PM_UC_2014_Presentation edit 4-11

Editor's Notes

• #10: I am going to admit a few of our shortcomings that we were forced to face and solve to make our PM program viable: Which meant a database query was virtually useless due to inaccuracy. (wrong nomenclature, wrong location info, marked inactive when it was really active, incorrect tag # and data plate information, incorrectly recorded as what type of equipment it was, etc) Which meant that we had a hydronic heating boiler that was installed and went over 10 years without any service done on it (and then needed a virtual full rebuild when it finally failed) We had 4 ventilation fans at the library that had been physically removed but were still getting PM work orders printed for them. (which the mechanic was using to charge time to while servicing 4 vent fans in the library that weren’t even in our system!) Our mechanic was doing service to equipment but how accurate do you think our service records were for these units? A $10k lab air compressor that failed during the warrantee period that we had to pay to replace it because we had no recorded proof of PM work done to it. (It’s common to have to show proof of maintenance for warrantee claims) We had a huge amount of data collected that we could not share with anyone due to our lack of technology. (and we had a huge amount of time invested in collecting that data) We had a new mechanic start and claim that he spent 10 minutes servicing a fan coil unit. (but he had spent 20 minutes just trying to find it first)
• #15: Standardization cannot be emphasized enough!!! Create a template or document to be followed for how every record entry should be done Records entered in a consistent, standard format will eliminate confusion, interpretation errors and easier querying.
• #16: Establish a 4 letter code for each building at your facility to simplify tag names.
• #17: Using the same philosophy from step one, we assigned mechanical equipment a 3 character code. We also implemented a policy that 3rd party engineers and architects use our codes when drafting blueprints for new construction on our campus. All plans and drawings for construction have equipment listed in the schedules and on the plans per our equipment code. This also allows for simplified data transfer if you are using a Submittal Exchange type of software.
• #19: We have a policy for new construction that the MEP contractors install tags to mark the physical equipment. The tags must correlate with the equipment names on the drawings for the mechanical equipment. Begin with the Tag # for each new record entry. The MSU tag # standard is as follows: 4 letter building code / 3 character campus equipment identification code – 3 digit series number of the unit. Example: TEMP/AHU-001 = Temple Hall / Air Handling Unit – Number One. We always enter the tag # into TMA with upper case letters.
• #21: Sub-Location populated to locate individual pieces of equipment. Many other fields available as business process grows to incorporate them.
• #22: Evaluate your equipment first, make certain you allow for growth in your future records. Consistency between old records and the records you are creating / inputting now. Whatever you enter into the equipment record Tag # / Name is what WebTMA will use to sort the records in Fast Find. Remember, a record cannot be deleted… only set as Inactive
• #23: For example, the 4th of 7 pool pumps at the Foster Family Recreation Center on MSU’s campus, would be recorded in the equipment record Tag # / Name data entry field as: 
• #24: Notice to the left of screen, on the Action Menu, the asterisk is in place next to the LINKED DOCUMENTS button.
• #26: Linked Documents section opened for the previous record.
• #27: The pictures will open in a browser window and can be zoomed in to read even the finest details, as long as a quality picture has been taken with a quality resolution, digital camera. Be selective about what you want to add for linked documents to prevent your server from becoming unnecessarily bloated. For example, if you have 45 generic fan coil units in a building, it is probably not necessary to get of photo of every unit, every tag of every unit, etc.
• #28: Also include the wide shot of a piece of equipment as a mechanic would approach it for confirmation sake. This will prevent personnel from wasting time on a “wild goose hunt” This will document the condition of a piece of equipment and its environment This will eliminate confusion about which piece of equipment is being referred to This will offer reference points for foremen / supervisors on a remote repair call
• #31: Contact TMA for Linked Doc best practices
• #34: So… you have an army of secret, radio controlled, robot attack dogs that need weekly PMs for joint oiling, teeth sharpening, antennae straightening… How do you chose to store the information about these units to the file server?
• #35: Establish a standard file path hierarchy on the server to use in your organization and retain total control over how the files are stored / maintained. Have a management meeting beforehand regarding hierarchy to prevent the server from becoming an arbitrary file or picture dumping ground. Invite key players to make certain you don’t overlook details or perspectives. Discuss user rights and assign only as needed to prevent other users unfamiliar with the document database from deleting or changing what has already been established. This can be with TMA user rights as well. The last thing you need is to have one user tampering with another users files inadvertently. Forethought and planning before beginning the server implementation will alleviate confusion and mistakes.
• #36: We created a folder for every building on campus using the 4 character code for the buildings. Under each building we create a folder for every individual piece of equipment inside the building. However you decide to organize the spaces in your organization is up to you, just do your best to keep it simple to understand and intuitive to other users.
• #37: Underneath each building folders, create individual equipment folders. Inside these individual equipment folders, go all the files, documents, pictures, etc. for that piece of equipment.
• #38: We choose to put the location graphic for each piece of equipment in a separate folder inside each building folder. This is nothing more than a simplified floor plan of the building that is marked where the equipment is located.
• #39: Draw a shape of rough size and location to proportionately represent how the equipment appears in the space. Accentuate the item in red. Put the equipment name / tag on each page.
• #40: Simplified floor plans work well for equipment records because they have only the basic building layout and room numbers included in the drawing. These graphics are simple and can be opened in MS Paint to add shapes, colors, text, etc. We choose to show only one piece of equipment.
• #41: This area in our recreation center is called the “pump pit”. There are 7 similar pumps in close proximity to each other in this area. We display multiple pieces of equipment to show how they are related to each other in the space.
• #42: By comparison, this is the photograph from the actual equipment record as compared to the location graphic.
• #43: In the folder hierarchy for the buildings, make a separate folder in each building folder for the location graphics. Concentrate all the location graphics for all pieces of equipment in a building to one folder. A ready-made, graphical map of where all the equipment is located in each building.
• #44: These folders become a page by page road map of where all equipment is located in every building.
• #45: Sometimes a “zoom” graphic is required for a small piece of equipment in a congested machine room. These graphics are still made simply with Adobe Acrobat Pro & MS Paint.
• #46: Use the excepted symbol for equipment, instead of a basic shape, to represent a small piece of equipment. An embedded photograph for the record graphic aids when the equipment is nearly completely obscured by pipe insulation. 
• #48: Gary is our retired PM Coordinator, with 25 years on Missouri State University’s campus. Gary knows a great deal of the buildings on campus and is familiar with much of its equipment. Gary is a true asset due to his familiarity and institutional knowledge.
• #52: TMA Hosting Service: Easiest to setup and maintain Contact TMA for hosting costs/options Work with TMA directly for all support needs is an advantage. One-Stop support for all things TMA No need to hire and manage IT support/admins for day-to-day operations Full Internal IT TMA support staff: Largest cost overhead with most internal control over the spectrum of your TMA system including, Database Admin, Server Admin, TMA Admin, Web Dev. Fine grained control of all aspects internally requiring little consultation with outside groups to implement changes/upgrades. Depending on the staffing and priorities of the organization you might only have some of these techs with others areas deemed lower priority and not staffed internally (i.e. Web Dev to customize ISD pages etc). Limited Facilities IT support staff: IT staff in the facility provide TMA specific support internally and interact with TMA for other support/training issues as they arise IT staff act as a liaison between the Facility Computer Services (providing the remaining support) communicating on-going assistance The level of support provided by each group will vary depending on implementation and policy.