This chart represents data for 238 school districts from the state of Arkansas and their implementation of MaintenanceDirect and PMDirect which started in 2008. The Work Orders/Student/Year is a baseline KPI that lets districts know how much of their overall work is actually being captured in a CMMS. It's critical to know most of the work performed is captured in a strong system so you can run reports, get credit, make business cases and data driven decisions for the department's needs. For most clients, being somewhere between the average and top 20% for their market segment is ideal. Here's a breakdown or each segment within Dude Nation:
If you're much lower than the average, chances are you're not capturing all the work being done. Far beyond the top 20% is usually one of two things- a high volume shop or micromanaging the operations. One frequently asked question we get about this KPI is: "So is the goal to keep capturing more and more work so this number increases?" In other words, is more better with this KPI?
The short answer is no- this is not a KPI that you want to continually increase over time, and this week's chart helps explain why.
The chart shows a normal implementation progression trend that steadily increases for about 1 1/2 years and then starts to flatten in 2010 and even more so in 2011-2012. What was interesting when we first looked at this trend is the Work Orders/Student/Year actually starts to decrease by 3% from 2012 to 2013. So naturally we started to ask- why is that?
Arkansas state law mandates that all districts will use a CMMS to process work orders and implement a PM program. So every district in the state has had robust PM program in place since 2008-2009. When we overlaid the PM/WO ratio KPI (how much of the overall work is PM), it all started to make more sense. We know from anecdotal evidence as well as empirical evidence in past studies, that a Preventive Maintenance program reduces failures. But here we have another angle on why a PM program is so important. This is a near perfect data, set with 238 districts mandated by law to use a CMMS (all are on the SchoolDude platform) and all leveraging the same PM requirements, to study what the effects of a PM program are. And for us Data Dudes that geek out on these types of charts, and for anyone else trying to make the case to allocate more resources to PM, it's very exciting to see that as the PM/WO trend line goes up, the overall amount of work goes down. Now if this isn't a strong case for implementing a PM program, I don't know what is.