CMMS Implementation Project
CMMS at LACCD
(Computerized Maintenance Management
System)
Andrew Duran
CMMS Implementation Project
Agenda
•Project goals, Challenge, Key Players
•Project Roadmap and Current situation
•Project Plan
•Roll out strategy
•CMMS Processes
•Work center
•Functional Locations
•Warranty
•Work Request
•Work Order
•LACCD CMMS Project team
•Specific LACCD Key Solution
Andrew Duran
CMMS Implementation Project
Project goal and objectives
• Improve operations of college facilities by automating,
work orders and integrating adds, moves and changes
• Provide management with What If decision making
analysis
• Provide predictive in addition to proactive repair of
facilities
• Integrate facilities decisions with budget information
• Provide with an integrated facilities and technology
life-cycle planning and management tool
Andrew Duran
CMMS Implementation Project
Challenges
• Managing and maintaining the upgraded facilities and
infrastructure
• Minimize duplicative work, share best practices
• Reuse processes and provide a framework for continuous
improvement
• Tracking of warranties
• Comply with state and statutory reporting
• Facilitate addressing the rapidly changing regulations,
technology, staffing, academic and support requirements
• Reduce liability
Andrew Duran
CMMS Implementation Project
Project Sponsors
• Executive/ Director of Facilities Planning and Development
• Chief Information Officer
Key Players
•
•
•
•
•
Facilities Directors
IT Managers
VPs of Administration
Operations managers
General foremen.
Andrew Duran
CMMS Implementation Project
How am I impacted
• People – LACCD staff for requesting assistance, Facilities Directors
and IT Managers including their teams in using better quality
information to prioritize and optimize life-cycle decisions, District
wide reporting to state and regulatory agencies, and VPs of
Administration in establishing and managing to college needs. .
• Systems – When deployed, current stand-alone systems will be taken
off-line. The new SIS will draw information from this system for
calendaring/ scheduling spaces, SAP for procurement, asset
management, warranty, commissioning, and optimizing repair/
replace decisions, and quality assurance with workflows
• Processes – Current business processes are inconsistent and vary
across the colleges. Workflows will also be identified to ensure
tracking/ reporting/ addressing issues if assigned persons are away.
Andrew Duran
CMMS Implementation Project
Project Road map and Completed activities
Project
preparation
Blueprint
Realization
Final
Preparation
We are here
Andrew Duran
Pilot Rollout
Other sites
Roll -out
CMMS Implementation Project
2012
Template development
Feb
Mar
Apr
May
Baseline configuration
Prototype
Finalize & Validate Prototype
BPP / BPML (Create BPP)
FRICE Objects (25 Objects)
Finalize Data collection
Unit test
Integration test
Training Materials
Security & Roles
End User training
Data conversion
Go – Live- Group 1 (Los Angeles
Mission College, Los Angeles Pierce
College, Los Angeles College Valley)
Stabilization and Support
Andrew Duran
Jun
Jul
Aug
Sept
Oct
Nov
Dec
CMMS Implementation Project
Roll out Strategy
Group
1
Nov 2012
Group
2
Dec 2012
Group
3
Andrew Duran
Dec 2012
CMMS Implementation Project
CMMS Processes
Andrew Duran
CMMS Implementation Project
Work Centers
Specific
General Maintenance
work group
Or
Andrew Duran
CMMS Implementation Project
What is a Functional Location
Functional locations are elements of a technical structure (for example, functional units within a
system).
You create functional locations hierarchically, and can also structure them based on the following
criteria:
•Functional / Process-related / Spatial
Each functional location is managed independently in the system, so that you can:
•Manage individual data from a maintenance perspective for the object
•Perform individual maintenance tasks for the object
•Keep a record of the maintenance tasks performed for the object
•Collect and evaluate data over a long period of time for the object
Andrew Duran
CMMS Implementation Project
Service Request - Portal
•Simple
•User friendly
•Interactive
•Icon based
•Intelligent
Two main functions
•Work Order request creation
•Dashboard to view/approve Work
Orders and Requests
Andrew Duran
CMMS Implementation Project
Work Order
• Are designed to capture repair costs, manage schedule, and
define work orders personnel assignments.
• The work center planner can bundle few service requests into
1 or more work orders.
• Technicians would be able to record working times (clock-in,
clock-out) against a work order number- Mission is planning
to use direct time entry while other facilities may continue to
use standard paper approvals
• Work orders can be created to contract outside services that
provide services that are not performed by internal
maintenance personnel.
• Allows procurement of non-stock materials charged directly
to a work order.
Andrew Duran
CMMS Implementation Project
Work Order process
-High level-
•Portal/Wizard Base
•Approval of
request
Service Request
Creation
Work Order
creation
•Labor -planned
•Materials -planned
•MM Integration
•WO Reviewed
•WO Approval
Work Order
confirmation
•Time confirmation
•Goods issue
•Goods receipt
Work Order
Release
Andrew Duran
•Technically
complete WO
•Business complete
WO
Work Order
Completion
Work Order
Settlement
•Transfer Cost from
WO to Cost Center
CMMS Implementation Project
The technical design specify how the user roles and the authorization concept are
technically implemented.
User
User Master Record
Sr. Manager Director
General Foreman
Master Role
Maintenance Engineer
Maintenance
Technician
(Composed by
Activity Groups)
Sr. Manager Director
Trade Person
Composite Role
Technician / IT-employee
Composite Role
Create / Change
Work Order
Display FL/EQ
(Group of related
Activities)
Requestor
Simple Role
Single Role
Transactions,
Reports, WFs
Display FL
Display EQ
Display FL-List
Create
Work Order
Andrew Duran
Change
Work Order
Change
Work order
List
CMMS Implementation Project
CMMS LACCD Implementation project
Team members
Last Name
First Name
Duran
Guy
Afifi
Gomez
Lopez
Chen
Linga
Morumpalle
Newman
Lopez
Henderson
Andy
Richard
Hussein
Erwin
Kate
Sharon
Mahesh
Ramana
Paul
Tom
Mark
Reynolds
Tran
Victor
Hanh
Andrew Duran
CMMS Implementation Project
Key Management Solution
• Custom application will use PM & HR .
– Keeps track of who has what keys via functional location as
well as HR.
• Allows key assignments to individual persons within the college
organization.
• Store key combination as an equipment that can be installed at room,
lecture hall, gymnasium, etc..
• The ability to create new keys using the key combination stored in the
equipment master.
• The ability to change the lock combination and re-create new key
combination representing the same equipment record and preserving
equipment history of past key combination and assignments.
• The ability to make sure that when employees with key assignment
terminate their employments, keys are surrendered to the responsible
parties for re-assignment or key lock combination change (Exit Policy).
Andrew Duran