POWERED BY
RETHINK YOUR REPORTING
SHOWING YOUR WORK MATTERS:
When you come in to work, you may not know what the day holds. What kind of projects will be thrown your way? How will your team perform? Will your equipment hold up?
While you’re not expected to predict the future, it’s crucial that you know how to track and report on what you’ve done and what you’re doing. That way, when someone asks about your work, you’ll be able to show just what your team is up to, securing your employees and budget, while working more efficiently.
Be prepared for anything with some simple keys to maintenance with better reporting tools.
“2
My question is always ‘How do you manage what you don’t measure?’
How many work orders have been done on a piece of equipment? Do
I need to hire another guy who has electrical skills? Where are the
majority of work orders backing up? The answers to these questions
would be near impossible to figure out without MaintenanceEdge.”
CONTENTS
Showing Efficiency 3
Justifying the Budget 6
Justifying Hiring 10
Justifying Repair vs. Replace 13
Justifying Retrofitting 16
Chapter 1
SHOWINGEFFICIENCY
Your boss calls you into their office and asks what your department has been doing for the past few months. They are creating the yearly budget and need a report to show your team’s performance. They’ll need a list of work orders submitted and completed, as well as the average time you spend on projects month to month.
3
Can you prove your efficiency?→
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Aug Sep Oct Nov Dec
133
162 166
145
163
183
O R D E R S S U B M I T T E D O R D E R S C O M P L E T E D
Whether you just want to show your day-to-day work or you need to demonstrate your efficiency to upper management, you should have tools in place to be able to quickly and easily represent yourself and your team.
Consider using a system that:
→ Monitors your work orders
→ Automates your maintenance workflow
→ Presents information through organized reports and charts
The Stats You NeedSHOWING EFFICIENCY
4
WHAT IT SHOWS
Number of work orders submitted right next to work orders completed.
WHY IT MATTERS
You can gauge your daily, weekly and monthly productivity and work toward improving your processes.
KEY STAT
EFFICIENCY REPORT
Organizations that are currently using a CMMS reported an average of 28.3% increase in productivity.
AUG19
7077
91
SEP24
6482
96
OCT 6477
95
16
NOV18
5072
94
PERCENTAGE OF WORK ORDERS COMPLETED0 100
WORK ORDERS COMPLETED IN LESS THAN: 2 DAYS 7 DAYS 10 DAYS 20 DAYS
The Stats You NeedSHOWING EFFICIENCY
You have to increase your efficiency and this is where
MaintenanceEdge comes in. It’s a straight-forward
system to use that enables a team to do the best with
what they have.
“” 5
WHAT IT SHOWS
Shows how many work orders are completed in how many days.
WHY IT MATTERS
Prove how fast you’re getting work done or make a case for improving your efficiency with additions to your team.
KEY STAT
PRODUCTIVITY REPORT PERCENTAGE COMPLETED IN DAYS
6
Chapter 2
Can you justify your budget?→
JUSTIFYINGTHE BUDGET
Your team is completing work orders on time, but more last-minute tasks just keep piling in. You’re thinking that you need to increase your budget so you can finally replace that piece of equipment that has been hanging by a thread and maybe hire someone new, but you’ll need hard numbers and statistics to convince your boss.
Whether you’re under the gun about your departmental budget or you see a need for hiring additional staff, you’ll have to justify your decisions with some strong data. Maintenance budgets are one of the first to get slashed, so you’ll need to bring your strongest ammunition to the fight.
Find a system with reporting tools to help you show:
→ Where your budget is going
→ How much you spend per work order
→ Long-term budget needs
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$150.83
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$71.88
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C O ST P E R W O R K O R D E R C O ST P E R S Q U A R E F O OT
The Stats You NeedJUSTIFYING THE BUDGET
WHAT IT SHOWS
Compare your cost per work order and per square foot throughout your facilities.
WHY IT MATTERS
Make a case for justifying or increasing your budget with these detailed, comparative stats.
KEY STAT
COST PER WORK ORDER + SQUARE FOOT
7
Organizations that are currently using a CMMS reported an average of 20.1% reduction in equipment downtime.
The Stats You NeedJUSTIFYING THE BUDGET
J U L AU G S E P O C T N OV D EC
5 0
1 0 0
1 5 0
2 0 0
2 5 0 $ 4 5 , 0 0 0
$ 3 5 , 0 0 0
$ 2 5 , 0 0 0
$ 1 5 , 0 0 0
$ 5 , 0 0 0
NU
MB
ER
OF
WO
RK
OR
DE
RS
TO
TAL
CO
ST
WHAT IT SHOWS
Measure your spending by months of the year.
WHY IT MATTERS
See how much your department spends, on what and how often to help in your budget and hiring decisions.
KEY STAT
COST PER MONTH
8
9
JUSTIFYING THE BUDGET
I can let the data in our FacilityDude account tell the story for me because
you can’t argue with solid data. Donors don’t want to hear a diatribe as to
why you need more money, they want numbers. FacilityDude provides us
with unquestionable data — it’s just the facts.
“”
2016 2017 2018 2019 2020 2021
Capital Project Cost Projections: HVAC
$931,750
$540,750
$106,250
$223,250
$141,750
$421,250
The Stats You Need
WHAT IT SHOWS
Your cost projections for the next 5-10 years.
WHY IT MATTERS
Confidently set your budget and account for what you’ll need in the future.
KEY STAT
CAPITAL PROJECT COST
Chapter 3
JUSTIFYINGHIRING
You need strong evidence to help you justify hiring.→
So, the day has finally come when you’ll meet with your boss to ask for a hiring budget to add to your team. What types of data and arguments will you need to present? What will help you prove your point of requesting more help when you know the budget is already tight?
10
Whether you’re wanting to add one new employee or 10, your boss isn’t going to approve it without any proof. Prove your point with organized reports that exhibit how new hires will increase your capabilities and efficiencies.
The Stats You NeedJUSTIFYING HIRING
WHAT IT SHOWS
How much maintenance is required in different parts of your facility based on work order data.
WHY IT MATTERS
Show evidence of where your team may need extra help and advocate for the type and number of employees you need.
KEY STAT
CRAFT BY LOCATION
GeneralMaintenance
Ceiling Tile
Inspections
Shades/Blinds
Lighting
Windows
Walls
Doors & Hardware
Plumbing
Custodial
WORK ORDERS BY C R A F T
2 4 6 8 10 12 14
PERCENTAGE OF WORK ORDERS COMPLETED
0 100
COST PER WORK ORDER
11
Avoid spending weeks or months making those reports with simple data gathering tools. With specific statistics on your work orders, current employees and reports by location and craft, you’ll have help to win the hiring debate.
We started to notice how many pool related work order requests were
coming in, and how long they were staying open. When the board of
directors asked why we needed more staff for pool maintenance, we
were able to easily prove the need thanks to MaintenanceEdge.
“12”
The Stats You NeedJUSTIFYING HIRING
WHAT IT SHOWS
How many work orders are completed in how many days.
WHY IT MATTERS
Make a case for your hiring needs by showing what your team is able and not able to accomplish on a daily basis.
KEY STAT
PRODUCTIVITY REPORT PERCENTAGE COMPLETED IN DAYS
AUG19
7077
91
SEP24
6482
96
OCT 6477
95
16
NOV18
5072
94
PERCENTAGE OF WORK ORDERS COMPLETED0 100
WORK ORDERS COMPLETED IN LESS THAN: 2 DAYS 7 DAYS 10 DAYS 20 DAYS
Chapter 4
Some assets and equipment around your facility are starting to show a lot of wear and tear, requiring more of your team’s attention. They may have even undergone multiple repairs and could be starting to become a money pit. How do you know whether you should repair or replace the equipment, and how do you get the budget approved for either?
13
Can you justify repair vs. replace?→
JUSTIFYINGREPAIR vs. REPLACE
14Reactive Planned
SEPT
14
33%
67%
41%
59%
DEC
14
We know that your facility running smoothly depends on your assets and equipment working well and keeping your employees or patrons happy and coming back. Since so much is riding on your organization running smoothly, it can cause problems when essential equipment breaks down or needs to be fixed.
You need a system with data and forecasting tools to be able to justify the repair vs. replace argument, such as numbers on:
→ Reactive vs. planned maintenance
→ Hours spent on a piece of equipment
→ Money spent on a piece of equipment
The Stats You NeedJUSTIFYING REPAIR VS. REPLACE
WHAT IT SHOWS
Percentage of planned and reactive maintenance on a piece of equipment by month.
WHY IT MATTERS
Monitor which pieces of equipment are reaching the end of their usefulness and may need replacing.
KEY STAT
PLANNED vs. REACTIVE MAINTENANCE
Organizations that are currently using a CMMS reported an average of 17.8% reduction in maintenance, repairs and operation (MRO) inventory.
15
If a piece of equipment is failing or we’re doing excessive
maintenance on it, we can see its history and when it’s due
for replacement. We’re no longer guessing.“
”
The Stats You NeedJUSTIFYING REPAIR VS. REPLACE
WHAT IT SHOWS
Show the cost history of your pieces of equipment.
WHY IT MATTERS
Easily track which pieces of equipment are taking up more of the budget and might increase your efficiencies by replacing them.
KEY STAT
EQUIPMENT HISTORY
Equipment Expenditures Summary 1/1/2015 - 12/31/2015PERIOD
Classification: VehiclesType: BusItem Labor Labor Material Sales Total WO Avg. Hrs./ Avg. Cost/Description Hrs Cost Cost Tax Cost Count WO WO
FIN #31 7 $0.00 $1,091.98 $0.00 $1,091.98 1 7.00 $1,091.98
29 Passenger - 2003
FIN #43 2 $0.00 $0.00 $0.00 $0.00 1 2.00 $0.00
21 Passenger - 2009
Total 9 $0.00 $1,091.98 $0.00 $1,091.98 2 4.50 $545.99
Chapter 5
So, you just spent a good bit of time and money to do a lighting retrofit in one of your buildings. You’re wondering if the savings from the changes are worth everyone’s time and money to implement at other locations. How do you decide?
16
Can you justify retrofitting?→
JUSTIFYINGRETROFITTING
Maybe you just retrofitted some lighting and you want to see if it was a good decision since it might make sense to replicate in other facilities. You’ll need some solid research and specific data to prove to yourself and to others that it was worth it.
Take advantage of reporting that combines data to easily tell how much a certain project saved you, showing if the retrofit is a good or bad decision for your needs.
The Stats You NeedJUSTIFYING RETROFITTING
17
Actual Energy Cost
$195,276
Energy Cost Savings
$28,874
Expected Energy Cost
$224,150Energy Conservation ProgramCAP-19
Energy Reduction Impact:
31 MMBTU
THIS IS EQUIVALENT TO THE FOLLOWING:
Passenger cars not driven for one year:
17
Tree seedlings grown for 10 years:
2,038
WHAT IT SHOWS
The expected energy cost, actual energy cost and energy cost savings with retrofitting.
WHY IT MATTERS
Use this graph to prove the efficiency and impact of a retrofitting project and to decide if duplicating the efforts at other locations is a good idea.
KEY STAT
CAP19 REPORT
Organizations that are currently using a CMMS reported an average of 19.4% savings in lower material costs.
facilitydude.com
Make good decisions for your team and your organization by increasing your reporting skills with tools like MaintenanceEdge, Capital Forecast and others from FacilityDude.
With our simple management tools, you’ll be prepared for almost anything.
*Reports included in this document are graphical representations of statistics but do not represent the actual look of FacilityDude solutions.
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