Implementing a Regional CMMS (Computerized Maintenance Management System)

Jerrard Whitten, GISP

GIS/IT Manager

Today’s Discussion

• What is CMMS?

• Project summary – history to current

• What we’ve learned, what’s ahead.

DPW Director’s Coalition

• Forum for idea sharing and problem solving

• Potential for cost savings through collective purchasing

• Desire to compare functional performance

• Explore potential for collaborative projects – Implement computerized system to manage

municipal infrastructure

Goals

• Better manage municipal infrastructure

• Improve service delivery through efficiencies

• Save $$ through preventative maintenance

• Compare performance statistics

• Provide mechanism for public input

• Establish platform for equipment/service sharing

Process

• June 2011

Project begins, initial systems survey, desired functionality

• Provide a tool for submitting work requests both externally from citizens and internally • Record and track all work orders and work requests in the system • Assign Work Orders to projects and view project history • Track job time, response time, machine downtime and other statistics • Ability to map locations of complaints/integrate with GIS • Calculate labor, parts and material costs by work order, building, department or issue • Automatic alerts when citizen requests are approved, rejected and completed • Sort service orders by citizen, priority, region, problem type, or other user-definable filters • Easy to use, computer-based graphical interface web-based • Upload manuals, drawings or other documents and relate them to work orders • Provide mobile (WiFi) access to system

The MVPC CMMS encompasses these user-defined capabilities.

Desired Functionality

Finding the “right” Application

• The “Goldilocks” criteria

Not too big (large $$, overwhelmed by options)

Not too small (lack of functionality, capabilities)

Not looking to design/build ourselves

“Just right” – robust system, desired capabilities, flexibility of implementation, competitive cost

The Regional CMMS Plan

Municipal DPW/DPS

Process (continued)

• June 2011 – Project begins, initial systems survey, desired functionality

• Fall 2011 – Review existing applications for potential matches

• December 2011 – Applied for grant funding (CIC Grant Program)

• Winter/Spring 2012 – Application presentations to DPW Directors

• April/May 2012 – Full presentations by 4 finalists

• May, June 2012 – Product demonstration “test drive” (bake off)

• August 2012 - Selection of preferred vendor - Maintstar

• November 2012 – Re-Application for grant funding

• Spring/Summer 2013 – Grant award, establish agreements

• Summer/Fall 2013 – Project implementation

•Developed project goals and objectives •Identified functionality, vendor, and cost •Finalized Scope of Work •Signed Agreements with municipal officials •Established cloud hosting environment •Installation of software and testing deployment •Go live

Next Steps:

• Identify timetable and funding sources at start

• Where approvals are required, engage municipal leaders ahead of time so they can be project advocates

• Establish overall Project Managers AND local Project Team

• Legal review of agreements – needs for City and Towns vary

• Work with vendors on state contract list

Lessons Learned

Thank you!