IPP Maximo Standard Reporting FY 2018 – Q2...The associated report, CZR 4a, displays the number of...

IPP Maximo Standard Reporting

FY 2018 – Q2

Table of Contents

Zone Reporting Descriptions ………….…….…………………………………………………………………………………………………………………….. 3-4

Unresolved Service Requests………………………………………………………………………………………………………………………………………….. 5

Unresolved Service Requests per Million Square Feet…………..….……………………………………………………………………………………. 6

Service Requests In Progress ……………………………………………………………...………………………………………………………………….……… 7

Service Requests In Progress by Service & Craft, Priority 40 ..…..…………………………………………………………………………...... 8 Service Requests In Progress by Service & Craft, Priority 45 ..…..……………………………………………………………………………... 9 Service Requests In Progress by Service & Craft, Priority 50 ..…..………………………………………………………………………….... 10

All Service Requests Created vs. Resolved….…………………………………………………………………………………………………………………. 11

Service Requests Created vs. Resolved by Month …………………………………………………………………………………………………. 12

All Work Orders Created vs. Completed ………………………………………………………………………………………………………………………..13

Work Orders Created vs. Completed by Month ……………..………………………………………………………………………………………. 14

Open PM Work Orders by Priority and Work Group……………………………………………………………………………………………………… 15

Work Orders Created by Type per Financial Period ……………………………………………………………………………………………………….16

Corrective vs. Preventive Maintenance Labor Hours per Financial Period ……………………………………………………………………. 17

Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial Period………….…………………………………………. 18

Zone Reporting Descriptions

The graphs represent work that is flowed through the Maximo system and managed within Facilities Management and IPP Projects Administration. Unit and Geneva work is excluded. Maximo Service Requests (SRs) are requests for work or service, and have one or more Work Orders (WOs) related to them. WOs include labor assignments, labor hours, and charges. Standalone WOs (without a SR) are used for Preventive Maintenance (PM) or continuous work.

Unresolved Service Requests This graph displays the number of unresolved Service Requests managed by the FM Zones and Operations, grouped by the number of days unresolved. “Unresolved” includes SRs in the status of Pending and In Progress. The unresolved SRs are categorized as being open for 0-30 days, 31-60 days, 61-90 days, or over 90 days from the SR Reported Date (SR created date).

Unresolved Service Requests per Million Square Feet This graph shows the average number of unresolved SRs (in the statuses of Pending and In Progress) per million square feet, managed by the FM Zones. It also displays the average number of unresolved SRs per facility for all Zones on the secondary (right) axis.

Service Requests In Progress by Maintenance Zone and Priority This graph displays the percentage of the SRs in the status of “In Progress” by Priority Level, comparing the current year to previous two fiscal years, by Maintenance Zone. The three associated reports, CZR-3a, CZR-3b, and CZR-3c, display the SRs in “In progress” status for the current fiscal year by Priority level, along with the breakdown of Service Request “Services” and the Crafts used for the associated Work Orders.

All Service Requests Created vs. Resolved This displays the total # of SRs created vs. resolved by Maintenance Zone, FYTD 2016, 2017, and 2018. The associated report, CZR 4a, displays the number of SRs created vs. resolved by Maintenance Zone broken down by month, comparing to the previous fiscal year.

All Work Orders Created vs. Completed, Maintenance Zone Comparison This displays the number of WOs created vs. completed by Maintenance Zone, FYTD 2016, 2017, and 2018. It includes WOs related to SRs, Preventive Maintenance WOs, and standalone WOs not related to SRs. The associated report, CZR 5a, displays the number of WOs created vs. completed by Maintenance Zone, broken down by month, comparing to the previous fiscal year.

3

Zone Reporting Descriptions (continued)

Open PM Work Orders by Priority and Work Group This shows the total number of open PM WOs by Priority, for each of the three Maintenance Zones and the Infrastructure (Campus) Maintenance Zone. The graphs are categorized as being open for 0-45 days (Current PM WOs), and Over 45 Days (PM Backlog).

Work Orders Created by Type per Financial Period This bar graph is the count of all WOs created by type (CM, PM, and PW) per financial period for Q1 FY16, FY17, and FY18.

Corrective vs. Preventive Maintenance Labor Hours per Financial Period This display the total CM labor hours compared to the total PM labor hours per financial period for Q1 FY16, FY17, and FY18.

Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial Period This bar graph displays the total labor hours by work type (corrective, preventive, and project work), per financial period for the current fiscal year, against the Zone Maintenance GL Account vs. other GL Accounts. The totals for the previous two fiscal years are shown as a comparison.

Maximo Mission Statement Provide a tool for facilities service providers to manage (receive, organize, prioritize, schedule, perform) compliance, maintenance, or project work. Collect information to support these work management activities and related activities (billing, reporting, warehousing), and communicate

this information to stakeholders to aid in decision making.

4

As of December 31, 2017 CZR-1

1Based on the count of SRs in the status of "Pending" and "In Progress"2Based on the SR "Ownergroup"

Unresolved1 Service RequestsManaged2 by the FM Zones and Operations

300 240 279 332 277 246

141 145 119 134 158 151

81 91 9389 87 103

260 234 240 273 282 307

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by Contract College Zone

0 - 30 days 31 - 60 days 61 - 90 days Over 90 days

Total, FY17

409 442 416 479 412261

225 183 189 162 205232

110 115 115 118 94139

315 308 313 316 301 334

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by Endowed Zone


492766

431 428 394 344

293

120

253108 195 235

171130

73119 78 143

274 276

269171 223

240

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by SCL Zone


Total, FY17

133 178 207 175 15884

9174

80 98 100

79

69 5450 52 64

64

250278

281 309330

351

0

200

400

600

800

SRs Managed by FM Operations


Total, FY17

Total, FY17

The charts demonstrate that compared to FY'17, there are less unresolved SRs being managed by the CC and SCL Zones, the EN Zone remains consistent with last year, and the number of unresolved SRs managed by FM Operations has risen.

5


14 1413

13 13

15

16 16

14

14 14 14

201

216

194

170

149144

156

142 146

166161 161

127 126137

155147

159 163 161 159 165156

149

223 221

196

174

192

241

280

294

233

188

202

219

0

2

4

6

8

10

12

14

16

18

100

125

150

175

200

225

250

275

300

325

350

JAN FEB MARCH APRIL MAY JUNE JULY AUGUST SEPT OCT NOV DEC

Serv

ice

Requ

ests

per

Fac

ility

Serv

ice

Requ

ests

per

MSF

Total # Unresolved SRs per Facility (All Zones) CC Zone Unresolved SRs per MSFEN Zone Unresolved SRs per MSF SCL Zone Unresolved SRs per MSF

# of Facility Codes per Million Square Feet2

Contract College Zone: 64Endowed Zone: 30

SCL Zone: 341Based on the count of SRs in the status of "Pending" & "In Progress"2Data ran from Facilities Inventory as of 10/3/17.

Unresolved1 Services Requests per Million Square FeetManaged by the FM Zones

12 Month RollingThis shows the increase in SRs managed by the SCL Zone during intercession and opening. Outside of these spikes, the needs of the zones are fairly close.

6


Priority Levels:30 Routine Make all efforts to schedule within five (5) days; begin work by date40 Timely Reponse within one (1) business day; scheduled within five (5) business days; completed within schedule45 Urgent Make all efforts to mitigate problem today; overtime is authorized50 Emergency Imminent threat to people, property, institution; immediate response

1SRs become "In Progress" when labor transactions are entered on associated WOs. 2Q1 is represented by three Maximo Financial (Billing) Periods.

61%

57%

53%

63%61%

54%

40%35%

31%

17%20%

23%

15% 16%18%

39% 39% 38%

7% 8% 7% 7% 7%9%

12%

17%20%

15% 15%17%

14% 15%

19%

9% 10% 11%

FY16 FY17 FY18 FY16 FY17 FY18 FY16 FY17 FY18

Contract College Maintenance Zone Endowed Maintenance Zone SCL Maintenance Zone

Service Requests In Progress1

by Maintenance Zone and PriorityFYTD16/FYTD17/FYTD182

30 40 45 50

The Endowed and Contract College Zones have a consistent mix of priorities of in progress SRs year to year, but SCL Zone's Priority 30 "In Progress" SRs went down and Priority 40s & 45s went up.

Top Services for all three zones (see graphs 3a, 3b, 3c):Priority 40 SRs: HVACR, Locks, Furniture, and Fixtures & Equipment, with the primary crafts being ACR, Controls, Pipe, Carpenters, and Mechanics.Priority 45 SRs: HVACR and Locks. Building Drains is also a top service for SCL Zone. The primary crafts for these are ACR, Controls, Electric, Carpenter, and Mechanics.Priority 50 SRs: HVACR and Fire Alarms, Detections, Suppression. Locks and Building Power are also top services for SCL Zone. The primary crafts for these are Controls, Shift Mechanics, and Mechanics.

7

As of December 31, 2017 CZR-3a

1Calculations are based on the count of Service Requests.

SRs In Progress by Service & Craft1

Priority 40

47%

21%

21%

11%

EN Maintenance ZoneSRs by Service

HVACR

LOCKS

FURFIXEQ

LIGHT

05

101520253035404550556065707580859095

100105110115120125

ACR

PIPE

ELEC

CON

T

TASS

T

MET

AL

MEC

H

CARP

CARP

PIPE

TASS

T

ELEC

ACR

MET

AL

MEC

H

HVACR LOCKS FURFIXEQ

EN Maintenance ZoneCrafts by Service (top 3)

43%

18%

15%

9%

8%7%

CC Maintenance ZoneSRs by Service

HVACR

FURFIXEQ

LOCKS

REGCOMP

POTWATER

LIGHT

05

101520253035404550556065707580859095

100105110115120125

ACR

CON

T

PIPE

ELEC

MEC

H

CARP

MET

AL

CARP

PIPE

ACR

ELEC

CON

T

MET

AL

MAS

ST

CARP

ELEC

HVACR FURFIXEQ LOCKS

CC Maintenance ZoneCrafts by Service (top 3)

20%

15%

13%12%

9%

7%

6%

5%4%

3%

SCL Maintenance ZoneSRs by Service

LOCKSWINDOWSHVACRFURFIXEQPOTWATERLIGHTBLDGDRNREGCOMPBLDGPWRTURNOVERINTFINPAINTINGRIC

0255075

100125150175200225250275300325350375400425450475

MEC

H

CARP

MEC

H

CARP

PAIN

T

ACR

MEC

H

CON

T

ELEC

PIPE

MET

AL

LOCKS WINDOWS HVACR

SCL Maintenance ZoneCrafts by Service (top 3)

8

As of December 31, 2017 CZR-3b



Priority 45

68%

32%


HVACR

LOCKS

0

5

10

15

20

25

30

35

40

45

50

55

60

65

70

75

CON

T

ACR

PIPE

ELEC

MEC

H

CARP

TASS

T

MET

AL

CARP

ELEC

HVACR LOCKS

EN Maintenance ZoneCrafts by Service

65%

35%


HVACR

LOCKS

0

5

10

15

20

25

30

35

40

45

50

55

60

65

70

75

ACR

CON

T

PIPE

ELEC

MEC

H

CARP

ELEC

HVACR LOCKS

CC Maintenance ZoneCrafts by Service

31%

21%18%

11%

6%

5%4% 4%


HVACR

BLDGDRN

LOCKS

POTWATER

FURFIXEQ

LIGHT

WINDOWS

BLDGPWR

-5

15

35

55

75

95

115

135

155

175

195

215

235

255

275

MEC

HPI

PEAC

RCO

NT

ELEC

MAS

STTA

SST

PAIN

TCA

RPM

ECH

PIPE

ACR

MAS

STM

ASO

NCA

RPM

ETAL

PAIN

TCA

RPM

ECH

ELEC

CON

T

HVACR BLDGDRN LOCKS


9

As of December 31, 2017 CZR-3c



Priority 50

83%

9%

8%


FIREADS

HVACR

POTWATER

0102030405060708090

100110120130140150160170180190200210220230240250260270280290300

ELEC

PIPE

MEC

H

CON

T

MEC

H

ACR

ELEC

PIPE

CARP

MET

AL

MEC

H

PIPE

CON

T

CARP

ELEC

FIREADS HVACR POTWATER

EN Maintenance ZoneCrafts by Service

86%

14%


HVACR

FIREADS

0102030405060708090

100110120130140150160170180190200210220230240250

CON

T

MEC

H

ACR

ELEC

PIPE

TASS

T

CARP

MET

AL

ELEC

CARP

HVACR FIREADS

CC Maintenance ZoneCrafts by Service

34%

20%14%

12%

11%

9%


HVACR

LOCKS

BLDGDRN

BLDGPWR

FIREADS

POTWATER

0

10

20

30

40

50

60

70

80

90

100

110

120

CON

T

MEC

H

PIPE

ACR

ELEC

MEC

H

CARP

ELEC

MEC

H

PIPE

ACR

CARP

MAS

ST

HVACR LOCKS BLDGDRN


10


*Also includes 10% of SRs that were cancelled due to non-facilities maintenance requests.

4,126 3,9394,559

5,300 5,344 5,334

11,372

13,34613,960

4,439

3,565

2,845

5,5395,107

3,622

9,562

11,020

7,967

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000

10,000

11,000

12,000

13,000

14,000

15,000



All Service Requests Created vs. Resolved*Maintenance Zone Comparison

Q1 FY16/FY17/FY18

Created Resolved

Over the last 3 fiscal years, a greater number of SRs are being resolved in Q1.

11

As of December 31, 2017 CZR-4a

Service Requests Created vs. Resolved by MonthFY17/Q1 FY18

0

200

400

600

800

1,000

1,200

July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June

Contract College Maintenance Zone

FYTD18 SRs Created FYTD 18 SRs ResolvedFY17 SRs Created FY17 SRs Resolved

0

200

400

600

800

1,000

1,200


Endowed Maintenance Zone

FYTD18 SRs Created FYTD18 SRs ResolvedFYTD17 SRs Created FYTD17 SRs Resolved

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500


SCL Maintenance Zone

FYTD18 SRs Created FYTD18 SRs ResolvedFYTD17 SRs Created FYTD17 SRs Resolved

12


1Includes Work Orders related to Service Requests as well as Preventive Maintenance (PM) Work Orders in Maintenance Zones.

11,084 10,788

13,669

12,330

13,685

16,429

11,918

13,022

14,62715,60214,795

15,777

18,380

17,701

18,895

16,53316,569

17,308

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000

10,000

11,000

12,000

13,000

14,000

15,000

16,000

17,000

18,000

19,000

20,000



All Work Orders Created vs. Completed1

Maintenance Zone ComparisonFYTD16/FYTD17/FYTD18

Created Completed

The Endowed Zone is the only zone trending upward from FY'16 to FY'18.

13

Work Orders Created vs. Completed by MonthFY17/Q1 FY18

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500



FYTD18 WO's Created FYTD 18 WO's CompletedFY17 WO's Created FY17 WO's Completed

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500




0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500




As of December 31, 2017 CZR‐5a

14

Open PM Work Orders by Priority and Work Group

231

89

428

340

30

189

63

375

120

36

26

14

24

277

74

180

10

30

100

200

300

400

500

600

700

10 20 30 40 45 10 20 30 40 45

0 ‐ 45 Days (Current PM WOs) Over 45 Days (PM Backlog)

Coun

t of W

Os


FM Operations Endowed FM Zone

84 115

604

288

166114 93

688

176

23

61391

3

18

0

100

200

300

400

500

600

700

10 20 30 40 45 10 20 30 40 45


Coun

t of W

Os


FM Operations Contract College FM Zone

12255

187108

52

287

54

353

1844

298

8

31

0

100

200

300

400

500

600

700

10 20 30 40 45 10 20 30 40 45


Coun

t of W

Os


FM Operations SCL FM Zone

3 6 2 9 2 6 5 4 81

155

2

59

6 10 20

25

50

75

100

125

150

175

200

10 20 30 40 45 10 20 30 40 45


Coun

t of W

Os

Infrastructure (Campus) Maintenance Zone

FM Operations CC, EN, SCL Zones

PM Priority Level Definitions10 ‐ Recommended / Best Practice 20 ‐ Service Life

30 ‐ Reliability40 ‐ Reliability with Consequence45 ‐ Compliance

A large number of Reliability PM WOs (priority 30 & 40) assigned to the Contract College Zone and Endowed Zone were issued in September. All three zones have greatly reduced their Compliance PM (priority 45) Backlog.

As of December 31, 2017 CZR‐6

15


Work Orders Created by Type per Financial PeriodFY16/FY17/FYTD18

0

250

500

750

1,000

1,250

1,500

1,750

2,000

2,250

2,500

2,750

3,000

3,250

July Aug Sept. Oct. Nov. Dec. Jan. Feb. March April May June


Corrective Maintenance Preventive MaintenanceProject Work FY16 TotalFY17 Total

FY16 FY17

0

250

500

750

1,000

1,250

1,500

1,750

2,000

2,250

2,500

2,750

3,000

3,250




FY17

0250500750

1,0001,2501,5001,7502,0002,2502,5002,7503,0003,250




FY16FY17

FY16

The Contract College Zone and Endowed Zone have a higher number of Preventive Maintenance WOs, where the SCL Zone has a higher number of Corrective Maintenance WOs. In August & September, the number of SCL Zone Corrective Maintenance WOs increases due to Opening.

16


Corrective vs. Preventive Maintenance Labor Hours per Financial PeriodFY16/FY17/Q1 FY18

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000



CM PM FY16 Total FY17 Total

FY17

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000




FY17

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000




FY17

FY16

FY16

FY16

In FY18 first quarter, corrective maintenance labor hours is higher than FY17 for all three zones.

17


Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial PeriodFY16/FY17/Q1 FY18

0

2,000

4,000

6,000

8,000

July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June

Zone Maintenance GL Account Other GL Accounts


CM PM PW FY17 Total FY16 Total

0

2,000

4,000

6,000

8,000

10,000

July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June




0

2,000

4,000

6,000

8,000

July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June July

Aug.

Sept

.

Oct

.

Nov

.

Dec.

Jan.

Feb.

Mar

ch

April

May

June




SCL Zone's first quarter skilled trade hours are consistent with the previous 2 fiscal years, but the Contract College Zone and Endowed Zone hours are signifantly higher than the previous 2 fiscal years.

FY16

FY17

FY17FY17

FY16

FY16

18

IPP Maximo Standard Reporting FY 2018 – Q2...The associated report, CZR 4a, displays the number of...

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Transcript of IPP Maximo Standard Reporting FY 2018 – Q2...The associated report, CZR 4a, displays the number of...