QR Code and Mobile technology combined with embedded Checklists
boost efficiency in labor and Asset Management in PropertyTRAK.

Photo Credit: medicalaid.org

Summary

Kansas City University (KCU) faced significant operational challenges with over 2,300 assets to manage. By implementing PropertyTRAK’s CMMS, KCU saw a shift from growing reactive requests to a more proactive maintenance method. Supported by PropertyTRAK’s embedded checklists, scheduled recurring work increased to 74% of all work orders. The system’s integrated QR Code technology enabled quick access to asset data and streamlined service requests, reducing labor time by up to 30 minutes per job. This efficiency saved KCU approximately $53,000 annually in soft dollar labor costs.

Introduction

Kansas City University (KCU) is the largest medical school in Missouri, with two campuses in Kansas City and Joplin. Founded in 1916, KCU is the oldest medical school in Kansas City and has grown to a total of 600,000 square feet of building space. With nearly 2,000 students, faculty, and staff depending on the functional building operation of this historic institution, the maintenance department at KCU needed a solution to address the challenges they were facing throughout an exceptional growth period.

Challenges

Before implementing PropertyTRAK in 2014, Kansas City University faced significant hurdles: backlogs of service requests, increasing staff expenses, and managing a large number of assets without a centralized system. The department’s focus was primarily on reactive work, with little time for planning and sustaining improvements. Without a streamlined process for tracking asset data, the university encountered inefficiencies, extra emergency costs and increased equipment downtime.

Key Concerns

1. Log over 2300 assets into a single repository to provide a comprehensive overview of all equipment in need of service
2. Create an effective Preventive Maintenance program that will reduce the need for reactive service
3. Document OEM-suggested processes through standard operating procedures and safeguard expertise of tenured employees

Solutions and Interventions

Four weeks after selecting PropertyTRAK as their new Computerized Maintenance Management System (CMMS), the Facilities department was using the software for day-to-day operations. Several early initiatives assisted KCU in improving its operations management.

Preventive Maintenance and Embedded Checklists

Kansas City University established a comprehensive preventive maintenance program soon after onboarding PropertyTRAK. After utilizing user-friendly templates for bulk upload of data, KCU was able to quickly populate their PropertyTRAK system with all asset information. The university immediately benefitted from the increased visibility of its valuable equipment. Since implementation, they have created 600 recurring work order templates for their 2300 assets. PropertyTRAK’s easy-to-use scheduler allowed for recurring work to be set at the exact frequency needed to meet industry standards for KCU’s assets.

Checklist procedures were established to provide a documented process for various inspections and recurring work. PropertyTRAK’s Checklist feature allows total customization for step-by-step instructions that can be embedded in work orders and service requests. By recording and codifying these procedures in PropertyTRAK, Kansas City University was able to efficiently share knowledge and compliance requirements with its entire workforce.

Results and Outcomes

The implementation of PropertyTRAK yielded significant results. By leveraging QR codes, KCU addressed the challenge of tracking, identifying, and efficiently handling work related to assets. They saw improved asset visibility and transparency with each assignment. Staff members could easily locate and verify the equipment they were directed to work on. Combined with use of the PropertyTRAK Mobile App, QR Code Technology offered staff members up to 15 minutes of time savings per job:

• When arriving at the service location, a quick scan verifies they are at the proper asset, with no searching or double checking necessary.
• Prior work history done on the piece of equipment is readily available if needed.
• Any images can immediately be added to the asset’s profile to document current condition.
• Current work task for the equipment is automatically returned with a scan of the QR Code, without the need to search through other tasks assigned to the Staff member.

As planned, Kansas City University realized a reduction in the overall need for reactive maintenance at their facilities. Scheduled routine work increased by 24% to total an impressive 74% of all work orders completed for the organization. With the application of Checklists in each of their Preventive Maintenance work orders, Kansas City University noted an increase in the quality and consistency of their service. Routine maintenance of equipment was no longer limited to a few key experts, as all staff members had access to the required steps clearly detailed in the assigned work order. Checklists brought structure and consistency to their important jobs. An embedded Checklist within a work order was found to easily save 15 to 30 minutes per large job:

• Steps for each process are laid out in sequence; technicians can be confident in their actions and directions without time-consuming back-and-forth communication.
• Each standardized and routine job-embedded with a Checklist can reduce the need for costly rework when a job is not initially performed properly.
• Documented process and work history ensure you are in compliance with manufacturer warranties and regulatory requirements.

On HVAC equipment alone, KCU annually performs approximately 900 scheduled Preventive Maintenance work orders in 25 buildings and two cities. An estimated one-half hour of time saved per HVAC job saves KCU $16,800 per year in labor costs. When applied across additional recurring work with designations for food preparation, plumbing, electrical, and mechanical equipment, these technologies can provide nearly $53,000 in soft dollar savings to the organization throughout the year, simply by being more efficient.

Conclusion

PropertyTRAK’s comprehensive technologies helped transform KCU’s asset and operations management, resulting in streamlined processes, reduced downtime and improved overall efficiency. QR Code Technology revolutionized asset management for these facility and maintenance professionals, while Checklists delivered critical information to guide their work processes and decision-making. The instant access to the status of Work Orders, Assets, Locations and Inventory opened an information exchange that empowered their workforce and greatly improved response time.

Since implementing these solutions, Kansas City University has used this same combination of technologies to improve the organization’s public image and health – QR Codes are scanned with personal smartphones in public areas like restrooms, lobbies and garages, granting visitors and Employees access to a request form to submit any needed service. Checklists in these forms provide options for common requests to make submission as simple and friendly as possible. KCU’s creative use and application of PropertyTRAK’s many solutions are a great demonstration of a process that organizes, automates, and simplifies the day-to-day jobs of facility and maintenance professionals.

Final Comment

“The Preventive Maintenance processes in PropertyTRAK continue to save us labor time and improve the uptime of critical assets. It’s like having the knowledge of an experienced technician that’s been with you for 20 years.” Kevin Cambers, Facilities Manager, Kansas City University

PropertyTRAK is a CMMS software solution designed to manage assets and buildings efficiently.  Clients benefit from the ability to organize, automate, and simplify workflow events and communications.  PropertyTRAK has more than 15 years of experience supporting clients nationwide with broad capabilities, including industrial-level Mobile Applications for iOS and Android devices.

PropertyTRAK • Maintenance, Work Order and Inventory Management