Preventive Maintenance

PROGRAM CHARGE To ensure that all UCSF assets under the charge of Facilities Services are aligned with industry-standard best maintenance practices in order to comply with code requirements, prevent emergency repairs due to equipment failure, and increase the lifetime of the assets.

PROGRAM SCOPE Development of new high-value preventive maintenance programs and performance of ongoing evaluation of the existing preventive maintenance system for the UCSF Campus.

Housing

Assets

&

PM Program

Parnassus

Sewer

Repairs

Asset

Capture

& Safety

Plan

Compliance

Fire

Dampers

PM Labor

Hours

Estimates

Metrics

& Reports

FY1617 Milestone

Preventive Maintenance

Preventive Maintenance Milestones 2016

Preventive Maintenance Milestones 2016

Maximo, EZMax, Max Web Training

• Over 50 formal sessions of Maximo, EZMax, and MaxWeb training completed.

• Unknown number of informal sessions (questions fielded daily).

• Completed asset collection against all Housing buildings

• Completed job plan and PM schedule development

• Implemented PM program across multiple teams: Housing BMWs and  superintendents, Parnassus Crafts, Parnassus and Mission Bay Campus engineers
• Approximately 3000 assets

Preventive Maintenance Milestones 2016

Parnassus Sewer System Repairs

Preventive Maintenance Milestones 2016

Parnassus Sewer System Repairs

• Identified and mapped eleven separate Parnassus sewer repair projects based on inspections completed in 2015

• Began process of repair evaluation with Capital Projects including job walk with the civil engineer to measure and map out each project

Compliance – Fire Dampers

• Fire damper assets, job plans, routes, and PM plans added and scheduled in Maximo system for all campuses

• Approximately 3900 assets, across 50 buildings

PM Labor Hours Estimate

• Estimated labor hours added to all active job plans based on historical data

• Forecast of labor requirements created for long-term preventive maintenance planning

Preventive Maintenance Milestones 2016

Asset Capture and Safety Plan Project

• Developed asset barcoding process

Metrics & Reports

• PM completion rate and compliance reports

• Capture currently underway, organized by equipment classification

• Work order detail report developed for EDG compliance

• Overhaul of TJC documentation for LPPI and the Medical Center (with Raj)

Preventive Maintenance

Roles & Responsibilities (RACI)

Preventative Maintenance

ANALYSTS

ASSOCIATE DIRECTOR

FIELD TECHNICIANS

TECHNICAL

LEADS

(CHIEFS, SUPERINTENDENTS)

FACILITIES MANAGERS

CAPITAL PROGRAMS

CUSTOMER SERVICE CENTER

R / A

R / A

R / A

R / A

R / A

R / A

R / A

R / A

R / A

R / A

R / A

R / A

C / I

C / I

C / I

C / I

C / I

C / I

C / I

C / I

C / I

C / I

I

R = Responsible

A = Accountable

C = Consult

I = Inform

Documents & Records

MAXIMO BUSINESS SYSTEM System in which all assets, job plan, routes, and preventative maintenance plans are organized, edited, and executed

PM IMPROVEMENT PLAN BOX FILE Documentation organized by projects/asset types, contains all information and communications as it relates to changes made to a PM plan, including structured information upload to the Maximo Business System

CSC TEAM PROJECT SMARTSHEET (PROJECT MANAGEMENT BREAKDOWN) Who's doing what, when, and how, and progress updates

REFRIGERANT EPA DOCUMENTATION Documentation for tracking refrigerant leaks for equipment with 50 lbs or more refrigerant according to EPA regulation.

STANDARD OPERATING PROCEDURES Location of Maximo training guides, manual, business process (how to build a job plan, how to input an asset, how to build a route, how to create a pm plan).

JOINT COMMISSION DOCUMENTATION Location of Fire and Life Safety and Utilities TJC compliance documents for LPPI, Moffitt, Long, and ACC Hospitals

FS PERFORMANCE METRICS Web reports used by team leaders to demonstrate PM work order completion and compliance.

UCSF-FS.COM Maximo, EZMax, Max Web training videos, E-forms, new employee form, fire alarm report form, data capture form.

Customer Requirements

Customers want to be consulted.

Customers want to be kept informed.

Customers are invested in the accuracy of the system.

Customers require flexibility from the system.

Addressing Customer Expectations

•Establishing two drop-in training sessions per month, one at

Parnassus, one at Mission Bay.

•Continuing to consult with chiefs, aces, and superintendents

and setting up regular meetings, formal and informal, to do

so.

•Making ongoing improvements to the Maximo and EZMax

systems to ensure ease and accuracy of use, such as updating

start centers, creating requested queries, and renovating and

instituting the offline function in EZMax mobile for PM

completion in areas devoid of wireless connectivity.

Financial

Current Annual Total Budget: $8,909,440

Plus additional funding for Safety Plan / Asset Capture:

$500,000

Total Labor to Date: $3,399,309

Total Non-Labor to Date: $467,968

Under Spent by: $587,443

Current Safety Plan / Asset Capture Charges: $92,141

Annual Budget Per Site:

Metrics

•PM Completion Rate

•Percentage of PM project commitments completed annually.

•Change of ratio of scheduled to unscheduled work over

time.  Goal is to decrease emergency and unscheduled

maintenance.

Preventive Maintenance

Current Organization Chart

Program Charter

COE Leaders

Xayaseth Boudsady,  Roberta Kenyon

COE Leaders Supervises / Overseas

None

COE Leader's Supervisor

Paul Landry

PROGRAM CHARGE To ensure that all UCSF assets under the charge of Facilities Services are aligned with industry-standard best maintenance practices in order to comply with code requirements, prevent emergency repairs due to equipment failure, and increase the lifetime of the assets.

PROGRAM SCOPE Development of new high-value preventive maintenance programs and performance of ongoing evaluation of the existing preventive maintenance system for the UCSF Campus.

Chief Engineers, Superintendents,

Skilled Trades, Engineers, Fire & Life Safety, Elevators, Grounds, Housing

Facilities Manager, Capital Programs, Lab/Building Managers

MAXIMO BUSINESS SYSTEM System in which all assets, job plan, routes, and preventative maintenance plans are organized, edited, and executed

PM IMPROVEMENT PLAN BOX FILE Documentation organized by projects/asset types, contains all information and communications as it relates to changes made to a PM plan, including structured information upload to the Maximo Business System

CSC TEAM PROJECT SMARTSHEET (PROJECT MANAGEMENT BREAKDOWN) Who's doing what, when, and how, and progress updates

PROGRAM

GOVERNANCE

Program Charter

REFRIGERANT EPA DOCUMENTATION Documentation for tracking refrigerant leaks for equipment with 50 lbs or more refrigerant according to EPA regulation.

This section highlights the program’s commitment to meet customer, community

and regulatory requirements.

STANDARD OPERATING PROCEDURES Location of Maximo training guides, manual, business process (how to build a job plan, how to input an asset, how to build a route, how to create a pm plan).

We meet with some facet of our customer base informally on a daily and weekly basis, and with the chiefs formally on a monthly basis, and there is a formal PM project plan review with the steering committee on a yearly basis.

Customer Expectations:

Customer wants to be consulted

Customer wants to be kept informed

JOINT COMMISSION DOCUMENTATION Location of Fire and Life Safety and Utilities TJC compliance documents for LPPI, Moffitt, Long, and ACC Hospitals

FS PERFORMANCE METRICS Web reports used by team leaders to demonstrate PM work order completion and compliance.

UCSF-FS.COM Maximo, EZMax, Max Web training videos, E-forms, new employee form, fire alarm report form, data capture form.

MANAGEMENT

RESPONSIBILITY

Customer are invested in the accuracy of the system.

Customer requires flexibility from the system

Program Charter

1.   Establishing two drop-in training sessions per month, one at Parnassus, one at Mission Bay.

We will continue to communicate with and expand our customer interaction, and formalize it by:

2.   Continuing to consult with chiefs, aces, and superintendents and setting up regular meetings, formal and informal, to do so, including a semi-annual pm project review with individual units, regarding projects that affect their teams.

3.   Making ongoing improvements to the Maximo and EZMax systems to ensure ease and accuracy of use

Metrics

1.   PM Completion Rate

2.  Percentage of PM project commitments completed annually.

3.  Change of ratio of scheduled to unscheduled emergency asset-related work over time. Goal is to decrease emergency maintenance.

Program Charter

RESOURCE MANAGEMENT

This section highlights the program's commitment to provide adequate resources to meet program's charge.

Laptops with Docking Station, Eternal Monitors, Dedicated Conference Room with media devices.

Current Annual Budget:  $8,909,436.

Labor to date for FY2016-2017:  $3,399,309

What are the key roles and qualifications necessary to deliver the charge of this program?

ANALYSTS  Required to be able to interface with Maximo, organize, adjust, and set up the PM program, and create metrics. Analyst are in the process of gaining Maximo and Asset Management Certifications.

CHIEFS, SUPERINTENDENTS  Required for equipment expertise and familiarity.

FIELD TECHNICIANS  Required for hands-on view and daily experience of the equipment. They know what's going on out in the field and they bring that information back to the Chiefs, Superintendents and Analysts.

+ Additional Funding for Lock Out Tag Out Safety Plan / Asset Capture Project:  $500,000

Non-Labor to date:  $467,968

Under Spent By:  $568,443

Current Lock Out Safety Plan / Asset Capture Charges:  $94,476

Under Spent By:  $405,524

Preventive Maintenance

Challenges & Countermeasures

Projects not completed last year: 

Mission Bay sewer and storm drain maintenance, adding fire extinguisher inspections to Maximo, Thermal Imaging

Challenges:

• TIME  spent on extensive Maximo and EZMax system administration and mass group training. This was due to the move to the new Maximo Business System, and should subside as we improve system processes and adoption become more normalized across Facilities units.

• TECHNOLOGICAL  Implementing  the EZMax Offline capability for field technician outside of wireless network access.

• NEW PROJECT REQUESTS  It would be ideal if any new project requests for our team could be funneled through Paul. He has a clear idea of our individual strengths and weaknesses and our individual workload. He would be the best person to determine who works on what, and when.

Commitments 2017

Asset Capture and Safety Plan Project

Generate Annual PM Forecast for Teams

Fixed to Float and Condition-Based PMs

Switchgear and Primary Switch Assets

Completion of Thermal Imaging, 2nd Phase of Oil Analysis

Fire Extinguisher Inspection - Maximo Migration

Mission Bay Sewer and Storm Drain Maintenance

Asset Capture & Safety Plan Project

Capture currently underway, organized by equipment classification.

Asset data and safety plans to be uploaded into Maximo as each classification is completed.

Generate Annual PM Forecast for Teams

Annual preventative maintenance forecast to be generated for each team out in field, engineers, crafts, etc.

Forecast will enable a visual overview of yearly maintenance, allowing for adjustments in the overall schedule to balance out the month-to-month workload.

This is also a prerequisite project to scoping out potential assets for floating and condition-based preventative maintenance plans.

Fixed to Float & Conditioned-Based PMs

Consult with Chiefs, ACES, superintendents and field technicians to prioritize which assets are best suited for floating and conditioned-based maintenance.

Change pm plans to floating and design condition-based maintenance plans.

Train field technicians on how to use condition-based maintenance

Reports development around floating and condition-based preventative maintenance for tracking purposes.

Switchgear & Primary Switch Assets PM Plans

Asset collection

Development of job plans

Creation of PM schedules

Completion of Thermal Imaging, 2nd Phase Oil Analysis

Thermal Imaging: Certification for field technicians pending technician "homework" completion, then PM scheduling.

Oil Analysis: Next classification of assets to be set up for oil analysis

Fire Extinguisher Inspection - Maximo Migration

Fire extinguishers, routes, and PM schedules currently loaded into Maximo.

About to begin testing of new scanner for FE barcodes

Implementation of the EZMax offline mode

Training of and adoption by Fire Team

Mission Bay Sewer & Storm Drain Maintenance

Map out building sewer laterals and clean outs

Mark catch basins and storm drains

Add as assets to Maximo

Create job plan

Schedule PMs

Preventive Maintenance

Program Request

Request $30,000 for outside consultation regarding special projects.: We would like to have the option to bring in outside expertise for special projects, such as materials and storehouse integration.

Budget for additional field training for New PM Programs

Analyst Training for Maximo (Reports, Integrations)

Asset Management Certification

Maximo Certification

" We Operate and maintain UCSF facilities in support of its research, teaching, healthcare, and community service mission "