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

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

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 overtime records) 2

*Handout *Web Based Solutions *5 Modules: o Maintenance Management o Facility Usage o Energy Management o Technology Management o Safety Management 3

School School Dude Purchase Dude Purchase History History June 2007 June 2007 � Maintenance Direct & PM Direct: work order system March 2012 Mar ch 2012 � Utility Direct: energy tracking August 2014 August 2014 � FS Direct: building use 4

102 Users � MacDonald, Steve 1457 Work Orders per year � Altanbour, Nedal 1152 or 79% Trades Staff � Tarchara, James Abdallah, Jim Mac MacDonald, St Steve eve, 323 323 Downey, Scott Moroney, Denise Guzzetti, Denise , Downey, S wney, Scott, 6 tt, 60 McCann, Richard Jenkins, Paul Lazdowsky, Donald Donahue, Brian Pimental, Sue norton, james Garlick, Ron Quinlan, Bill Begin, Keith Begin, Joan Gately, Jim Abdallah, Jim, Abda , Jim, 271 271 Feely, Joe Alt Altanbour, Nedal, Nedal, 279 279 Rogers, Tom Lazdowsky, Bob Tar Tarchara, Jame James, 279 279 Lazdowsky, Roger Radzikowski, Paul Smith, Barbara (blank) 5

School Dude Work Orders by Building School Dude Work Orders by Building 442 442 450 400 350 r Counts ts Order Coun 300 250 Work Orde 200 144 140 144 140 150 111 100 111 Wor 100 91 91 100 66 66 56 56 47 47 39 39 30 30 26 26 25 25 24 24 23 23 50 16 16 15 15 15 15 13 13 13 13 10 10 6 4 1 0 NOTE: 75% Schools 25% Town 6

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 • 7

•Principals or School •Billing Estimate Assistant Building Created Business USP Review •Steve Traister, Use Form Custodian Approval Office •User Contacted Athletics calendar for INITIATED contacts User to Confirm •Jeff Bolduc, availability Rental BY USER Audio/Visual BUILDING USE FORM = SCHOOL DUDE FSDIRECT It is the same exact process, only computerized 8

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 9

How do we benefit from the USP funds? Reinvest in Facilities – items not in Capital or Operating budgets: o DMS/Elementary Elevator Wheelchair Lifts $6,500 o Gym Floor Refinishing $8,000 o DHS Elevators $14,500 o Elementary Schools Glass Replacements $8,650 10

� 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 11

Calendar Tab: *Hover over Event to see time schedule reserved *Click on Event to see details 12

New Schedule * This is replacing the School Building Use form 13

Scroll Down to Current Route to: *Principal approval (Note: This sends the rental request to Principals) 14

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 15

*FS Direct – implement Community Use and Online Payments *Mobile App for Maintenance Direct – Trades iPads *Inventory Direct – tracking supplies o Auditors – control inventory “slippage” o Establish minimum reorder points o True work order cost *Capital Forecast Direct (CFD) o Facility Condition Assessment o Major Equipment inventory *Other Town & School Departments: o IT Incident and Insight o Parks and Recreation o DPW/GIS 16