Prepared By: Denise Moroney and Ginger Cullen April 27, 2016 WHY - - PowerPoint PPT Presentation

Prepared By: Denise Moroney and Ginger Cullen April 27, 2016

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WHY SCHOOL DUDE?

*help us to capture maintenance issues in our buildings *provides a tool to staff to report building problems reducing calls/emails *schedule maintenance – reactive and preventive (non-emergency) *track maintenance expenses per building *schedule building use/rentals through automated process *improve communication amongst staff and external users (example of Youth Soccer/Youth Lacrosse) *produce reports to analyze building maintenance and scheduling (example of 8 hours – 2 staff to review one month of building use forms and

• vertime records)

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*Handout *Web Based Solutions *5 Modules:

• Maintenance Management
• Facility Usage
• Energy Management
• Technology Management
• Safety Management

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School School Dude Purchase Dude Purchase History History

• June 2007

June 2007 Maintenance Direct & PM Direct: work order system

• Mar

March 2012 ch 2012 Utility Direct: energy tracking

• August 2014

August 2014 FS Direct: building use

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• 102 Users
• 1457 Work Orders per year
• 1152 or 79% Trades Staff

Mac MacDonald, St Steve eve, 323 323 Alt Altanbour, Nedal, Nedal, 279 279 Tar Tarchara, Jame James, 279 279 Abda Abdallah, Jim, , Jim, 271 271 Downey, S wney, Scott, 6 tt, 60 MacDonald, Steve Altanbour, Nedal Tarchara, James Abdallah, Jim Downey, Scott Moroney, Denise Guzzetti, Denise , McCann, Richard Jenkins, Paul Lazdowsky, Donald Donahue, Brian Pimental, Sue norton, james Garlick, Ron Quinlan, Bill Begin, Keith Begin, Joan Gately, Jim Feely, Joe Rogers, Tom Lazdowsky, Bob Lazdowsky, Roger Radzikowski, Paul Smith, Barbara (blank)

6 50 100 150 200 250 300 350 400 450 442 442 144 144 140 140 111 111 100 100 91 91 66 66 56 56 47 47 39 39 30 30 26 26 25 25 24 24 23 23 16 16 15 15 15 15 13 13 13 13 10 10 6 4 1 Wor Work Orde Order Coun r Counts ts

School Dude Work Orders by School Dude Work Orders by Building Building NOTE: 75% Schools 25% Town

FS Direct is Facilities Schedules & Events management software – WHY?

• Optimize the use of the buildings during after school hours
• Reduce paper use and become more “Green”
• Identify double bookings during rental request process
• Maximize reasonable community use
• Prevent lost paperwork
• Improve internal and external communications
• Report on labor hours by custodian, building and external group
• Identify trends with building use

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8 School Building Use Form INITIATED BY USER

USP

Review calendar for availability

Custodian

• Principals or

Assistant

• Steve Traister,

Athletics

• Jeff Bolduc,

Audio/Visual

Approval

• Billing Estimate

Created

• User Contacted

to Confirm Rental

Business Office contacts User

BUILDING USE FORM = SCHOOL DUDE FSDIRECT It is the same exact process, only computerized

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RENTAL RENTAL RATES RATES DEDHAM RESIDENTS/ EDHAM RESIDENTS/HR HR NON-RESIDENTS/HR NON-RESIDENTS/HR MS/HS GYMNASIUM $45.00 $90.00 MS/HS AUDITORIUM $70.00 $140.00 MS/HS COMPUTER LAB $65.00 $135.00 MS DLL $65.00 $135.00 HS CAFETERIA $74.00 $148.00 ELEMENTARY SCHOOL: GYMNASIUM $30.00 $60.00 AUDITORIUM $30.00 $60.00 CLASSROOM $15.00 $30.00 HS ATHLETIC COMPLEX Class I & II – no fee Class III - $150.00 COMPUTER/AUDIO VISUAL $45.00 $45.00 CUSTODIAL FEE $36.99 $36.99 NOTE: Town Parks and Recreation charge $45/hour for Memorial, Rustcraft and Condon fields

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How do we benefit from the USP funds? Reinvest in Facilities – items not in Capital or Operating budgets:

• DMS/Elementary Elevator Wheelchair Lifts $6,500
• Gym Floor Refinishing $8,000
• DHS Elevators $14,500
• Elementary Schools Glass Replacements $8,650

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Building Use Policies:

• Custodians are required for all groups of 20+

30 minutes before and after event for setup/breakdown

• School & Non-Profit groups – no rental fees
• Turf Field - lighting fees for evening activities
• Certificates of Insurance maintained for external groups as file

attachment

• Minimum three week (21 days) notice for external groups
• Maximum three months (90 days) notice
• Designated point of contact, phone and email for emergency and

weather cancellations – remote access as web based

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Calendar Tab: *Hover over Event to see time schedule reserved *Click on Event to see details

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New Schedule * This is replacing the School Building Use form

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Scroll Down to Current Route to: *Principal approval (Note: This sends the rental request to Principals)

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Next Steps:

*Email is sent automatically to Principal *Principal will approve and Save *Email is sent automatically to Business Office *Business Office confirms with renter

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*FS Direct – implement Community Use and Online Payments *Mobile App for Maintenance Direct – Trades iPads *Inventory Direct – tracking supplies

• Auditors – control inventory “slippage”
• Establish minimum reorder points
• True work order cost

*Capital Forecast Direct (CFD)

• Facility Condition Assessment
• Major Equipment inventory

*Other Town & School Departments:

• IT Incident and Insight
• Parks and Recreation
• DPW/GIS