OATdb Archive

2014 - 2015

Plant Operations

Goal
Implement FAMIS 4.0
Complete the implementation of FAMIS 4.0.  This will include migrating  data from FAMIS XiR2 and adapting all the business processes to fit with the new program. 

Objective
Migrate From FAMIS Classic
Discontinue using FAMIS Classic for work orders, purchase requisitions, billing and warehouse inventory by April of 2015

KPI
FAMIS Classic Termination Date
The date FAMIS Classic is no-longer used in the shops and the warehouse.  The target date is the end of March 2015.

Result
FAMIS Classic Termination April 1, 2015
FAMIS CLASSIC was removed from SHSU on April 1, 2015.  Both FAMIS CLASSIC and MP2 data was archived on this date.  It is available only by generating a COGNOS report.

KPI
Completion Of Data Migration
The date that data migration is complete from FAMIS classic including work orders, projects, labor hours, PREQ(s), PO(s), work order costs.  The target date is June 2015.

Result
Final Data Migration April 1, 2015
The date that the final data was migrated from FAMIS Classic to FAMIS Cloud was 4/1/15.  We still need to input some asset data by hand but the acutal migration is complete.

Action
FAMIS Implementation
The initial implementation of FAMIS CLOUD was a success.  The learing curve for the basic CMMS components in FAMIS CLOUD are at the point where the usage speed is as good or better than FAMIS CLASSIC.  However, FAMIS CLOUD was not fully implemented.  The Space Planning and Building Assessment modules need to implemented in FY 2016.

Objective
FAMIS CLOUD Go Live
Going live with FAMIS CLOUD.  Using FAMIS CLOUD for work orders, projects, PREQ(s) and PO(s).


KPI
FAMIS CLOUD Go Live Date
The date  that FAMIS CLOUD is used by the shops for work orders and PREQ(s).  This includes Purchasing, Inventory and Projects.  The initial target date is December 19, 2014.

Result
Actual Go Live Date
The date that FAMIS CLOUD did go live.  This date was 2/2/15.  It went live concurrent with FAMIS CLASSIC.  Attached is an issue log at the time of "Go Live" and the issue log as of 2-19-15.


Result
FAMIS CLOUD BILLING
The FAMIS CLOUD Billiing process is complete.  It was completed and the initial FUPLOAD was sent to accounting in April, 2015.

Result
FAMIS CLOUD FUPLOAD
A copy of the initial Billing FUPLOAD for FAMIS CLOUD


Action
FAMIS Improvement
We need to continue improving using all the aspects of FAMIS  CLOUD that are available to us.  Including field Notepad devices for the technician staff so they have continued access to the CMMS system without coming back to the shops.

Goal
Central Fleet Pilot Program
Complete the implementation of the Central Fleet Pilot Program.  This includes developing the policies and procedures for the campus.  Implement a marketing effort and incorporate into FAMIS 4.0

Objective
Complete Policies And Procedures
Complete all of the policies and procedures for Central Fleet.  This includes published forms, policies, procedures for clients, FAMIS procedures for Fleet Personnel and reservation of physical space for fleet vehicles.

KPI
Central Fleet FAMIS Procedures
Documentation of the final FAMIS procedures for the Fleet Program.  Target date is April 2015.

Result
FLEET PROCEDURES
Documentation of FLEET procedures currently in place.

Result
Rental Fleet FUPLOAD
Rental Fleet billing FUPLOAD it represents our first significant income for the Rental Program.


Result
Fleet 6 Month Summary
Detailed financial summary of the rental fleet activity for the first 6 months with lessons learned and recommendations.


KPI
Central Fleet Policies And Procedures
Complete and post the Central Fleet policies and procedures on the Facilities Mangement Web Site.  Target date is mid March 2015.


Result
Fleet Procedures And Forms Posted Online
The SHSU Fleet Rental Program policies, procedures and forms have been posted on the Facilities Management Web Site.

Result
Fleet Rental Procedures
Published Fleet Rental Procedures

Result
Rental Fleet Policy
Official University Fleet Rental Policy published in February 2015

Action
RENTAL FLEET Policies Improvement
All of the policies and procedures for the Rental Fleet have been published and vetted.  We have already implemented several improvements that have been discussed in subsequent review meetings.  We need to continue refining the policy to include weekly and monthly rental rates.

Objective
Central Fleet Marketing
Implement a marketing program for the Central Fleet.

KPI
Start Of Fleet Marketing
Implementation of a marketing program to the users on campus for the Central Fleet Program.  The target date for implementation is the first of April 2015.


Result
Bearkat Wheels Marketing Implementation
The marketing initiative for Bearkat Wheels started on 7/8/15 with user meetings on campus.  We have since expanded it to include participation with Bearkat Mania, giveaways for renters, attendings various club meetings on campus.  We are targeting organizations that travel a great deal based on a review of rental expenditures on campus.

Action
Improving Marketing Effort For Rental Fleet
We have started marketing the Rental Fleet but we still have a long way to go.  To make this effort truely self-sustaining we must have the funds to replace the vehicles and we are not there yet.  We must significantly improve the usage of the sendans, SUV(s) and the large bus.  We are reaching out to the club sports on campus to impove usage of these vehicles.

Goal
Plant Operation Metrics
Develope four or five metrics for Plant Operations to measure efficiency and performance of maintainance staff.

Objective
Improve Work Hours Efficiency
Increase the hours technicians actually spend working on equipment.  Improve "wrench" time.


KPI
Percentage Of Work Hours
On a monthly basis track the work hours of each shop charged to work orders on a percentage basis.  Our target is 75%.

Result
April 2015 Results
The overall efficiency for FPO Maintenance for April 2015 is right at 28%

Result
May And June 2015 Results
The results for May and June show a slight improvement of 33% and 36% respectively.  There is an issue with the report that needs to be improved.

Action
Improve Percentage Of Work Hours
It is very apparent that the method we use to report work hours is not easy nor is it really accurate.  We need to improve the methodology of measuring this metric.

Objective
Improve Response Time
Decrease the response time for reactive work orders.  This is based on actual response time versus the target response times bases on work order priorities.

KPI
On Time Response
On monthly basis, track the percentage of time (on a per shop basis) that the target response for reactive work orders are met.  This is bases on the priority of the work order.  Our target is a 90% success rate.

Result
2015 April SLA Results
The on-time SLA ratio for April 2015 is 56%.

Action
Improve Response Time Reporting
Reporting the response time is a function of the status for each work order in FAMIS CLOUD.  The work order status pick list is in the process of being updated in FAMIS CLOUD to reflect the acutal process we use.  The methodology of tracking this metric needs to be improved.

Objective
Improve Completion Time
Improve the time we complete the work orders (both reactive and PM).  This is based on the priority of the work order which sets the target completion date.


KPI
Work Completion Time
On a monthly basis, track the average days to completion for both Service Requests and PM Requests.  The target is 3 days for Service Requests and 10 days for PM work orders.

Result
2015 April SR Results
Averge days to completion for April 2015 is just over 5 days.

Result
2015 April PM Results
The averge days to completion for April 2015 (PM Work Orders) is right at 5.2 days.

Action
Improve Methodology For Measuring Completion Time
Similar to the response time, the metric used to measure the completion time is dependent on the way tha FAMIS CLOUD tracks the SLA for completion time.  The SLA is tracked accourding to the work order status and since the protion of FAMIS is being updated the results of the metric is questionable.  This methodology needs to improve before using this as a viable metric.

Objective
Improve PM Performance
Increase the percentage of PM work that are completed and lessen the percentage of PM work orders that are deferred.


KPI
Percentage Of Deferred PM(s)
On a monthly basis, track the percentage of PM work orders that are deferred on a per shop basis.  The target is less than 20% of PM work orders are deferred.

Result
2015 April Defer PM Results
The percentage of PM deferred for 2015 April is 0% but the percentage completed is 64%.

Result
Results From May To July 2015
The results from May 2015 to July 2015 show a marked improvement.  In May 87.2% of the PM work orders were completed, June 91.4% were completed and July 80.3% were completed.

Action
Improved PM Performance
This is one metric that the methodology for farming the data is solid.  An long time issue with FAMIS CLOUD has been getting account data into the PM work orders consistently.  The modificaitons to the program are complete and the PM schedule module of FAMIS CLOUD is very good.  This will continue to improve over time due to the face that project work is decreasing significantly.


Update to previous cycle's plan for continuous improvement Work Control has been cross trained to the point that the student staff is taking on more and more load.  We have been able to keep up with much of the Work Control load even with the absence of key Work Control Personnel.

The implementation of FAMIS CLOUD has been a success.  The learning curve has been more painful than we thought it would be but in the end we are in good shape.

Plan for continuous improvement 1.  We need to continue the implementation of FAMIS CLOUD in the following areas: Space Management, Building Assessment and Data Storage.  This will be a function of simply going through the painful learning curve this next fiscal year.

2.  With the changes in the Word Order status pick list being finalized, the reports from FAMIS CLOUD for the operational metrics will be easier and have much more meaning.  This needs to continue and the final procedures implemented.

3.  The pilot program for the Rental Fleet has proven to be a success.  This more this program is expanded the utiliization of the SHSU Fleet assets will improve also.  We have shown that asset utilization will improve significantly the more we utilize the central fleet concept.