Computerized Facility Management Nicholas Thornton Eaton Corporation 1 A bit about me Energy & Manager for WWCS for 7 years Energy Engineer for Siemens for 3 years Energy Engineer for U of M (consultant) Facility Manager for Eaton Corporation Certified Facility Director Certified Energy Manager PE (In Progress) 2 1
A Sample District 13 Elementary Buildings 653,554 Square Feet (including Alternative Ed and Early Ed/Headstart) 5 Closed Elementary Schools 226,322 Square Feet 4 Middle Schools 3 High Schools 3 Non-Instructional Total Square Footage: 550,480 Square Feet 841,691 Square Feet 104,641 Square Feet 2,376,668 Square Feet 3 Cedar Point A Quick Comparison Wayne-Westland Community Schools 364 Acres * 580 acres * According to Wikipedia 4 2
What s Your District Like Number of buildings? Average age of buildings? How many municipalities? Distance between buildings? How many acres of grounds? How many square feet per supervisor? How many staff members per supervisor? 5 How do we manage... -nearly 110 people 6 3
How do we manage... -nearly 110 people -in 28 different facilities 7 How do we manage... -nearly 110 people -in 28 different facilities -in four different cities 8 4
How do we manage... -nearly 110 people -in 28 different facilities -in four different cities -on three different shifts? 9 How do we keep track of -2.4 million square feet -buildings that are 80+ yrs old -various projects Bonds Sinking funds Performance contracts -work by various consultants 10 5
We continually look for new ways to use technology. 11 Leveraging Technology Superior Better Good We have a computer WO system to ensure stuff gets fixed 12 6
Leveraging Technology 1999 2019 Future 13 Technology in Maintenance & Operations Employee Communications Automated Building Systems Maintenance Management Systems (Work Orders, PM, Facility Scheduling, etc.) Building Security Data Organization 14 7
Employee Communications: 1999 How did we get information to (or from) our staff? Telephones Only a handful of phones per building No Answering machines Fax Machines Had to rely on office staff to relay messages 15 Employee Communications: 1999 How did we get information to (or from) our staff? District Mail Delivered 3 days/week 3-5 days for delivery The joy of Check Delivery 16 8
Employee Communications: 1999 How did we get information to (or from) our staff? Pagers No cell phones Had to stop at nearest building to return calls 17 Employee Communications: 2019 District-wide Digital Phone System Phones in every classroom Voicemail boxes for all employees Voicemail can be accessed from any phone in the District Caller ID 18 9
Employee Communications: 2019 Cellular Phones/ Smartphone Supervisors Maintenance Staff Custodial leaders and security personnel Text Messaging 19 Employee Communications: 2019 Computers in all receiving rooms and maintenance shops E-mail Work orders Supply ordering MSDS Sub Custodial Assignments Online Training (Asbestos, Storm water, Customer Service, etc.) 20 10
Employee Communications: 2019 E-mail accounts for all maintenance and custodial employees Direct routing of messages to personnel Mail status Privacy 21 Employee Communications: 2019 Use of free internet services Protopage.com Google Group 22 11
http://www.protopage.com/wwcsd_operations 23 Employee Communications: 2019 Safety Information Safe Schools Online MSDS 24 12
Employee Communications: Future More Smartphone Use (Apps for access to desktop stuff) E-Mail Text Messaging Photos (Vandalism, Broken parts descriptions) Web Access Kiosks Document Viewing 25 Technology in Maintenance & Operations Employee Communications Automated Building Systems 26 13
Automated Building Systems: 1999 Very limited at first Only large equipment such as boilers and air handlers All pneumatic controls Mechanical time clocks for day/night control, outdoor lights 27 Automated Building Systems: 1999 Began adding controls to our buildings through a performance contract with Johnson Controls in 1995. Expanded use of controls throughout District during the 1998 bond renovation project, 2001 Sinking Fund 28 14
Building Automation Systems 2019 Use of Metasys controls in all buildings Over 5000 monitored points System is standardized across District Monitor temps, filters, boilers, pumps, freezers, fans, gym lighting, chillers, sumps 29 Building Automation Systems 2019 Able to run reports on temperature trends and history Alarms are sent to cell phones/pagers Able to access remotely via internet Head Custodians can access data 30 15
Building Automation Systems 2019 Central Calendars User-friendly views Highly Customizable 31 Building Automation Systems 2019 Schedules are monitored daily by our full-time Energy Manager who: Tracks utility spending via Utility Direct Schedules HVAC equipment automatically with FS Direct (Time Saver, Consistent) Developed a District-wide energy conservation program: I-Save Can access (via School Dude) to turn HVAC on from anywhere in the world via a smartphone 32 16
Building Automation Systems: Future Fire Phones Security Clocks PA s HVAC Increased Integration of Building Systems Increased Smartphone Access 33 Building Automation Systems: Future Renewable Energy Systems Real-time Energy Pricing (& demand response) 34 17
Technology in Maintenance & Operations Employee Communications Automated Building Systems Maintenance Management Systems 35 Maintenance Management Systems: 1999 Paper based work order system Slow and inefficient Difficult to track material or labor costs No way to track previous repairs and costs 36 18
Maintenance Management Systems: 2019 Instituted the use of an online work order management system in 2003. SchoolDude Maintenance Direct 37 Maintenance Management Systems: 2019 WWCS SchoolDude Stats since Fall 03 Over 85,000 completed work orders Over 4,000 completed preventative maintenance work orders 38 19
Maintenance Management Systems: 2019 WWCS SchoolDude Stats 400+ registered users 39 Maintenance Management Systems: 2019 WWCS SchoolDude Stats Over $12 million documented costs $6.8m Labor $4.5m Materials $1.2m Contracted services 40 20
Maintenance Management Systems: 2019 Have added multiple other components in recent years PM Direct 2005 370+ Active PM Schedules 1,300 Pieces of Equipment Utility Direct FS Direct FS Automation (access HVAC on/off via smartphone!) 41 Maintenance Mgmt. Systems: Future Trip Direct Field Trip Management FS Automation BAS/HVAC FS Direct Online Scheduling 42 21
Maintenance Mgmt. Systems: Future Increased use of smartphones Put in WOs from your phone (great for audits) Phone notification of staff when they are assigned a WO Integration w/ BAS Auto generate WOs based on actual run hours or detected operation out of normal conditions QR Codes on equipment to access manuals and old WOs from your smartphone 43 Technology in Maintenance & Operations Employee Communications Automated Building Systems Maintenance Management Systems Building Security 44 22
Building Security: 1999 No effective key control!!!!!! Lots of unauthorized copies being made No control over building access 45 Building Security: 1999 Alarms panels w/ keypads Number was often written on the side of the box Code numbers were never changed Limited number of security devices 46 23
Building Security 2019 Instituted the use of a patented key system (Pex) on select doors (All others cores are blanked out) Have eliminated the use of exterior keys. 47 Building Security 2019 Building security systems All exterior doors have door contacts No numeric codes: access control only Networked directly to monitoring company to improve response time 48 24
Building Security 2019 Access Control All buildings use access control (310+ readers) ID/Access Control cards have been issued to over 2,200 employees Access rights are programmed based on location/position Can control who has access and when Can run history reports 49 Building Security 2019 50 25
CCTV Building Security 2019 Cameras in all facilities 1100+ Cameras All accessible via District network 300+ Terabytes of video storage = 2,400 125GB I-Pod classics 51 Building Security 2019 52 26
Security: Future RFID Radio frequency identification (Copiers, Doors, Alarms, etc.) Video entry systems at main doors Access control on interior doors Doors wired to central system & into alarm (no stand-alone doors!) 53 Security: Future Smart video software detects motion (reducing the number of hours of footage that must be watched) Smart video software that can track faces or objects from one camera to another. 54 27
Technology in Maintenance & Operations Employee Communications Automated Building Systems Maintenance Management Systems Building Security Data Organization 55 Access to Information: 1999 Blue print storage 56 28
Access to information: 2019 CAD Drawings Record of all buildings Layers HVAC Utilites Fire Alarms Motors Fire Tornado 57 Access to information: 2019 Digital Blueprints All archived prints converted to digital format PDFs available through a web service Remote Access by Consultants (A/E) 58 29
Data Organization: The Future More On-Demand (Cloud Hosting, SaaS) Touch-screen/interactive Optimized to Smartphone access Instant scanning/organization of all incoming items BIM (Building Information Modeling) Roof dates, location of key: valves/aeds/utility shutoffs/ddc Controllers/data runs 59 Thank you. 60 30