Learn how Humble ISD has reduced the time needed to receive, process and complete work orders using MaintenanceDirect from SchoolDude and iPads.

1. Save Time and Money with
Mobile Work Order Management
A Best Practices Webcast for Educational Professionals
This program is made possible by:

2. Speakers
Matt Lightner – SchoolDude Applications Engineer
Martha Harmon – SchoolDude Marketing Manager
Humble ISD, TX
Leigh Ann Montgomery
Coordinator of M&O Business Services
This program is made possible by:

3. Reality Check
High
Expectations
Limited M&O
Budgets/Staff
This program is made possible by:

4. Stretched too thin
• More work to do with less staff
• Square feet maintained by FT custodian
– Increased 20% in K12 schools
– Increased 16% in colleges/universities
• At Humble ISD
• Maintain 120,000 sq. ft. per maintenance
employee (above state average of 70,000)
• Clean 29,000 sq. ft. per custodian (above state
average of 22,000 sq. ft.)
This program is made possible by:

5. Shrinking Resources
• 81% of educational organizations say
they are inadequately funded
• 36% of staffing cuts come from
maintenance
• 36% reduced custodial services
• 51% deferred maintenance
This program is made possible by: 5

6. The Perception Gap
“As a Maintenance
Department, we have
to do more with fewer
personnel due to
budget constraints.
What You Do
Perception Gap With the current climate
of outsourcing services
to reduce costs, we
have to continually
showcase our worth.”
Sandy Marinos
What Glen Rock BOE, NJ
others think
you do
This program is made possible by:

7. Challenge: Low Customer
Satisfaction
Customer Satisfaction vs. Backlog of Need
80% $90
70% $80
$70
60%
Satisfaction Index
$60
$/GSF Backlog
50%
$50
40%
$40
30%
$30
20%
$20
10% $10
0% $-
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010
Customer Satisfaction Index Total Backlog $/GSF
This program is made possible by:

8. Increasing Efficiency
is the Key!
• Increase M&O Efficiency and achieve savings
• Saving Time = Saving Money
• Improve efficiency >20% by streamlining work
order processes
“Our customers are pleased with how much faster their issues are being taken
care of, and they stay informed with the work order status notifications
MaintenanceDirect provides.”
Leigh Ann Montgomery – Humble ISD, TX
This program is made possible by:

9. Eliminate Inefficiencies
•Verbal Requests
• Interruptions
•Forms / Faxes / Emails
•Calls / Interoffice Mail
•Duplicate / lost requests
•Slow response time
•Poor communication
•WO approval / assignment
•Data entry
This program is made possible by:

10. MaintenanceDirect
can help you…
• Reduce calls, emails and data entry
• Receive work requests immediately online instead of
waiting for hard copies
• Automatically route work requests for approval
• Automatically dispatch work to field technicians
• Automatically notify requesters when work is complete
Save 30‐minutes per Work Order!!!
This program is made possible by:

11. Using online work requests with
MaintenanceDirect
“We have reduced time spent entering work orders, improved communication
with requesters and eliminated lost paperwork.”
Leigh Ann Montgomery – Humble ISD, TX
This program is made possible by:

12. How much $$$ could you save?
• Average school processes about 1 work order per student
annually
• MaintenanceDirect reduces time to complete each work
order by at least 30 minutes
(# of students x 30 minutes) 4000x30 2000 hours
60 minutes 60 saved annually
Multiply annual hours saved by your hourly labor rate –
that’s how much $$$ you can save!
www.schooldude.com/wosc
This program is made possible by:

13. Save Time and Money
with Mobile Work Order Management
Speaker:
Leigh Ann Montgomery – Coordinator
of M&O Business Services
Humble ISD, TX
This program is made possible by:

14. Humble ISD, TX
• 38,000 students
• 6+ million square feet of building space
• 823.45 acres of grounds
• 5 high schools, 8 middle, 27 elementary
• 6 support facilities
• 4,526 district staff
• Received 28,829 work orders in FY ’11‐’12
• Received 19,675 in FY ’12‐’13 to date
This program is made possible by:

15. Humble ISD, TX
• M&O has 12 para‐educators and 45 hourly techs
• $1.16 per sq. ft. operations cost (more efficient than
the state average of $1.33)
• Maintain 120,000 sq. ft. per maintenance
employee (above state average of 70,000)
• Clean 29,000 sq. ft. per custodian (above state
average of 22,000 sq. ft.)
www.humble.k12.tx.us//site/Default.aspx?PageID=33596
This program is made possible by:

16. Challenges
• Communication, tracking and accountability
• Needed to improve data integrity and tracking
• Needed better, simpler reporting
• Time consuming work order process
• Printed work orders for techs
• Manual data entry to create, update and close
• No follow up communication with other departments
on their requests
This program is made possible by:

17. Solution: MaintenanceDirect
• Web‐Based: accessible online to staff, technicians
and requesters
• Saves Time: requesters submit requests
themselves; we can respond to requests more
quickly
• Improves Communication: requesters get
status updates and can check status online
• Reporting: easy to generate for data driven
decision making
This program is made possible by:

18. Managing Change and
Implementation
• Set up training for all users – work requesters, work
approvers and technicians
• Showed requesters how it helped us respond faster
and keep them in the loop
• Dedicated time to helping technicians transition to
a computerized process
• Demonstrated communication and efficiency
improvements to all involved
This program is made possible by:

19. www.humble.k12.tx.us/site/Default.aspx?PageID=32880
This program is made possible by:

20. Achieving Savings
Improved accountability
• Improved data tracking and integrity – work orders
don't get lost
• Improved communication with requesters – check
work status online and get email notifications; they love seeing
what we are working on for them
• Able to track and document work order progress
• Easily generate reports
o Show administrators how efficient and productive we are
This program is made possible by:

21. Achieving Savings
Improved efficiency: Saving Time = Saving $$$
• Reduced work order processing time
• Receiving requests online
• Allowing requesters to check work order status online
• Reduced data entry time
• Shortened response time for completing repairs; puts
department in a positive light
This program is made possible by:

22. iPads – The Next Step in Efficiency
Goal – save more time!
• Further reduce data entry & response time
• Dispatch new work orders to techs throughout
the day
• Improve techs’ accountability for time and
completing work
• Close work orders in a timely fashion
• Use camera for pictures of parts, damage,
product tags, etc.
This program is made possible by:

23. iPads – The Next Step in Efficiency
Implementation
• Why iPads – user friendly, no network login/out,
protective coverings, size/readability
• Started with test of 10 iPads
• Got board approval for 35 more despite a funding
freeze – technician showed board how using the iPad made him
more efficient
• Technician training
– Checkout iPad for the weekend
– Printed training documents
– Share tips and tricks at monthly meetings
This program is made possible by:

24. iPads – The Next Step in Efficiency
Achieving more savings
• Reduced paperwork and data entry
• Eliminated lost paperwork
• Improved data accuracy
– Tracked 49,096 work orders (post iPad rollout) from 7/11/12‐2/28/13
compared to 10,599 the previous year (pre iPad rollout)
• Able to communicate with and dispatch work to technicians in
the field – quicker response time
• Improve accountability – techs enter their time and close work orders
• Easy access to work order history
This program is made possible by:

25. Reports and Accountability
• Easy and quick report generation
• Show administrators how efficient and
productive the maintenance department is
• Access historical information on completed
work
• Evaluate performance and productivity –
work by trade, work in progress, reports on rooms
and equipment
This program is made possible by:

26. Work
In
Progress
This program is made possible by:

27. Transaction Costs This program is made possible by:

28. Achieving More Value and
Savings
• Integration with InventoryDirect – account for
inventory items and cost used on each work order
• Integration with FSDirect for facility scheduling– For
campus sponsored events, service providers can create work
orders to complete and record their labor hours
• Integration with PMDirect for preventive
maintenance – Saving money with proactive maintenance
that extends equipment life
This program is made possible by:

29. Executive Overview of
SchoolDude’s MaintenanceDirect
Work Order System
The nation’s #1
maintenance management system
for educational organizations
This program is made possible by:

30. This program is made possible by:

31. This program is made possible by:

32. More Insight
• The presentation and a recording of today’s webcast
will be available online tomorrow at:
www.schooldude.com/resources
• Don’t miss these resources:
• Old Dominion University (MaintenanceDirect Case Study)
• An Ounce of Prevention is Worth a Pound of Cure (PM white paper)
• Achieve Savings with Audit Accountability (Inventory webcast)
• Work Order Savings Calculator: www.schooldude.com/wosc
• Additional Resources: www.facilitymastersonline.com/resources
This program is made possible by:

33. Contact
• Leigh Ann Montgomery
Humble ISD, TX
leighann.montgomery@humble.k12.tx.us
• Matt Lightner, Applications Engineer,
SchoolDude
mlightner@schooldude.com
1‐877‐868‐3833
• Martha Harmon, Marketing Manager,
SchoolDude Serving more than
martha@schooldude.com 5,800 Educational
Organizations
1‐877‐868‐3833
Request a MaintenanceDirect demo: salesrequest@schooldude.com or
www.schooldude.com/attend‐demo.php
This program is made possible by: