FCS Maximo Standard Reporting FY 2019 – Q1

FCS Maximo Standard

Reporting FY 2019 – Q1

Table of Contents (click on a report name to navigate)

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

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

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

Service Requests In Progress by Priority……………………………………………...………………………………………………………………….……… 7

All Service Requests Created vs. Resolved….…………………………………………………………………………………………………………………. 8

Service Requests Created vs. Resolved by Month …………………………………………………………………………………………………. 9

All Work Orders Created vs. Completed ………………………………………………………………………………………………………………………..10

Work Orders Created vs. Completed by Month ……………..………………………………………………………………………………………. 11

Open PM Work Orders by Priority and Work Group……………………………………………………………………………………………………… 12

Work Orders Created by Type per Financial Period ……………………………………………………………………………………………………….13

Corrective vs. Preventive Maintenance Labor Hours per Financial Period ……………………………………………………………………. 14

Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial Period………….…………………………………………. 15

Zone Reporting Descriptions

The graphs represent work that is flowed through the Maximo system and managed within Facilities Management and FCS 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 three fiscal years, by Maintenance Zone.

Service Requests Created vs. Resolved This displays the total number of SRs created vs. resolved by Maintenance Zone, FYTD 2016, 2017, 2018 and 2019. The associated report, CZR 4a, displays the number of SRs created vs. resolved by Maintenance Zone by month, compared to the prior fiscal year.

Work Orders Created vs. Completed, Maintenance Zone Comparison This displays the number of WOs created vs. completed by Maintenance Zone, FYTD 2016, 2017, 2018 and 2019. 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 by month, compared to the prior 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 FY17, FY18, and Q1 FY19.

Corrective vs. Preventive Maintenance Labor Hours per Financial Period This display the CM labor hours compared to the PM labor hours per financial period for FY17, FY18, and Q1 FY19.

Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial Period This bar graph displays the labor hours by work type (corrective, preventive, and project work), per financial period for the current fiscal year, against the Zone CM/PM Account vs. all "Other" GL Accounts. Totals for the two prior 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

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

432 455 404

220 235222

98139

152

375402 478

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by Endowed Zone

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

377

1083

548

217

142

513

175

128

87

341

387

397

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by SCL Zone


Total, FY18

164 156 177

89 88 79

43 49 50

328 330351

0

200

400

600

800

SRs Managed by FM Operations


Total, FY18

Total, FY18

291 319 339

170 146 174105 108 106

301 336367

0

200

400

600

800

1000

1200

1400

1600

1800

2000SRs Managed by Contract College Zone


Total, FY18

As of September 30, 2018 CZR-1

5

14 14 1516

1514 14

16

17 17

22

21

166161

161

173 175 176180

200190

173 182

197

165156

149 148150 152 150

154164

173 189 193

165

178

192

212

188

162 165

197

228222

348

309

-1

1

3

5

7

9

11

13

15

17

19

21

23

25

100

125

150

175

200

225

250

275

300

325

350

375

400

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

Serv

ice

Req

ues

ts p

er F

acili

ty

Serv

ice

Req

ues

ts p

er M

SF

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

EN 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 11/12/18.

Unresolved1 Services Requests per Million Square FeetManaged by the FM Zones

12 Month Rolling

This 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.

62%

52%55%

43%

64%61%

57%56%

46%

38%36%

32%

17%

22%24%

29%

15% 16%19% 18%

38%

40%41%

39%

6%

9%7% 8% 7% 7%

9% 9% 8%

13%15%

19%

14%

17%15%

20%

13%

16%15%

17%

8% 9%8%

10%

FY16 FY17 FY18 FY19 FY16 FY17 FY18 FY19 FY16 FY17 FY18 FY19

Contract College Maintenance Zone Endowed Maintenance Zone SCL Maintenance Zone

Service Requests In Progress1

by Maintenance Zone and PriorityQ1 FY16/FY17/FY18/FY192

30 40 45 50

In all three zones, the percent of In Progress Priority 30s is decreasing while Priority 40 SRs is increasing. This could be an indicator of customers' preference for work being scheduled and completed within schedule.

Top Services for all three zones:

Priority 40 SRs: HVACR, Locks, Furniture, Fixtures & Equipment, and Windows 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

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

Note: Service Request counts exclude "Unit" and "Geneva" Ownergroups

2,6102,405 2,335

2,093

2,908 2,872 2,831 2,897

8,852

8,158 8,272

8,828

1,428

2,166 2,0931,923

1,567

2,501 2,6212,479

5,785

7,541

8,097

6,112

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000



All Service Requests Created vs. Resolved*Maintenance Zone Comparison

Q1 FY16/FY17/FY18/FY19

Created Resolved


8

Service Requests Created vs. Resolved by MonthFY18/Q1 FY19

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

FYTD19 SRs Created FYTD 19 SRs ResolvedFY18 SRs Created FY18 SRs Resolved

0

200

400

600

800

1,000

1,200


Endowed Maintenance Zone


0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500


SCL Maintenance Zone


As of September 30, 2018 CZR-4a

9

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

8,472 8,4648,669

7,620

9,221

10,108

10,523

9,555

11,370

10,206 10,089

9,866

8,559

8,0728,374

7,483

10,084

8,9159,148 9,196

11,386

9,060

9,926

8,812

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



All Work Orders Created vs. Completed1,

Maintenance Zone ComparisonQ1 FY16/FY17/FY18/FY19

Created Completed


10

Work Orders Created vs. Completed by MonthFY18/Q1 FY19

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500



FYTD19 WO's Created FYTD 19 WO's CompletedFY18 WO's Created FY18 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 September 30, 2018 CZR-5a

11

Open PM Work Orders by Priority and Work Group

53 88

264231

100222 202

682

374

1252

25

9 48

20240

23

133

3

101

0

100

200

300

400

500

600

700

800

900

1000

10 20 30 40 45 10 20 30 40 45

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

Co

un

t o

f W

Os


FM Operations Endowed FM Zone

42152

411

215

51140 139

863

349

72

8

30

267

96

109

0

100

200

300

400

500

600

700

800

900

1000

10 20 30 40 45 10 20 30 40 45


Co

un

t o

f W

Os

FM Operations Contract College FM Zone

80 92

286

34 33

166 43210 249

4

143

26

117

0

100

200

300

400

500

600

700

800

900

1000

10 20 30 40 45 10 20 30 40 45


Co

un

t o

f W

Os


FM Operations SCL FM Zone

118 8 2

272

188

10

66

9

164

263

1

7

0

25

50

75

100

125

150

175

200

225

250

275

300

10 20 30 40 45 10 20 30 40 45


Co

un

t o

f 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


12

Work Orders Created by Type per Financial PeriodFY17/FY18/ Q1 FY19

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 FY17 TotalFY18 Total

FY18 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




FY18

0

250

500

750

1,000

1,250

1,500

1,750

2,000

2,250

2,500

2,750

3,000

3,250




FY18

FY17

FY17

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.


13

Corrective vs. Preventive Maintenance Labor Hours per Financial PeriodFY17/FY18/FY19

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000



CM PM FY17 Total FY18 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

FY18

FY18

FY18


14

Skilled Trade Hours: Zone Maintenance vs. Other GL Accounts per Financial PeriodFY17/FY18/ Q1 FY19

0

2,000

4,000

6,000

8,000

10,000

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e

Zone Maintenance GL Account Other GL Accounts


CM PM PW FY17 Total FY18 Total

0

2,000

4,000

6,000

8,000

10,000

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e




0

2,000

4,000

6,000

8,000

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e

July

Au

g.

Sep

t.

Oct

.

No

v.

Dec

.

Jan

.

Feb

.

Mar

ch

Ap

ril

May

Jun

e




FY18

FY17

FY17

FY17

FY18

FY18


15

Documents

FCS Maximo Standard Reporting FY 2019 – Q1