Implementing a Regional CMMS (Computerized Maintenance Management System)

1. Implementing a Regional CMMS(Computerized Maintenance Management System) Jerrard Whitten, GISP GIS/IT Manager

2. Today’s Discussion • What is CMMS? • Project summary – history to current • What we’ve learned, what’s ahead.

3. DPW Director’s Coalition • Forum for idea sharing and problem solving • Potential for cost savings through collective purchasing • Desire to compare functional performance • Explore potential for collaborative projects • Implement computerized system to manage municipal infrastructure

4. Goals • Better manage municipal infrastructure • Improve service delivery through efficiencies • Save $$ through preventative maintenance • Compare performance statistics • Provide mechanism for public input • Establish platform for equipment/service sharing

5. Process • June 2011 Project begins, initial systems survey,desired functionality

6. Desired Functionality • Provide a tool for submitting work requests both externally from citizens and internally • Record and track all work orders and work requests in the system • Assign Work Orders to projects and view project history • Track job time, response time, machine downtime and other statistics • Ability to map locations of complaints/integrate with GIS • Calculate labor, parts and material costs by work order, building, department or issue • Automatic alerts when citizen requests are approved, rejected and completed • Sort service orders by citizen, priority, region, problem type, or other user-definable filters • Easy to use, computer-based graphical interface web-based • Upload manuals, drawings or other documents and relate them to work orders • Provide mobile (WiFi) access to system • The MVPC CMMS encompasses these user-defined capabilities.

7. Finding the “right” Application • The “Goldilocks” criteria Not too big (large $$, overwhelmed by options) Not too small (lack of functionality, capabilities) Not looking to design/build ourselves “Just right” – robust system, desired capabilities, flexibility of implementation, competitive cost

10. The Regional CMMS Plan MunicipalDPW/DPS

11. Process (continued) • June 2011 – Project begins, initial systems survey, desired functionality • Fall 2011 – Review existing applications for potential matches • December 2011 – Applied for grant funding (CIC Grant Program) • Winter/Spring 2012 – Application presentations to DPW Directors • April/May 2012 – Full presentations by 4 finalists • May, June 2012 – Product demonstration “test drive” (bake off) • August 2012 - Selection of preferred vendor - Maintstar • November 2012 – Re-Application for grant funding • Spring/Summer 2013 – Grant award, establish agreements • Summer/Fall 2013 – Project implementation

12. Next Steps: • Developed project goals and objectives • Identified functionality, vendor, and cost • Finalized Scope of Work • Signed Agreements with municipal officials • Established cloud hosting environment • Installation of software and testing deployment • Go live

13. Lessons Learned • Identify timetable and funding sources at start • Where approvals are required, engage municipal leaders ahead of time so they can be project advocates • Establish overall Project Managers AND local Project Team • Legal review of agreements – needs for City and Towns vary • Work with vendors on state contract list

14. Thank you!