PRSM 2012 Best Practices - (Page 95)

dOiNg MOrE wiTh LESS ANd SAviNg MONEy iN ThE PrOCESS AUTHOR katie willie, Marketing director & chad Miller, President COMPANY locknet CO-AUTHOR Maureen lux, Manager, Property Management Administration COMPANY dollar tree, inc. CO-AUTHOR Mark coughlan, director of sales COMPANY officetrax chAllenge: Many organizations are moving to Computerized Maintenance Management Systems (CMMS) to help centrally manage all of their facilities-related work orders. These systems help streamline communications and drastically increase efficiencies. While highly beneficial for vendors, CMMS can pose challenges such as duplicate entry data, extra communication layers and training on several systems. Such challenges often lead to an increase in time spent handling each work order, which translates into increased costs for the company and increased prices to the end customer or a reduction in company profits. Additionally, incorrect and/or incomplete data can create frustrations for the customer. However, when vendors learn how to engage with these systems organizations properly, efficiency increases and vendors are able to provide higher service levels to the customer. best PrActice: Data bridge integrated web services help circumvent many of the challenges posed by CMMS. Integrated web services bridge the vendor’s system with a CMMS and allow for instant data communication. In turn, this enables vendors and customers to communicate with drastically increased efficiency. For example, it is critical for store managers to know when they can expect the vendor to be on-site. When the vendor enters that data into its system, the data bridge automatically updates the CMMS and, in turn, the customer with that information. If parts are needed and the vendor adjusts the on-site date, the data bridge will automatically change the status of the service call in the CMMS to indicate that parts are needed and it will update the new on-site date. The store manager or facilities department simply needs to view the service call in the CMMS, and they will see real-time data; they no longer have to pick up the phone or send an email. Integrated web services provide both the vendor and the customer with a multitude of benefits while presenting a minimal amount of challenges. results: For the vendor, the key benefits of integrated web services are: 1. Increased service levels to the customer 2. Improved efficiency 3. Reduced costs The data bridge drastically reduces work order handling time for the vendor. This is because tasks such as accepting the work order, providing detailed on-site updates, requesting information, submitting not to exceed (NTE) increases, uploading images and uploading invoices are now centrally managed from the vendor’s system without needing to manually log into the CMMS. The efficiency improvements realized by the vendor lead to benefits for the customer as well. Key benefits for the customer include: 1. Improved service levels 2. A buffer to price increases 3. Improved internal reporting 2012 Best Practices | 95

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices