College of the Holy

Cross

Managing a Campus Environmental Program with a

CMMS System

College of the Holy

Cross

About Holy Cross

• 4 Year Liberal Arts Jesuit College• Located on 174 Acres in Worcester, MA• 33 Buildings for ≈ 2 mil SF• 23 Off Campus Properties• First Building 1844 – Most recent 2008• 2,780 Students• Physical Plant has 140 employees

including Trade Shops, Building Services, Grounds and Construction.

• Chemical Hygiene Officer – No EHS

College of the Holy

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College of the Holy

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What is CMMS?

• Computerized Maintenance Management System

• Also – Asset Management System• System Used to Assign and Track

Maintenance Work• Systems Range from Single PC User

to Web Based World Wide Systems

College of the Holy

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Challenge

• Remember to complete environmental tasks!

• Demonstrate we are in compliance

College of the Holy

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What were our options?

• Do nothing / Cross fingers

• Hire a company to do it all

• Purchase EMS software and do internally

• Utilize our current systems

College of the Holy

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Why did we go down this path?

• Cost $$• Familiarity with existing software• We wanted ownership of our program

College of the Holy

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CMMS Compliance in 4 Easy Steps

College of the Holy

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Step 1 – Define the Regulatory Impacts at

your Institution

• Take a 10,000 foot view of how your campus operates.– Is your program in order or does it

need work?– Do you have a top down commitment?– Do you have a split program?

(EH&S, Public Safety, and Facilities)

– Utilize a consultant if necessary

College of the Holy

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Step 2 – Developing a Compliance Calendar

• From the regulatory review. – Develop a list of activities– Determine the frequency of the

activities– Place the activities into a calendar

(coordinate with academic calendar)

College of the Holy

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Compliance Calendar

College of the Holy

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Compliance Calendar

College of the Holy

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Step 3 – Convert the Calendar into Tasks

1. Review tasks for required information

2. Review PM module of CMMS system for required information.

3. Determine if tasks are facilities or equipment related.

4. Allocate resources.5. Develop a spreadsheet filling in

required information for each task

College of the Holy

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PM Work Order Types

Facility• Training• Filings• Inspections• Licenses

Equipment• Generators• Tanks• Lab Hoods• Acid Waste Tank

College of the Holy

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Task Outline

College of the Holy

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Step 4 - Developing Work Orders

• Aim for efficiency by combining work.

• Plan carefully with timing of work.• Adjust priorities of work

accordingly• Develop new crews if necessary for

administrative work.

College of the Holy

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Assigning Labor

• Selecting the right people!• Work with staff to develop efficient

work practices.• Utilizing the administrative staff.• Collecting feedback!

College of the Holy

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PM Equipment Work Order Generation

College of the Holy

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Equipment List

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Equipment Details

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Equipment Readings

College of the Holy

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PM’S Assigned to Equipment

College of the Holy

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PM Facility Work Order

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Facility Work Order Schedule

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Work Order Closeout

• Keep all inspection work orders open until written feedback is received

• Create new or child work order for all deficiencies

• Include all deficiency work orders in the same reportable category.

• Pre-determine priority for deficiency work.

College of the Holy

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Monitoring Compliance“Reporting”

• Viewing work orders in your system

• Creating various compliance reports with the system report writer.

College of the Holy

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Work Bench Example

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Compliance Report Example

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Evaluating the System

• Enter an annual work order to evaluate and update the system

• Review for academic schedule compatibility.

• Review for deficiency repairs• Additions/Deletions

College of the Holy

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Benefits for your Institution

• Assurance - You know proper tasks are being completed (Peace of mind)

• Shows you have been proactive with compliance

• Be prepared for regulatory audits from state and federal governments

• Safety and compliance attracts students

College of the Holy

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Summary

• Develop support throughout the institution

• Decide on scope• Regulatory impacts• Calendar• Integrate into CMMS• Review annually

College of the Holy

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Questions/Suggestions

John Cannon

College of the Holy Cross

jcannon@holycross.edu