In this presentation you will learn how to: • Complete your PMDirect implementation in typically less than two months • Find time savings in your PM program • Move from reactive to proactive

1. Jump-Start Your
Preventive
Maintenance
Program
The importance and
helpful options for
planning your
maintenance program
For Audio: Please dial 1-866-740-1260
Code: 7440763

2. Today’s Speakers
Kimberly Norton
Senior Client Success Advocate,
SchoolDude.com
David Kornegay
Senior Applications Engineer,
SchoolDude.com
Mike Stapleton
Founder and Primary Facility Consultant,
Service Management Assist
For Audio: Please dial 1-866-740-1260
Code: 7440763

3. Today’s Session
Learning Objectives:
• The Challenges with PM
• Frequently Asked Questions
• Preventive/Planned Maintenance Study
Results
For Audio: Please dial 1-866-740-1260
Code: 7440763

4. Summary PM Benefits
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Reduce emergencies 50%
Reduce average cost per work order up to 40%
Reduce long term capital costs
Reduce energy consumption
Reduce risk
Reduce disruption of the learning environment
All the data confirms investing in PM is the right business decision!
For Audio: Please dial 1-866-740-1260
Code: 7440763

5. PREVENTIVE MAINTENANCE
THE CHALLENGES
For Audio: Please dial 1-866-740-1260
Code: 7440763

6. Financial Responsibilities

7. Financial Cut Burdens

8. Why Do Many People Look to Develop
a Preventive Maintenance Program?
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•
•
•
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• Better Use of
Fewer Failures
Maintenance
More Planned Work
Personnel
Fewer Emergencies • Improved Equipment
Reduced Overtime
Operation
Extended Equipment • Less Downtime
Life
“Benefits of a Successful PM Program” is taken from Complete Building Equipment Maintenance Desk Book Second Edition, Edited by Sheldon
J. Fuchs, P.E. Page 19 in the chapter by Paul D. Tomlingson.

9. Don’t fall into a
“Gym Membership Mentality”

10. What Hinders People from Setting Up
a Preventive Maintenance Program?
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Time
Too busy “fighting fires”
Not sure where to start
Lack of information
We’ve “hit a wall and need help”
Limited resources to assign to work
Restrictions on leadership
Unsure of what resources will be needed

11. We Know It’s Not Easy!
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Lack of Leadership
Lack of Funding
To many fires to handle
The list goes on….

12. But Sometimes…

13. SO, What We Want from You…

14. …So You Can Say…

15. Cost Impact
50% - 65% reduction in the rate of emergency work
Lower cost per work order with the average cost per
work order being 28.6% to 39.3% less

16. So How do you ever become
PROACTIVE?

17. Options
1. Develop schedules yourself?
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Previous experience/staff knowledge
PMDirect Templates
PM Books (e.g.,RSMeans)
Manufacturer recommendations
2. Utilize industry expert?
3. Combination of both?

18. Service Management Assist
Facilities Management Solutions
• Formed in response to education facility
management needs
• Goal is to be a primary support for your
existing facility management team
• Provide consultation and management
systems for in-house facility departments
• Focus on most vital elements of facility
management: Planned Maintenance
Implementation and Custodial Scheduling

19. FREQUENTLY ASKED
QUESTIONS

20. Frequently Asked Questions
• Where do I begin?
– HVAC?
– Roofing?
– Health and Safety Inspections?
– Mandates?
– ???

21. PMDirect Implementation Flow:
SMA provides planned maintenance customized to your institution with
very little time invested by facility management.
Determine the Scope of Planned
Maintenance: Respond to the
Overall Project Duration is typically … 45 - 60 days
questionnaire
1 hour
Equipment Data
Gathering:
Internet Conferencing
Interview; Physical Tour;
Gather existing data …
use the appropriate
method
Design Meeting:
Equipment
Spreadsheet
Import
1 hour meeting to determine the method
that will best accomplish the equipment
inventory… the interview method of
gathering equipment is often spread
between several employees
1. PM Wording
2. Post PM frequency on
the calendar
3. Labor time estimates
4. Assignment
Schedule the
PM’s into
SchoolDude
1 hour to 6 hours.
Training
2 hours

22. Frequently Asked Questions
• What information is needed?
– What details?
– What is the balance between “too much vs.
too little” detail?
– How do we get the information to the
coordinator and into a system?

23. The Equipment Inventory Challenge
The essential equipment information entries needed to start a
planned maintenance program are as follows:
1. Item #; 2. Equipment description; 3. Area location of the
equipment; 4. Location (building) and 5. Filter / belt
information related to the piece of equipment (existing lists of
equipment, belts and filters are obtained to add to the list).
The first four listings allow the beginning of the planned maintenance
scheduling. Many details like manufacturer, model and serial
numbers are added by employees during the first cycle of planned
maintenance work orders; these details are written on the work
order and batched for entry by a clerical person.
The detailed equipment list may be obtained by physical tours of
your buildings … this is advantageous for institutions that may not
have the resources or information available.
The most common sources of obtaining information for the
equipment inventory:
Existing or old CMMS programs; existing hard copy
equipment inventories; BAS equipment lists; blueprint tables
and “as built” documents.
Internet conferencing interviews of key facility employees to
form lists of equipment.
Have SMA train your employees to conduct physical
inventories of equipment.

24. Frequently Asked Questions
• How do I implement a PM program?
– What impacts can I expect on my time?
– What impacts can I expect for my staff?
– What will we need to research and provide?

25. The Design Calendar plots estimated time, sequence, assignment, etc..

26. A review of time estimates by month ….

27. Planned maintenance work order
example complete with the wording
established in the Design Meeting.

28. Frequently Asked Questions
• What should be considered in
implementing a new or updated PM
program?
• What benefits could I show?

29. Helpful Reports

30. Frequently Asked Questions
• What help is available to get me
started?
– Who is my contact?
– How often are we following up with each
other?
– Who will I need to coordinate with?

31. Frequently Asked Questions
• What does it include?
• What type of support can I expect?
• When can I expect results?
• What kind of results can I show?

33. Contact Information
• Contact SchoolDude’s SuccessPlus team
for more information:
successplus@schooldude.com
877.868.3833
• Websites:
– www.schooldude.com
– www.smaedu.com