Using Work Orders and PM Schedules for Reporting and Proactive

Measures in Educational Facilities

SchoolDude and IPM

Who Can Guess What This Is?

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Source: Registration Survey for national “IPM Webinar”

(361 respondents)3

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What Educational Facility Departments

Face

• Underfunded, under-resourced, under-appreciated

• Wearing too many hats• Compliance with changing laws, codes and

other requirements for multiple trades• More facility managers want insight of what to

trend and best methods on how to trend

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Where Schools Need a Helping Hand

• Best practices– What to do– How to do it– Tips and tricks– How to track it

• Statistics and benchmarks• Justification for additional funding and/or new

resources

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Integrated Pest Management (IPM)

• A proactive and common sense approach of dealing with pest problems

• Does not rely on automatic or scheduled application of pesticides

• Combines various methods and tactics to– Control current pests– Prevent future pest problems

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Decision making process• Is action necessary? • Where is it necessary?• What action is appropriate? • When should action be taken?

Steps in IPM• Inspection & monitoring• Pest Identification• Action Levels• Control measures• Follow-up or evaluation

IPM tactics• Cultural methods• Physical/mechanical• Biological agents• Chemicals

Food/Water

Shelter &Hiding placesEntry points

Triangle of resources

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Cultural measures• Cleaning/Sanitation• Proper Storage• Waste disposal/recycling• Landscaping• Awareness/Education

Physical/Mechanical measures• Exclusion/pest proofing• Traps and other devices• Repair & Maintenance• Light and temperature

Chemical measures: Insecticides & rodenticidesBiological agents: Bacteria, Fungi, Viruses, parasites/parasitoids

Food/Water

Shelter & Hiding places

Entry points

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Advantages of IPM

• Focuses on long-term pest prevention• Less disruptive to classrooms, dorms and offices• Customizable and flexible to a school, situation

and location• Verifiable and accountable approach• Dovetails from school system safety, sanitation

and maintenance program by incorporating a pest management perspective on activities at a site

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SchoolDude’s Facility Interaction

TRACKING PEST CONTROL REQUESTS AND WORK

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Centralizing Work and Communication

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Reactive: Requests from Staff for Pest Issues

• Facility departments can enable a form for staff to submit problems or requests.

• Requests are automatically routed to the appropriate party for review and assignment.

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What M&O Departments Typically Track for Work Performed

• Location– Building (maybe)

• Room (maybe)• Craft/Trade/Skill Set/Problem Type• Status• Priority• Date Created and Date Completed

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Same Request As Viewed By Facilities

Fill in any remaining details

not given by a Requester.

Gives great results for graphs and reports, plus allows you to set

up specific searches for an

automatic report.

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What M&O Could Be Tracking…and Should Be!

• Purpose/Reason/Focus/Why?• Transactions

– Labor– Materials– 3rd Parties

• Budget• Projects• Classifications/Categorizations

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Save Your Favorite Search

Auto-Emailing a Saved Search’s Results

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Other Saved Action ReportsIdeas for Saved Reports:

Work Order Reports• Completed Pest Control Work for Last Month• Open Pest Control Work at a school• Open Pest Control Work Greater Than X Amount

of Days Old

Transactions Reports• Costs of Pest Control Work for Last Month• Costs of Pest Control Work at a school• Pest Control Costs for the Fiscal Year

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PROACTIVE INSPECTION SCHEDULING FOR IPM

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Typical Inspection Form

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PM Schedule and Templates

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IPM in PMDirect’s

“SchoolDude Starter” PM Templates

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Recurring Scheduling for IPM

Users may establish a scheduled series of inspections

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PM CalendarResulting work orders auto-generate with task lists

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PM Work Order Hard Copy

SUPPLIES NEEDED AND USED FOR IPM

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SuppliesA least-toxic toolkit supports the service aspects of a strong IPM program and ensures it is implemented safely and effectively:

• General cleaner and pheromone remover (e.g., Super C Cleaner)

• Head lice shampoo (e.g., De-Licer)• Dust applications (diatomaceous earth, Nibor)• Traps (pheromone, glue)• Bait stations• No liquid or aerosol

applicationsreview your state or province’s regulations or rules to understand what is considered least toxic

Product Setup

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Supply Tracking for Pest ManagementIdentify the items to pull from stock before a work order is

generated or record items used after a job is done

REPORTS

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The Mindset To Help Reporting

• Track more than on a job than just “is it open or is it finished?” and “where it is”

• Prove what you do and what you need to get work done

• Save time for graphs and reports by:– Filling in a couple of extra details now to save a

ton of work later– Letting a system send reports for you vs. you

gathering the information

Why Good Data Practices are Needed

??

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Reports

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Roden

ts

Germ

an C

ockr

oach

es

Tram

p Ant

s (s

weet f

eedin

g)

Mult

iple

Pest T

ypes

Term

ites

(blan

k)

Honey

bees

Fire A

nts

Snake

s

Was

ps

Spider

sFlea

s

Head

Lice

Horne

ts

Yellow

Jac

kets

Ticks

Camel

Cricke

ts0

10

20

30

40

50

60

70

80

Total Count of Pest Work Between 2003 and 2009

Data used: “Type” in MaintenanceDirect

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When Good Data Practices are FollowedData used: “Area” in MaintenanceDirect

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Proving the Impacts

Cost:

2000/01$ 56,325

2001/02- now $ 26,400

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Summary

• IPM is integral to your schools to reduce:– Health issues– Environmental issues– Economics impacts– Liability issues

• Take a Professional Approach• Legislation is being required in some states and

reports will help prove your initiatives• Plan your work, track your impacts and show

your results

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What’s Next?

• Additional templates focused on specific states?

• Additional templates balanced between a facility director’s view of work vs. the pest type?

• Additional templates focused on space types?• More ideas?

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Resources: MySchoolDude• Documents, videos and

webinars• Survey and polling tools• Blogs and discussions on

best practices and new ideas

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Other Resources

• EPA's IPM in Schools Websitewww.epa.gov/pesticides/ipm

• School IPM 2015 / IPM Institute of North Americawww.ipminstitute.org/ipmstar.htm

• National Pest Management Associationwww.whatisipm.org

• Green Shieldwww.greenshieldcertified.org