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Owner

The School Board of Broward County (SBBC)

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SBBC Computerized Maintenance Management System (CMMS) Maximo

The School Board of Broward County (SBBC) needed a solution to replace its software package, Compass, with a work order management system, with the goal of optimizing the use of resources such as staff, material, equipment, and funds to best maintain facilities and equipment. SBBC was looking for a system that provided integrated processes, assisted with work order management, maintained historical information for management use, and provided a unified view of the District’s facility portfolio. This implementation would allow SBBC full control facility maintenance and equipment maintenance from acquisition to disposal and support data driven decision making and future investment to optimize building maintenance and assets to ultimately support the mission of the public education system in continuing to better educate U.S. children. Electronic Data, Inc. (EDI) was selected by the school board to support these goals and implement IBM Maximo’s computerized maintenance management system (CMMS).

Scope of Work Included:

EDI provided SBBC with a best-of-breed CMMS solution leveraging current best practices for all of SBBC’s lines of businesses. EDI has established over the course of many years a comprehensive Project Methodology, executing this project as a series out project phases detailed below.

Initiate Phase – Project Kickoff and Logistics, and Maximo Immersion Training. During this phase of work, EDI reviewed and confirmed the project plan and established a project communication plan after conducting project kickoff and onboarding. EDI performed “watch and learn” style Maximo immersion training for key SBBC personnel that covered pertinent modules to the implementation including assets, failure codes, work management, inventory, purchasing, basic system administration and integration framework, and more.

Define Phase – Capture Functional Design and Transportation Assumptions. EDI conducted twelve (12) one-day topic-based workshops:

  1. Org / Site / Asset / Location
  2. Work Management, Part 1
  3. Work Management, Part 2
  4. Maintenance Planning (PM / JP)
  5. Inventory Management
  6. Procurement
  7. Transportation
  8. People / Labor / Security / Groups
  9. Reporting, KPI’s, Start Centers
  10. Mobility
  11. Technical Workshop for Integration to SAP
  12. Technical Workshop for Data Migration

For each workshop, documentation and client review was provided along with session notes. From the session notes, a single functional requirements document was compiled. EDI also produced a data migration plan during this phase, which outlined the plan for capturing and migrating data to and from environments throughout the life of the project. In addition, an integration strategy plan outlining the plan for integrating Maximo and SAP and a configuration management plan outlining the different Maximo environments and their purpose were produced. Updates were also made to the project plan and included a plan for the development iterations. Lastly, EDI conducted a transportation specific workshop that focused on modules that were specific to the Maximo transportation industry solution including warranty claims, campaigns, position and component codes and driver’s logs.

Develop Phase – Development Iterations, Reporting Assumptions, Data Migration Assumptions, Integration Assumptions, and Material Assumptions. For each sprint, major tasks included developing the session, test scripts and training material, performing an end of sprint demonstration, and providing feed spring issues/feedback to the product log. The ten (10) sprints associated with this project are as follows:

  • Sprint #1, Asset / Location Configuration, Data Migration
  • Sprint #2, Work Order / PM / Job Plan Configuration, Data Migration
  • Sprint #3, Inventory Configuration, Data Migration, Integration to SAP
  • Sprint #4, Procurement Configuration, Data Migration, Integration to SAP
  • Sprint #5, Transportation Configuration, Data Migration, Integration to SAP
  • Sprint #6, Workflow Development, Data Migration, Integration to SAP
  • Sprint #7, Security, Data Migration, Integration to SAP
  • Sprint #8, Reporting, Data Migration, Integration to SAP
  • Sprint #9, Mobile Configuration

SBBC was also entitled to five (5) custom BIRT reports during this phase. For each report, major tasks included reviewing the report specification template and building and deploying the BIRT report. Where possible, EDI migrated existing foundational data such as assets, locations and preventative maintenance plans into Maximo from the compass system. EDI provided data templates for new data to support processes, of which SBBC was responsible for then populating. When populated, EDI was responsible for loading the templates into Maximo. EDI also integrated Maximo with SAP during the develop phase and was lastly responsible for building a role-based training manual for the implementation. For each training manual, EDI compiled a list of recommended use cases, and built out the training manual to include a description of the overall role, areas of the system that the role interacted with, and a step by step procedure for each of the use cases defined for the role.

Owner

The School Board of Broward County (SBBC)

Key Contact