Relationships are complicated. This includes data!

Let's start with the basics. In a relational database, data is spanned across several tables. A table is setup with rows and columns very similar to a standard spreadsheet.  When handling data, developers have to account for the time to access the data as well as ensure the data is available to multiple programs and multiple forms within those programs. Too much data in a single table can slow down queries and reports. This is where the relationship comes in. Portions of each table, relate to each other, allowing an application to pull data from multiple tables.

For example: TeamWORKS' Locations are an essential part of Work Orders, Assets, PMs, Utilities, Event Scheduling  and almost every other module of the suite of applications. Everything has to belong to something. That's what makes it a "relational" database. TeamWORKS has chosen the Locations to be the common factor and the Locations table is the foundation for our relational database. It is easier to create a relationship between the Locations table and other tables than to build the locations over and over again in each table. This allows for certain data to be called upon and reused with relative ease. 

As with all relationships, database relationships can get complicated and require some basic rules to stay functioning and healthy. In the database management world we deal with terms like "one to many", "one to one" and "many to one". This refers to a single piece of data relating to another or multiple pieces of data and vice versa. Back to our Locations example: a location is present in every Work Order, Asset, PM, Utility bill and Event. If someone were to delete or change the location incorrectly the records referring to that location would lose their relationship to the database and would become orphaned records.  This leads to inaccurate reporting and can create errors in the applications accessing the data.

TeamWORKS strives to improve on ways to prevent these circumstances from happening but must balance that against speed to ensure slow performance does not prevent the users from doing their work. We have to find that happy medium. 

The key to a good relationship is communication. So if you have a question and are not sure if changing or deleting certain data may cause a problem it is better if you give us a call to make sure its ok.

 

Just get started!

TeamWORKS hosted training in Lexington, KY last week. The training went very well but there were implementation questions that were difficult to answer. How do you accomplish data collection/data entry for a system to be put in place? Let's use Preventive Maintenance (PM) as an example and create a scenario.

The benefits are obvious. If you go from no PM system to a complete PM system, you will enjoy an average savings of 30% in both material and labor costs as well as a significant savings in utility costs. These are facts that have been established over years of studies done by industry experts as well as government entities such as the Department of Energy. So why would anyone choose not to implement a PM system? Here's the issue that keeps so many of our clients from moving forward. Startup costs! These costs include labor and/or monitory costs. Before you start with a PM system you will need to take the time to plan it, collect asset data, enter all this information into your software package and finally enter the actual schedules. Once you have done all this you have 3 to 5 years of PM work added to your normal work load. Equipment is still failing at the normal rate until the PM system has time to help extend equipment life and limit breakdowns. This means you have to accomplish your, already overwhelming, work load as well as the added PM work. Let's recap.

The benefits of a PM system are obvious. The manpower and/or money to get it going is significant.

Where do you start? Unfortunately there is no single answer. The answers differ depending on your unique situation. Perhaps you need to sell the benefits to upper management. They can provide the short term funding to make long term savings. Perhaps you need a plan to collect and enter data a little at a time. Collect asset data as you work on the equipment and set up the PM as you enter the data into the system. Perhaps you can include the setup of a PM system in the budget of new construction and include enough to have a contractor collect the data and enter the PM info for you. The fact is you will have to create a plan based on your specific situation. I would be happy to help you plan the best course of attack. Just give me a call or drop me an email.

These issues are the same for many implementations. Warehouse Inventory, Assets, PM or Utility tracking. You must find the appropriate path to get your implementation complete. Most importantly just get started!

 

What if…

We all know that emergencies will happen. It's not a matter of if but when. A sewer line backs up, a suspicious powder shows up in the mail room, a natural gas leak is detected or an individual vital to the organization is no longer available. These are some very real scenarios that have a serious impact on your daily routines. In order to minimize the impact and properly respond to these situations, you must have a plan in place.

Ready.gov suggests a Continuity of Operations Planning or COOP. A COOP is a document that sets guidelines to ensure you can function, both internally and externally, and so determines staff, materials, procedures and equipment that are absolutely necessary to keep you operating.

To create a COOP you must…

1. Create a business flowchart to help with the rest of the COOP process.
   
2. Identify critical operations.
   
3. Be sure you can meet business requirements (e.g. payroll, critical decision making, etc.)
   
4. Establish a succession of management. Be sure this list includes multiple locations in case of an area specific disaster.
   

These are some of the many suggestions offered at the Ready.gov website. I would strongly suggest you review this resource to ensure you are prepared.

TeamWORKS offers software and services to help prepare for such events. FacilitiesMap is a software and service that puts your CAD drawings on the web and links to various databases to ensure everyone can get to the data they need to make critical decisions.

We are all too familiar with stories of lockdowns and breakdowns as a result of the acts of individuals or nature. We all know that this will at some point happen within our own organization. Be prepared!

Thanks,
Craig

Back to Basics

Sometimes we need a reminder of what we are supposed to be doing. What is the big picture? With that in mind I decided to write about the very basic functions of Facilities Management.

There are four areas of responsibility.

1. Building maintenance. Maintain HVAC, plumbing, electrical, structural and life safety components.
   
2. Custodial maintenance. Keep all spaces clean and sanitary.
   
3. Grounds maintenance. Keep the exterior spaces clean, safe and visually appealing.
   
4. Business management. Maintain inventory, track assets and provide the staff to accomplish all aspects of facilities management.
   

I know this seems too obvious to anyone interested in reading this blog, however, I feel it is important to keep focus on the big picture. Each day you spend your time focusing on specific work orders, a construction project or the incredible shrinking budget. It's easy to lose focus on what these tasks are supposed to accomplishing at the end of each year.

A good year is twelve good months. A good month is four good weeks. A good week is seven good days. Use these simple facts to prioritize your tasks based on the big picture. Some tasks are important, some are urgent but some really don't matter in the big picture. Make sure you keep focus on what needs to be done to meet your four basic functions.

Make today a good day!

Craig

Dear John,

It's not you, it's me.

OK, maybe breaking up with your Computerized Maintenance Management System (CMMS) doesn't start out like this but it is still a tough time for all involved. We, at TeamWORKS, have supplanted a few systems over the years and many times the issues are software related, however, just as often the issues lie elsewhere. Policies and procedures may contradict the functions of the software or management issues may impede the use of the software. In the cases where management disagreements or age old policies are the cause of the problem, these are the issues that can be the most difficult to overcome and no software in the world can resolve it. The fix lies in a unified effort by management to identify and resolve the problem and then ensure all levels of the organization agree with the resolution. Management has the ultimate responsibility of enforcing the new policies to ensure success. In the case of "we've always done it that way", new policies must be sustained for the changes to be effective and permanent.

So in order to get along with your CMMS and ensure a long happy relationship you need to do the following…

Identify the issues
Find the best solutions
Enforce these solutions at all levels
Remember that change management is a marathon, not a sprint
Never go to bed angry!

Follow these steps and you'll find your "happily ever after".

Good luck,
Craig

Planning

So, how much money are you going to budget next year to replace your major mechanical assets? How about your roofs? Do you know how many will reach the end of their life expectancy or warranty? How about the next five years? The usual solution to this dilemma is to try and piece together information from the tradesmen or vendors. Another solution is an insanely expensive and complex capital planning system. Perhaps you already have the tools to gather this information and you don't know it.

Most of you reading this blog have a Computerized Maintenance Management System (CMMS).

Most CMMS have the ability to track your mechanical and building assets. I'm certain that most of them have the ability to capture the purchase price, date placed in service and the life expectancy. TeamWORKS holds all that data and also generates reports that list assets to be replaced over a given amount of time. Hey! That sounds a lot like a simple yet effective Capital Plan to me and it already exists in our software. We've integrated with some of the most sophisticated (code word for expensive) capital planning software in the country and during the integration we became very familiar with the software. That "sophisticated" software was so over complicated that it required a minimum of one full time employee to keep the data going. In contrast, you can use your CMMS and the data is kept up to date via your daily processes. The client we did integration for is now doing just that.

Simple yet effective!

Craig

ERP?

Wikipedia defines ERP as…

Enterprise Resource Planning (ERP) is an integrated computer-based system used to manage internal and external resources, including tangible assets, financial resources, materials, and human resources.

Webopedia defines ERP as…

Short for enterprise resource planning, a business management system that integrates all facets of the business, including planning, manufacturing, sales, and marketing.

Do you notice anything missing from these definitions? Neither definition includes maintenance, facilities and operations. There are plenty of ERP systems to choose from. Some started as accounting systems and added asset management, HR and eventually a work management component. They all share information and manage different aspect of the organization. So what's not to love?

There are two major issues with ERP. The first issue is cost. ERP may be an acronym for Exceptionally Ridiculously Priced. These systems are very expensive to purchase and come with a huge implementation fee and learning curve. Most are very complex and difficult to use.

The second issue is function. Some may have great accounting functions but are very weak in other areas. Others may function great for HR but lack functionality elsewhere. In short, you can't be all things to all people. No matter how it is sold, someone is going to sacrifice functionality and ease of use when the system is in place.

Here's the alternative. System Integration. TeamWORKS has integrated our CMMS with many accounting systems, HR systems and even BAS. This allows the HR and accounting staff to choose software with the functionality they need as well as providing maintenance and operations with the functionality they need. In the end, all departments receive the functionality they need and management gets the integration and reports they want.

Thanks,
Craig

Inspections

Preventive Maintenance (PM) systems are not only for maintaining equipment but can also be utilized to perform scheduled inspections by using the scheduling feature.

Indoor air quality (IAQ) is so important in today's facilities. Building owners can be held liable if occupants develop respiratory disease, heart disease or cancer as a result of poor air quality. IAQ inspections not only test the air quality to ensure it is within standards but it can also document due diligence in the event a lawsuit is filed against your organization relating to air quality. The same benefits are true of other inspections as well. Playground inspections ensure depth of mulch, repair of dangerous or damaged equipment and the general safety of the playground. Fire Safety inspections ensure fire extinguishers and exit signs are in proper working order, all evacuation maps are up to standard, and sprinkler and alarm systems are functioning properly.

There are many inspections you may want to consider when populating your PM systems. Any routine inspections that need documentation are candidates for entry into the system. By entering the inspections as PMs the CMMS will maintain accurate records of your inspections and the results.

 

Feel free to contact me at TeamWORKS with any questions you may have.

Craig

Systems gone WILD!

According to the U.S. Department of Energy, there are four main reasons for the failure of a Computerized Maintenance Management System (CMMS). http://www1.eere.energy.gov/femp/program/om_cmms.html

The first is in the selection of a vendor. Many times a vendor will have their slick sales team make promises and sell a product that they simply cannot deliver or they will deliver a solution for today with very little thought of what the customer may need in the future. Cost should be a considered now and for any future expansion of capabilities and features. Ask yourself, will the system integrate with other systems? Also, can it expand to meet growing needs?

Second is inadequate training. Cost is always a factor and on-site training can be expensive. In some of our sales the training can be half the total cost. TeamWORKS and most other vendors offer remote training via webinars or other distance training methods, but training at your location is always the best option. Having done hundreds of trainings, both on-site and remote, I can tell you that the trainer and the trainee get much more from an on-site training. The trainer gets the opportunity to actually see the environment, work with the staff and interact with management. All of these factors are important to the implementation of any good CMMS system.

The third and fourth major issues are lack of commitment at implementation and lack of commitment during use and integration. This goes back to the first and second point of being sure you're committed to getting the right solution with the right company. You will also need to get the training and services to properly implement the solution. Most importantly, the system needs to be accepted through all levels and completely adopted by all users. Change is not easy for some folks and you may have to deal with some fighting and flailing for a few weeks. Stick to your guns and everyone will be better for it. Finally ensure you identify a "champion" to lead the charge and build a relationship with the CMMS vendor.

To Recap

1. Choose your system wisely. Think of what you need now and where you plan to go.
   
2. Train thoroughly and commit the resources (manpower and finances) needed implement completely.
   
3. Immerse your group in the system. If you took point 1 to heart, all of your processes should fit into your newly implemented system and you must ensure all employees are using the system and the processes around it.
   
4. Keep the system at the heart of your process. As you use your CMMS system it will pay you back with manpower and money. Use these new resources to invest in new components and training to grow the use of your system (e.g. PM, inventory, assets, etc.)
   

Keep growing,

Craig

System Integration

I had a conversation recently with a school district in Texas about facility usage. It seems that they are struggling to keep up with all the BAS schedule over-rides they need to make in order to provide lights and HVAC for their after-hours events. I shared a secret that many BAS System Integrators don’t want you to know.

“Psst! It’s a database.”

This lead to a discussion about integrating their TeamWORKS CMMS into their BAS system. Just like integrating with HR, accounting, time clock or most other software, integrating BAS usually happens at the database level. Depending on the system, there are some complexities and hoops to jump through, but it’s very doable. With the time saved by making schedule over-rides and the customer satisfaction you get from your facilities users, the return on your investment is usually fast and substantial.

There are other points of integration as well. You may decide to retrieve run time and other data from mechanical equipment to put a predictive maintenance program in place. Studies have shown that predictive maintenance can save an additional 12% of operating costs above savings found in a traditional preventive maintenance program.

You can also create work orders for equipment when an alarm point is set off.  Just imagine arriving to work and finding an approved work order to check a split unit due to the water bug alarming or to change filters as the result of a differential pressure sensor that alerted you that the filter is getting dirty. This is pretty cool stuff that saves you manpower, saves you money and makes you a hero to your customers!

Remember, at the end of the day, they’re all just databases.

Craig

Web vs. Desktop vs. Virtual. Yeah, I said "Virtual".

Web apps are all the rage. It seems that users are willing to exchange functionality for convenience. Don't get me wrong, I see the benefits of web apps. One central server to maintain, they can be hosted or on-premises, users can access the applications from almost any computer. So why do so many choose a classic desktop application? Speed and functionality. TeamWORKS web apps pull back data faster than any web app I know. In spite of that, the classic app is still faster. Not only in the exchange of data but also when changing pages or moving between modules. There is simply no way to replicate the speed and ease of use found in a desktop app...  Or is there?

There is a little known solution out there known as Virtual or Remote Apps.

TeamWORKS has been delivering our Virtual Apps for over two years. When we started we asked for help from Microsoft^®. When they saw what we were doing the response was "Wow! Nobody else is even close to this".

So why virtual?

Virtual Remote Apps offers the benefits of web applications (e.g. central server, accessibility, no install) along with the benefits of classic apps (e.g. speed, ease of use, familiar functions). So what's the catch? Money and experience. Two years after we started hosting remote apps I’m not aware of another single company offering the technology at the level we are. Imagine you are running a sophisticated desktop application that exchanges data with a database server. Every time there is a software upgrade or a new computer you have to call IT to install the app and set it up. Now imagine this.

You get a shiny new computer.

You need that same sophisticated app.

Visit your intranet site, select to download the shortcut and a few clicks later BAM! A desktop shortcut to your remote app. It’s the same classic app you've always used without the hassle.

Welcome to Virtual Remote Applications!

Craig

Asset Data Collection

One of the big issues that our customers face is asset data collection. How does an already overworked staff take the time to collect asset data?  We all know that a good PM program saves time and money and a good PM program starts with a good assets database. With that in mind, the question becomes how does an already overworked staff not take the time to collect data? There are several methods to collect your asset data. The most common way to collect data is to send a small army out to systematically collect data from each location using pen and paper. The data is then entered into the database. The biggest issue with this method is the immense amount of time as well as accuracy. Errors will be made during the collection process as well as during the data entry process. The benefit is that there are no additional costs.
The second most common method is to contract the data to be collected. The contractor will probably use some technology to speed the process along and to increase accuracy. The benefit is the savings in manpower. The obvious issue is the cost.

I would like to offer the following options as some good alternatives.

Use a work order form with space available for data collection. Require the tradesmen to put minimal information down for any work order related to an asset. From this point forward collect any and all data for new assets as they are purchased and placed in service. This includes getting asset information from your contractors for any new work.
Another alternative is to purchase a data collection package. Customers using TeamWORKS Mobile Assets have reported great success in collection asset information using this method. This process is not as time consuming as the pen and paper method and increases accuracy.

Feel free to contact me at TeamWORKS with a questions you may have or to share your success stories. I encourage any feedback. Remember to share questions and comments on our forum at forum.goTeamWORKS.com.
Happy Collecting,
Craig

First post

TeamWORKS has it's first official BLOG. I will create new posts regularly. In this blog I will discuss TeamWORKS thoughts and happenings.
Thanks,
Craig