Harvard University recently transformed all of the critical work process associated with the maintenance and operations of its 25MSF physical plant, located in Cambridge and Boston Massachusetts. This successful project impacts more than 700 employees, including more than 250 EZMax Mobile users. Unique challenges of this project included the full integration of all asset and work management records with hourly payroll across three unique labor agreements, purchasing, and customer billing. (Harvard’s internal groups compete with external vendors for services, under a full cost recovery model. This “zero mandates” environment produces clear accountabilities and value measurements for the decisions of insourcing versus outsourcing.) The results of this project include a comprehensive set of integrated tools expected to dramatically increase efficiencies, improve regulatory compliance, and lower administrative costs. Annualized results include elimination of more than 50,000 time cards and 250,000 lines of payroll data entry; 70,000 paper work orders; 12,000 paper purchase orders, more than 10,000 additional forms extending to materials needs, time off requests, and overtime tracking. All of the new Maximo / EZMax Mobile functions are directly interfacing with existing Peoplesoft®, Oracle®, and Progress® databases. This presentation will include a brief review of the fully integrated and paperless tools for: employee entry of daily time cards; absence reporting and time off requests; supervisory management of active and forecasted staffing rosters; automated distribution of overtime offers and response tracking; interactive vendor portal for materials requests; real time tracking of those orders from initial request through to final delivery at the local work site; reporting and tracking use of Lock Out / Tag Out equipment; fire safety system impairment and restoral tracking; reporting logs of all building inspections and tour results; real time work status updates for customers; as well as on-line work requests and reporting.
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