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Motlow State Community College
Action Plan & Outcome Assessment Report for Institutional Effectiveness
Planning Year: July 1, 2014 – June 30, 2015
Assessing Year: July 1, 2013 – June 30, 2014
Unit: Facilities Services
Related Strategic Goal:
2.1 Monitor and improve the effectiveness of educational programs and services.
Action Plan #: FACS-01
Action Plan Title: Maintenance Work Order Completion Rate
Desired Outcome: At least ninety percent of regular Maintenance Work Orders (MWOs) will be
completed within the timeframe as specified by the priority assigned to each MWO in the Maximo
system.
Description of Action Plan and Related Activities: Select a working computerized maintenance system
used within the community college system that allows us to enter data into the CMMS in a way that
allows you to monitor the work orders per a category so that you can make adjustments towards
improving the operational and support services. This data is entered daily by the maintenance
personnel for tasks that are being performed daily, every 2 days, weekly, monthly, quarterly, semiannually, or annually for evaluations. We will continue to monitor manually until the electronic system is
implemented.
Timeline: Annually reviewed
Est. Cost: $750
Budgeted: Included in current budget
Evidence of Success: Review of work orders will show that at least 90% of MWOs are completed within
timeframe as specified by the priority.
Complete the following when assessing a plan
Current Status: On Schedule
Describe Progress: We have evaluated 3 separate systems that will allow us to grow our capabilities of
tracking MWO’s as entered in to the system.
2013-14
Since the Maximo system could not be upgraded or updated, our tracking system has been manually
captured. Our MWO process captures two categories of MWO’s:
1. 12,125 MWO’s for routine trouble calls were submitted during the 2013-2014 school year. Part
of the items submitted helped identify those items that need to be rolled in to the preventative
maintenance MWO system when the new system is purchased and implemented.
2. The number of delinquent work orders were undeterminable due to software problems.
3. We were unable to determine the percent completed of the regular Maintenance Work Orders
(MWOs) within the timeframe as specified by the priority assigned to each MWO due to the
MSCC - Action Plan & Outcome Assessment Report for Institutional Effectiveness 2012 - 2013 - FACS-01.docx
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systems problems.
2012-13
An attempt was made to run a report in Maximo to determine the number of work orders used in 1 and
2 below however the Maximo software failed so the numbers were manually obtained from Maximo:
1. The total number of work orders performed for the year was 11,602.
2. The number of delinquent work orders were undeterminable due to software problems.
3. We were unable to determine the percent completed of the regular Maintenance Work Orders
(MWOs) within the timeframe as specified by the priority assigned to each MWO.
4. Data was reviewed by the Facilities Services staff and determined that the expected outcome
was unknown due to the software problems and that the action required is to purchase new
software.
2011-12
A report was run in Maximo to determine the work order numbers used in 1 and 2 below:
(1) The total number of work orders performed for the year was 9,398.
(2) There were a total of 0 work orders that were delinquent.
(3) Therefore we completed 100% of the regular Maintenance Work Orders (MWOs) within the
timeframe as specified by the priority assigned to each MWO.
(4) Data was reviewed by the Facilities Services staff and determined that the expected outcome
was met therefore no further action is required.
2010-11
A report was run in Maximo to determine the work order numbers used in 1 and 2 below:
(1) The total number of work orders performed for the year was 10,575.
(2) There were a total of 0 work orders that were delinquent.
(3) Therefore we completed 100% of the regular Maintenance Work Orders (MWOs) within the
timeframe as specified by the priority assigned to each MWO.
(4) Data was reviewed by the Facilities Services staff and determined that the expected outcome
was met.
2009-10
(1) The total number of work orders performed for the year was 9,849.
(2) There were a total of 16 work orders that were delinquent.
(3) Therefore we completed 99.8% of the regular Maintenance Work Orders (MWOs) within the
timeframe as specified by the priority assigned to each MWO.
(4) The expected outcome was met.
2008-09
(1) The total number of work orders performed for the year was 7571.
(2) There were a total of 4 work orders that were delinquent.
(3) Therefore we completed 99.9% of the regular Maintenance Work Orders (MWOs) within the
timeframe as specified by the priority assigned to each MWO.
(4) The expected outcome was met.
2007-08
(1) The total number of work orders performed for the year was 7516.
(2) There were a total of 17 work orders that were delinquent.
(3) Therefore we completed 99.8% of the regular Maintenance Work Orders (MWOs) within the
timeframe as specified by the priority assigned to each MWO.
MSCC - Action Plan & Outcome Assessment Report for Institutional Effectiveness 2012 - 2013 - FACS-01.docx
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(4) The expected outcome was met.
Describe Needed Changes: Data was reviewed by the Facilities Services personnel and it was
determined that the purchase of new software is needed.
List of Supporting Documentation: Included in document
Date Last Updated: 6/15/2014
MSCC - Action Plan & Outcome Assessment Report for Institutional Effectiveness 2012 - 2013 - FACS-01.docx