Alamo Colleges Alamo College's Move to the Cloud Achieves Significant Benefits

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1 Alamo Colleges Alamo College's Move to the Cloud Achieves Significant Benefits John Strybos Associate Vice Chancellor of Facilities Operation and Construction Management The Achieving the Dream Leader College designation recognizes an institution s impact in the effort to improve student success and eliminate achievement gaps nationwide.

2 Alamo College Background Five Campuses throughout San Antonio Texas Fall 2010 Enrollment is at 63,792 Gross Square Footage: 4,651,350 Sq. Ft. Top Ten Community College in the Country Questions Insert graphics? Discuss challenges of managing a geographically dispersed portfolio Reasons why they selected Maximo High Level benefits achieved to date? 3/9/2012 Pulse Conference

3 Geographically Dispersed 3/9/2012 Pulse Conference

4 CMMS Background History of using CMMS 3 campuses had separate instances of Maximo all were outdated and pre version 4 1 campus had Maximus 1 campus had no systems in place Systems only used to generate and print work tickets -all manual paper based did not support growth or current climate 3/9/2012 Pulse Conference

5 ACCD Goals for a new hosted CMMS One single org but multi site Ability to share resources (inventory, assets, crafts) across campuses Single Org Multi Site Harmonize processes System wide reporting benchmarking Flexible system hosted and supported outside of the Alamo IT organization for speed and simplicity 3/9/2012 Pulse Conference

6 CFI Our Partner for Success CFI provided a complete turnkey solution Software, System Design and Implementation Services Hosting and Long Term Support Technical support, system administration and custom reports Upgrades and Enhancements Minimal internal IT support needed Annual Reviews Increase Functionality to meet growing demands 3/9/2012 Pulse Conference

7 Current Deployment Hosted and supported by CFI Alamo team knows maintenance but does not want to be experts in Managing a CMMS system Integration with External Service Request Web Form Automating work order and requests notifications for work request status Giving the users a feeling of being taken care of Key roles defined for data entry through work order completion Narrowing in on the process by role Reporting is heavily used by management Managing by the numbers 3/9/2012 Pulse Conference

8 Current Initiatives in Maximo Keep adding Assets and details to existing assets in the system The better the data the better the return on investment Monitoring critical assets like fire extinguishers Bar-coding assets for better input Time is lost finding moveable and rotating assets Preparing for mobile deployment Preparing for BIM Integration Expanding GIS Integration Expanding Asset Tagging Expanding Attached Documents and Schematics 3/9/2012 Pulse Conference

9 Captures data that Maximo SR application is expecting 3/9/2012 Pulse Conference

10 The Requestor s information is accepted and an confirmation is sent -----Original Message----- From: [email protected] [mailto:[email protected]] Sent: Tuesday, July 27, :50 PM To: Stephen LeMaster Subject: SR with identifier 1182 created Your message has been processed. SR with identifier 1182 has been created with subject New SR Request. Please use this identifier in all future communications regarding this SR. 3/9/2012 Pulse Conference

11 Reporting & Tracking Total Work Orders by Site Total Work Orders by Cost Weekly Scheduled Work Order Statistics Planned vs. Actual Time Variations Weekly Service Request List 3/9/2012 Pulse Conference

12 Request is created in Maximo via the Listener 3/9/2012 Pulse Conference

13 Executive Reporting 3/9/2012 Pulse Conference

14 Total Open Work Orders by Site 3/9/2012 Pulse Conference

15 Work Order Cost by Site 3/9/2012 Pulse Conference

16 Planned vs. Actual Time Variations 3/9/2012 Pulse Conference

17 Planned vs. Actual Time Variations 3/9/2012 Pulse Conference

18 2011 Initiatives Site Assets were identified 3/9/2012 Pulse Conference

19 Assets can be sorted visually and spatially 3/9/2012 Pulse Conference

20 Latitude and longitude printed on work orders to assist in locating assets in the field 3/9/2012 Pulse Conference

21 Photos added ensure to assist craftspeople in locating and servicing assets 3/9/2012 Pulse Conference

22 Long Term Goals Looking at all places to safe money and do more work with less staff Evaluating Mobile Hardware Options Rugged Handhelds Net Book s Maximo Everyplace vs. Maximo Mobile Upgrade to Maximo 7.5 Create User Feedback Survey Then automate the process Create Master PM s for all Critical Assets Work towards increasing proactive vs. reactive maintenance and outsourcing selective work where appropriate 3/9/2012 Pulse Conference

23 Integration for the Future BIM Integration Building Information Models Autodesk Revit Understanding the Data to be exchanged and learning the benefits of managing in a 3d environment Approvals via smart phone s Faster approvals to reduce lag time 3/9/2012 Pulse Conference