Create and update metrics for the Maintenance Department suitable for a management dashboard.
Objective
Improve Work Order Repsonsiveness
Improve the timely completion of work orders. From Routine to Emergency work orders.
KPI
Average Completion Of Work Orders
The number of days to complete the varioius work orders in FAMIS. The following is the target for days to complete (on average): ROUTINE: 3 days URGENT: 1 day EMERGENCY: 4 hours PM: 7 days
Result
Timely Completion Of Work Orders
This KPI was not performmed as it requires a custom report that we could not generate. It was intended that FAMIS 4.0 would be "live" by March at the lastest which would make the custom report easier to generate. FAMIS 4.0 was not implemented in FY 2014 (as intended) and this KPI was not completed.
Action
Continue Work Order Aging Report
The revised Go-Live scheduled date for FAMIS 4.0 implementation is the first half of FY 2015. The Work Aging Report will be pushed back to FY 2015.
Objective
Create A PO/Invoice Aging Report
Create a report that tracks the age (or time to completion) of invoice payments and purchase orders.
KPI
Days To Process Invoice
The report will track the Invoice aging for the following durations: 30 days, 60 days, 90 days, 120 days and greater. Target results are 95% of invoices are paid within 30 days, no more than 2% are aged 60 days, 2% are aged 90 days and less than 1% are aged 120 days or greater.
Result
Days To Process Invoices
Of the approximately 6,031 purchase orders that was issued since January 2014, the following is the distribution for invoices aged greater than 30 days:
These means that on average 99% of the invoices were processed less than 30 days, 0.43 % were processed less than 60 days, 0.33% less than 90 days and 0.24 % greater than 90 days. This is well within what is expected.
Action
Improve PO/Invoice Processing
Currently PO/Invoices are processed through a very small number of people for most of the Plant Operations. Basically, it involves one FTE clerk with the assitance of student clerks. In addition, this report covers the processesing from a point of view of Banner processes. It is important that the work load to process invoices and purchase orders be spread out over more clerks and the FAMIS processes must improve.
Goal
Implement FAMIS 4.0
Implement FAMIS 4.0 to replace the existing FAMIS version XIR2
Objective
Implement FAMIS 4.0 By May 2014
Implement the various modules for FAMIS 4.0 by May 2014
KPI
Implementation Go-Live Date
The date that FAMIS 4.0 goes live and becomes the official computerized maintenance management software (CMMS) for Facilities Maintenance. The target date is March 30, 2014
Result
Go-Live Date For FAMIS 4.0
FAMIS 4.0 did not Go-Live in FY 2014 as planned. There were significant issues with data migration and portions of the program that were deemed critical for operation were not ready. The contractual Scope of Work (SOW) and Software Service Agreement (SSA) were renegotiated and the Go-Live for FAMIS 4.0 implementation was reset to FY 2015.
Action
Implement FAMIS 4.0 By January 2015
Revise the SOW and SSA such that the Go-Live date is between November 2014 and January 2015. Much of the data migration issues have been addressed and the current state of the program is such that all the critical issues have been addressed and the program is ready to roll out.
Goal
Create A Training Schedule
Create a 2 year training schedule for the supervisors of the various maintenance shops on campus.
Objective
Schedule Educational Facilities Professional (EFP) Training
Schedule supervisors and managers for EFP and CEFP training.
Indicator
FPO Training Schedule
The creation of a Facilities Plant Operations (FPO) training schedule that spans two years and incorporates targets for all the staff. The deadline for completion of this schedule is March of 2014.
Criterion
Schedule Completion By March 2014
The FPO EFP and CEFP (both are APPA certifications) schedule should be mapped and documented in a training spreadsheet by March 30, 2014
Finding
FPO EFP And CEFP Traning Scheduled
The training schedule was not completed according to the deadline. During this time a significant shift in the business process changed to address maintenance issues and staffing. It was determined that Job Order Contractors (JOC) would be used to complete facility adaptation projects instead of using maintenance staff. This resulted in a significant increase in the work load for management as the JOC requires project management.
Action
Create A EFP And CEFP Schedule By October 2014
The JOC buisness process has been fleshed out and is working very well. There will be time to complete this goal by the end of October 2014. It will leave enough time to implement the training schedule starting in October of 2014.