Ely-Bloomenson Community Hospital in Minnesota maintains 106,000 square feet, which includes a critical access hospital with a nursing home and clinic attached. They needed a user-friendly work order system to help track, analyze and report on maintenance activities. Al Forsman, Plant Maintenance Manager, tells their experience transitioning from a paper system to FacilityDude’s MaintenanceEdge and how it improved department operations, reduced reactive work orders and call-backs.
Here is their story:
Before we began using MaintenanceEdge, we had a paper system. Technicians would come by the office, pick up a work request off the printer, and then go do the work. We knew we needed a more efficient process to handle work orders and preventive maintenance.
After we evaluated systems, we chose MaintenanceEdge for several reasons. First, we liked that Work Order and Planned Maintenance were applications in the same product, yet it was easy to tell the difference between a reactive work order and a PM work order. Second, the ability to have unlimited users allowed all hospital staff to have access to the system and submit work requests, which is helpful since we do not have a department secretary. We needed a system that allowed maintenance staff to quickly manage work orders. Finally, we liked that it was SaaS and did not require buying hardware.
Once we started MaintenanceEdge we noticed improvements in our operations. We now have a complete picture of all work from the home page dashboard. We can see all assigned work and run daily reports to view outstanding work. Things do not get overlooked like they might have in the past.
The system has without a doubt saved resources. Since work is not overlooked, we are able to complete our preventive maintenance ontime, which has helped keep our equipment
operational. We are not generating as many reactive work requests because we are on top of our preventive maintenance. Over 30% of our work orders are PM work orders. When
technicians do preventive maintenance, they often find things and can take care of them before they become problems. When you have a small staff like we do, where we cover over fourteen hours of on-call time each weekday, and 24 hours on weekends, it is nice to have reliable equipment and not have all the call-backs we had previously.
Being able to track and report on the department’s work enables us to have information on activities that we can share with others. We needed more detailed documentation for regulatory agencies so we could prove we were doing what was needed to properly maintain equipment. Internally, we wanted to be able to slice and dice the data to see how hours are spent, how much time is spent doing PM, and how much time is spent in each of the departments. Our finance department asks for time and cost reports or labor and materials reports. It’s easy to pull reports when we need to provide information.
Reporting has also been a great tool for educating others. When we receive requests for projects, we can track the work and get a clear understanding of how much time and materials are used. Recently we completed a “little” remodeling for our pharmacy and we were all surprised to discover it came out to be about $7,000 in time and materials. It is eye opening to see how much time we spend on certain things. We have better time expectations now. For example, we were surprised by the cost of our annual boiler cleaning PM. But when you spend a few hours doing the work over several days, the time and dollar amount becomes clear on how much things cost.
When we need to advocate for additional staff, reports from the system will be essential. We will be able to justify staff needs since we can prove our workload. We can also run reports showing “extra” tasks we are doing and be able to convey how much time that task or responsibility is taking the current staff, which could provide additional justification for a previous request.
MaintenanceEdge has also helped with running reports the inspectors needed to see during reviews. State inspectors visit yearly for our nursing home and every three years for the hospital. They want to see PM records that show we are following manufacturer’s recommendations for maintaining equipment. We can easily produce that documentation and anything else they want to see.
Whenever we have a question or need help, support has always been there to help. I have nothing but praise for the support I’ve received when needed.
MaintenanceEdge has definitely helped organize me and our department. It makes sure that we are not missing things and I can count on things operating while I’m away. Work requests will get routed to technicians so they can be addressed and Planned Maintenance will generate work requests as scheduled. Knowing things are taken care of gives me peace of mind.
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