How CMMS Helps Hospitality: Hotels, Casinos, and Museums

Webinar Transcription

Hello everyone. Mark Stellfox MicroMain. One of the account managers here. We’re going to go through the slideshow here in the beginning. Talk about how CMMS helps hospitality – hotels, casinos, and museums. And at the end, I’m going to open up the software and give a quick highlight of the software, CMMS, the work order software with asset management inventory control. Also, the add on work request module and the mobile for the web piece.

So, a little bit about MicroMain. We’ve been in business over 24 years headquartered in Austin, Texas. Basically, the main product that we provide is our CMMS. We also have CAFM software for space management and planning, utilization, and move management. We have about 3,700 customers worldwide. You can see a couple of the logos on the screen.

Maintenance managers in the hospitality industry have unique needs. You want to manage facility to ensure best customer experience. Preventative maintenance prevents asset failures that effect customers.

And how does the CMMS help me? In addition to day-to-day management of on-demand and preventative maintenance work orders, CMMS accumulates data to help you maximize asset availability and extend equipment life, manage labor effectively, project budgets accurately, manage parts/inventory, generate meaningful reports, and make well informed decisions that improve performance and reduce costs. Take a polling question here. What is your primary focus? Just check one or both of the boxes there.

I guess we’ll just check one box. Sorry about that. For your primary focus preventative maintenance or corrective maintenance? I’ll go ahead and skip over to the results after everybody is done. It looks like most people’s focus is preventative maintenance.

With this software you can do both preventative and corrective. Basically as a software you’re going to do scheduled and unscheduled work to any assets you have in the system. So, preventative maintenance set up for PMs in MicroMain maintenance is called tasks. Anything calendar based or meter based and then those become work orders. Of course, any unscheduled corrective maintenance work orders can be handled in the system also.

This comes into the work order screen here. These are the main components of a work order. So essentially you’re doing work orders to assets. On the work order you can track parts from your inventory how many you use. Labor who performs the work. In-house staff or contractor.

You can add in other costs. So anything other than labor or parts. If they’re having inspection points so if you want to inspect anything you can go to an inspection checklist and then link any documents that might be pertinent special instructions.

How do I keep equipment working? So preventative maintenance or PM. You develop PM procedure following manufacture guidelines. Schedule PM work orders including inspection points, meter readings, routine maintenance, and other reminders. Create standard corrective action work orders with instructions for correcting inspection point failures. You can review reports to identity your assets getting near obsolescence. Is there a need to adjust timeline for scheduled PMs? Manage service contracts and warranties.

How do I improve on-demand response? So with the add-on work request module you can receive service requests 24/7 from simply users filling out a request on a webpage. This will reduce incoming calls and emails that you have to basically enter into the system as a work order. Work order details are captured when requester submits online form. They can submit what the issue is and a little description of what the problem is. Emails are automatically sent to the requestor upon work order completion.

You can even have the system have an email to the few critical people when that submits that work is requested submitted. A requester can check the status of the request see where they are, if they’re completed, on hold, or still in a request state. That helps ensure good communication across the board.

How can I improve field operations? So with our add-on mobile you can send work orders instantly to mobile phones or tablets or web enabled devices, web page, laptop, desktop, smartphone, or tablet. Techs pick up newly assigned work orders in the field. This increases accuracy. You can record meter readings, go through your inspection points, pass and fail a market vision, even create work orders from failed inspection points, add any parts to work orders. You can even create, modify, or close work orders to change the status of them.

Record time for one or more technicians. They can clock in or out or update their times spent. You can upload image to the work order if you took a picture of the damage or something like that and you want to send that back to the work order.

So here’s another polling question. Would a hand-held mobile device help you improve maintenance performance and manage work flow? You just want to click yes or no. I’ll go ahead and jump over to the results now. It looks everybody agrees yes it would help you manage more efficiently.

And how do I manage inventory of parts? Streamline parts count process. Generate part and inventory control reports. So filters help organize cycle counting and full inventories. Reduce inventory carrying costs by analyzing parts, active parts, parts issued, returned, used.

How do I optimize the process? Analyze the total cost of maintenance to identify opportunities to improve the process and/or reduce costs. Through work orders, to assets, you are tracking your parts to the facilities and buildings and then your labor who is performing the work. You can track preventive maintenance. Is it current? And then find out if that current plan is effective. And review equipment history to identify and plan for replacement.

Here’s another question. Are you currently performing PMs, or preventative maintenance? Skip over to the results. Looks like everybody is.

So how MicroMain helps you? It empowers you to sustain an efficient maintenance process. Maintains asset history and details. Provides more equipment up-time. In the end, it’s going to save you money to reduce maintenance costs, reduce downtime, increase labor efficiency, and then better manage your parts inventory.

I’m going to jump over to the software and share my screen here. You should be seeing my maintenance manager dashboard here. I’m just going to give you a quick tour. So this is the CMMS software. Basically you’re going to jump into the system under facilities set up your information.

This is where you build the database your site level all your properties and buildings which are really placeholders for where your assets reside. Assets are the most important thing in the system. Assets are what you’re going do scheduled and unscheduled work to. Just go into an equipment record. Here is the equipment list. There’s always a preview up here at the top.

I’ll go into this record. Only a couple of required fields, name and property. You have a unique name, Airhand01. I tied it to property one. I also put building 3, rooftop. Those are not required because they’re not bold.

And a lot of other little details- description, manufacturer, model number, serial number. You can add pictures. Other details replaced by, replacement cost, salvage value, useful life. There’s over 500 standard reports in the system.

You can link your parts right to the assets. I’ll double-click and scroll down to the parts. Here’s all the details on the filter the manufacturer, model number. You can have one or multiple locations. It keeps up with your on-hand count, what’s reserved for work orders, what’s available. There is a built-in purchase order key so you can reorder parts, services, or assets. Keep up with all your suppliers or the part, their part number, cost from that supplier, if you need to cross reference as you order information.

Mid/Max level here so you can have an alert trigger. When you hit minimum it pops up on the screen. There’s even a report you can open up with it. Parts to reorder by supplier. You can see work order history, purchase order history, the other assets this part’s associated with, a couple other details. I’ll get back out of here. Go back to the equipment list.

You can track your warranty information, link documents like I mentioned earlier. So here’s a lockout tag-out procedure with instructions and pictures. Then, there’s the history file cabinet. Every asset has its own history. So Airhand01 so far has $3,900 spent through 148 work orders. I’ll just do a quick preview report.

The last page gives you the total count for the work orders total cost for those work orders. So, essentially you’re going to set up your assets, your parts under resources, your staff, contractors, suppliers. Next logical step is to set up all of your scheduled work, or tasks, maybe your PMs. Basically anything calendar based or meter based you can set it up over here using the template and setting the frequency. Then all the details on the side use as much or as little as needed. And it will create work orders automatically based on whatever frequency daily, weekly, monthly, yearly, any seasonal work you might do.

Those will become work orders show up in your work order list over here. This is all the scheduled and unscheduled work. And you can see up at the top left that there’s filtering. These are checked off by default. What work is requested, open, or on hold which is my list down here.

That’s everything past due, due today, or coming due in the near future. This is a preview of the one you’re selected on. Then you can easily search out your PMs, just apply that filter or clear that out. Maybe look for work assigned to a certain technician. Apply that. Of course, you can filter any of these columns anyway you like also.

Maybe my priority I want to filter smallest to largest or my due date oldest to newest. Take you into preview a paper work order. This one has an inspection checklist, so that’s printed up with the work order. Here’s all the details on the work order. Here is the description, the Airhandler PM, here’s the description of the procedures to take.

Here’s where it’s located rooftop building 3. Whatever you set up in the system it will notify you. It is under warranty. It does have an inspection checklist. You can see Todd’s assigned to that job. He can update parts used, any other costs incurred, failure codes, a primary and a secondary, any asset downtime, and any unique comment is always good to report back.

So that’s the paper work order. Let me open up the mobile interface. This is called mobile for the web, so this is browser based software. It works on smartphones, tablet, or a webpage. This is my laptop. This is Internet Explorer.

Log in. So instead of doing paper work orders technicians can update work real time out in the field. I’ll go into this right here 1533, it’s at property 1, building 3, the rooftop, it’s air handler PM to asset air handler 02. So it tells you this is the PM. Here’s the asset. It’s at property 1.

This one is already opened. First it was requested, then I opened it. From there you can put it on hold or complete it. See the description of what needs to happen, procedures to take, or description of the issues. Technicians can add their comments under the comment section. Under details you can add a sub status, waiting for parts or whatever you add to that pick list.

See where it’s located, the priority, the due date, place to capture a primary and secondary failure code. That way you can run in the meantime between failure report and asset downtime report and then notifications. Technicians can clock in and clock out or just update their time spent. You can add parts from your inventory you want to it by simply clicking the add button, type in the part name, or starting to search it. It will show you the part name 10x20x1, the location, main stockroom, what’s available.

Just select on that put the quantity there and save that. So I added that part to that work order. If you have inspection points that checklist shows up here electronically. So you can go through each point, check the bearing, collar sets, screws, there’s even comments on that inspection point to be obvious make sure they’re tight. If I pass it, it just passes. If I fail it, it will highlight a red unique corrective work order to go back and fix it if it was a bigger job than you could handle right then and there.

Then go through your checklist. If you have any meters on that equipment you can update that meter reading. If you have any other costs you want to track if you’ve bought materials. Then if you have any documents that lockout tag out procedures or you can upload an image with the document section.

There’s this other add-on here. This is called MicroMain work request. This allows unlimited users to submit the request from a webpage. I’ll log in as Todd. I have his information kind of filled in already, defaulted down to property 1. He just selects the asset and he’s going to report an issue in his office and lighting.

You’re going to have a pick list that they can choose from. It’s always good to have specific items, other in case it’s not in the list, something one off troubleshoot, that way you can report on those services. Then they can type a description. Submit the request. You can have it email one or several people. That creates a requested work order right in the system.

And at any point in time the requester can view the status of what they submitted see where they are in the process completed, on hold, opened. Maybe filter down to, “hey, what’s just on hold right now?” That created a requested work order right in the system over here. So 1553 lighting. Here’s the description, “Light out over my desk.” It’s at property 1, building 3, office 301, Todd submitted it, and there’s his phone number. So that eliminates calling, emailing, or writing on a work request form and then creating work order right in the system.

End of the day you’re going to be able to run reports on everything you’re tracking in the system. Reports are broken into groups where you can get into the specific group of assets. Select report and downtime. We’ll give you a quick summary of what’s in there. You can either go to the printer. Just preview on the screen or dump it into Excel.

I can highlight multiple reports here and then print all of them at once highest maintenance cost, highest maintenance issue, mean time between failure. But once you figure out from this section all the reports as your favorites and all the graphs you like the thing to do is set up your batches. These are your favorites. So I have my morning reports, Friday reports, key performance indicators, and you just print that batch. They’re going to be on the printer or on your screen for a quick glance.

Have a good day. Thanks for your time.