
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5. Examine
Use Examine form to review Work Request
describing pending work. Use this form to Print
the Work Request
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6. Update
Use the Update form to set the Work Request
status to Complete.
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7. Close Out Work Order

• Auto-Archiving Work Orders is a preferences
  setting.
• After you save your Work Request and Work Order
  as Completed, you are prompted to Close Out and
  archive your Work Order.
• Note If using the Survey form, do not Close
  Out your Work Order yet.

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8. Survey

• Use the Survey form to survey the work done.
• After Survey form has been completed, go to
  Tools/Archive to archive your Work Order.

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Work Wizard Process Options

• Minimal Work Wizard configuration can be setup
  for basic steps
• Create Work Requests and Work Orders
• Issue and Print Work Orders
• Update and Close Work Requests and Work Orders

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Tree View
Displays the list of work requests, or specific
items of work to perform.
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Personalizing the Work Wizard

• Per-user Preferences
• General
• Forms
• Tree View
• Per-Site Preferences
• Administration
• Application
• Advanced

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ARCHIBUS Web Central On Demand Work
The 1 Conference for Total Infrastructure and
Facilities Management in the World
ARCHIBUS Users Conference 2008
50
Web Central On Demand Work

• On Demand Work is a Web-based application that
  automates all on demand maintenance activities
  and processes for an organization.
• On Demand Work lowers operating costs by
  enforcing process control and keeping information
  centralized and available to be analyzed and
  acted upon.
• Flexible workflow configuration allows On Demand
  Work to efficiently manage the entire range of
  maintenance activities, from the simple and
  inexpensive to the complex and expensive.
• On Demand Work provides
• efficient estimating and scheduling for only the
  types of requests that require it
• approvals only when needed and based on
  predefined conditions
• reports on labor and equipment costs and cost
  variances

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Benefits of On Demand Work

• Configurable workflows based on SLAs
• Inputs how SLAs are matched to service request
• Outputs how SLAs dictate workflow
• Seamless integration with Service Desk Service
  Requests ? Work Requests ? Work Orders, with all
  statuses linked
• Scheduling craftspersons made easy with Planning
  Board
• Graphical interface calendar and Work Request
  tree view
• Drag-and-drop support drag tasks from request
  and drop onto craftspersons schedules drag and
  drop between craftspersons
• Intelligent planning warnings and restrictions
  using craftsperson hours, service window,
  escalation dates
• Flexible planning edit, split, and remove
  assignments directly on interface

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On Demand Work Process

• Define Workflow
• Create Maintenance Request
• Approve Request (optional)
• Dispatch Request (optional)
• Estimate (optional)
• Schedule (optional)
• Assign Work Request to Work Order (optional)
• Issue Work Order (optional)
• Update/Complete/Close Work Order/Requests

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1. Define Workflow
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2. Create Maintenance Request
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3. Approve Request
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4. Dispatch Request
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5. Estimate
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6. Schedule Planning Board
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7. Assign Work Request to Work Order
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8. Issue Work Order
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9. Update/Complete/Close Work Order/Requests
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Differentiation Matrix
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Questions?
The 1 Conference for Total Infrastructure and
Facilities Management in the World
ARCHIBUS Users Conference 2008