Our clients ask a lot of great questions. For example, we are frequently asked which items are the most important to track in SchoolDude. The honest answer is that each organization has unique needs. There is no easy right or wrong answer for how you choose to track and report your data. However, there are some general “best practice” concepts we try to make everyone aware of.
One of these concepts applies to a question commonly asked by our MaintenanceDirect clients:
“Should I run my reports on count of work orders or sum of hours?”
Before we tackle that question, let me add a brief disclaimer: Any report your generate has the potential to help raise awareness on the work that your department is doing, and that is a positive thing.
Some of you may have heard about Dude Ratings, which is how we gauge client implementation and utilization. For this metric, we look at the count of work orders relative to student enrollment.
Labor hours are not a focus for us, because not all of our clients choose to track labor hours in MaintenanceDirect. So, we use the count of work orders per student as a good, high-level indicator of how well the online work order system is implemented.
However, when it comes to schools' leveraging the power of their data,
looking at the number of labor hours is a better indicator of where your resources are being spent than a simple count of work orders. Staffing models across different industries are almost always based on FTE’s hours per year. This same logic can be applied to our clients when they are required to justify resources.
When thinking about how to measure productivity, consider the type of work being performed by each employee. Let’s say Employee A is assigned a work order to replace cabinets. The job takes 34 hours to complete. Employee B was assigned 10 work orders, but for smaller, unrelated jobs. Employee B completes those 10 work orders in 32 hours. Is Employee A less productive? No, of course not. Time worked has to be taken into consideration when comparing the two employees' productivity.
Let’s look at another example involving justification of resources. Looking at the chart below, one might infer that Painting crew could be cut back because the amount of requests is low compared to other Crafts.
However, when we drill down to look at the Actual Hours spent on Painting, we can see that inferring the Painting crew has not been busy would be a mistake.
Most maintenance leaders would know if a craft’s work order count is low, there is likely a good reason for it. However, in this day and age, intuitive or anecdotal evidence is not enough to persuade decision makers.
You need good empirical data so you and others can make knowledgeable decisions.
Luckily, you have the best data collection tool set in the market at your fingertips, and an award winning support team ready to help. To get started generating reports for your organization, contact SchoolDude’s legendary Client Service Center or check out our new
SuccessOps web page.