AACII Meeting Notes Thursday, December 8, 2016
Attendees: Pia Handsom, Lisa St Croix, Robin Elices, Sucharita Ghosh, Peter Brenton, Kimberly Mann, Richard Brewer, Lynn Hinds, Paula Sammarco, Cindy Quense, Doreen Morris
2:00 - 3:00 COSMOS
Keith Diggans, Director of Operations and Maintenance, Maintenance and Utilities
Jim Fragala, Community Partnership Team Lead, IS&T
COSMOS = Community of Stewardship Mobilization of Service
Current issues – missing paperwork, missing communication, inconsistent, master data structure and integrity, budget restrictions, lack of good planning, can’t locate materials
Will introduce Mobile technology – hand held devices allow for onsite data entry, create clear consistent, replace timecard entry process for Kronos, make work order handoff easier and smoother, reduce paperwork, facilitates communication, field access to drawings and O&Ms
? What’s Kronos? Time entry system used by facilities (allows for employees to swipe in and out to track hours). Kronos feeds to SAP payroll.
? Will this provide more back up on work orders when posted to DLC account? Yes this will allow work order initiator to see supporting documents and comments.
? Can photos be uploaded? Yes, plan is via app or currently via Atlas photos can be uploaded.
Current Meridian system stores drawings and O&M manuals for equipment – very hard to use and search. COSMOS will simplify storage and search of documents to improve experience.
Program Goals – Enhance customer service, improve quality of reports and accessibility of data, decisions to be based on current and accurate data, optimize use of resources, improve budget tracking, develop consistent processes and procedures, streamline parts and material ordering, improve efficiency with job kitting process, increase wrench-turning time
? Do we know how much and details of MIT spend on repair and maintenance? We know overall amount but can’t delineate by projects and large areas easily or accurately now. This will provide data tools and clarity on how we spend and how to budget.
Implementation –summer 2016 processes mapped out, began pilot program in 3 bldgs in fall 2016, to review pilot results for 2017 - 2018 rollout. First phase focus is back end, future phases expected to include financial tools and upgraded customer interface.
Pilot includes mobile device, vending machines (more efficient and free up inventory space), reporting, improvement to customer experience, training, continue to evaluate and adapt program
Another problem – Shutdowns – new system will better track and communicate shutdowns.
? Is there any value to have AACII to look at application and views of data? AOs can contact Keith’s team to request data and team will work on getting reports and data. Ultimately there will be a reporting tool with reports for self service and will look for feedback on what reports to offer
There is a VHA database that can be used to track project expense. Keith and team (Ed, Kevin, etc) would like to come back to AACII in future to discuss reporting needs.
CRSP requests discussion, need to communicate better so administrators have needed support. Need EHS involvement and coordination. Small projects can be simple but still need to follow all safety and environment processes – more policies and guidelines needed.
? What information is helpful? Keith’s team will distribute a report monthly with project inventory and key data.
? Can work order info be distributed prior to project start? Monthly report can help to find project information. eBuilder app may be a way to provide information early in project life. Once eBuilder up in 6 months and then evaluating option to give admin community access.
? Will there be a future release where admin can see who is assigned to the work so admin can contact them? Will look at next generation of Atlas functionality to provide this ability. Currently can reopen work order to follow up which creates new request attached to original. If people are closing work orders without completing a job, Keith needs new reporting control for this. Starting to train on importance of data integrity to improve reporting
Plan to have team come back sometime in 2017 to review status.
3:00 – 3:15 Council Business
Communications and messaging ideas
– Pia proposed to send out a holiday card to AOs, include to link to website; team agreed it was good idea
AACII should be involved earlier in project reviews to provide feedback, not during roll out. More follow ups. How can we communicate what we review to community effectively?
Marketing subcommittee – reaching out to management training team to see if we can coordinate marketing of the nomination process
3:15 – 4:00 AO Networking Breakfast
Settled on Strategic Talent Mgmt topic – “Reaching Your Full Potential” title? Ronnie Hass, Alice Johnson, Julienne Dean, Lorraine Goff-Rush to present
2 possible dates in April – want to follow AO/FO Mar meeting so late April best Thur and Friday April 27th and 28th please hold dates, location to be at Koch
Over next few weeks break out in subcommittees (handouts provided and Pia to email committee)
Subcommittees to start coordinating over next few weeks and be ready to report out at next meeting
