Western Michigan University Facilities Management Personal Digital Assistant

Western Michigan University Facilities Management Personal Digital Assistant August, 2010

Overview Maintenance Aspects Services Of The Personal Digital Assistant System • What Did We Want To Achieve • What Items Did We Include • Paperless Implementation

What did we want to achieve

What did we want to achieve Improve the work order process • Technician Enters Comments On Work Orders and Fills Out Time Sheets • Service Center Enters Exact Same Information

What did we want to achieve Accuracy Of Information • Between trades & Service Center • Loss of paperwork Real-Time Data • Information of work order is updating several times a day • No lag time between completed work orders and Service Centering information

What were our requirements Defined Requirements Wireless Bar coding Durability Time clock capability PM task procedures Technician’s comments • User-friendly • • • Researched Hardware & Software • Compatible with our CMMS TMA (The Maintenance Authority)

Personal Digital Assistant Implementation Purchase Hardware & Support Equipment

Personal Digital Assistant Implementation Created A Systematic Training Program Gradually Across the Organization • 2 -day training – classroom / field per phase 3 Trade 1 Month 1 Supervisor Zone Supervisor 4 Trades 1 Supervisor 4 -6 Trades Zone Supervisor 1 Supervisor 6 Trades 1 Month 4 -6 Trades

Methods of receiving requests Campus Community Phone Web Email

Customer Interface Student/Faculty/Staff Request

Customer Interface Student/Faculty/Staff Request Web Request

Customer Interface Student/Faculty/Staff Request Web Request Email Response

Service Center Interface Service Center Receives Web Requests

Service Center Interface Service Center Receives Web Requests Coverts Request To Work Order

Service Center Interface Service Center Receives Web Requests Coverts Request To Work Order Email Response

Service Center Interface Service Center Receives Web Requests Accepted OR Coverts Request To Work Order Email Response REJECTED

Transferring Data Electronically Service Center

Transferring Data Electronically Service Center Zone Supervisor

Transferring Data Electronically Service Center Zone Supervisor TMA Scheduler

Transferring Data Electronically Service Center Zone Supervisor Field Technician TMA Scheduler

Types of Work Orders Service Call/Do It Now • Reads request • Performs tasks • Completes technician comments • Post labor tasks Preventative Maintenance • Reads PM procedure • Performs task/ “checklist” • Completes technician comments • Post labor hours

Additional Features Track labor hours Buy materials Locate and verify utility shut offs

Closing Out Work Orders Trade Completes Work Order and “hot syncs” Requester Receives Email Customer Survey

At the End of the Work Shift PDA Returned to Docking Station Supervisor Review and Analyze Closed Work Orders Daily

Thank You Questions?