CSUCI Relies on CMMS: State Hospital Transformed Into California
College Campus
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Built as the
former Camarillo State Hospital, the sprawling 1930s Spanish
revival buildings, cloistered hallways, Bell Tower and tiled
fountains that make up the campus of California State University
Channel Islands are being renovated to house a new
state-of-the-art 21st century university.
The University opened its doors in August 2002, as the newest
and 23rd member of the CSU system. CSU Channel Islands’ 670-acre
campus is nestled in the hills and farms of Camarillo, CA, a
picturesque setting between Los Angeles and Santa Barbara,
just five miles from the Pacific Ocean.
CSUCI looks forward to meeting future challenges while
appreciating and building on a rich past. The campus site
represents a significant and interesting segment of Southern
California history. It holds the legacies of the Chumash people,
Californios, early ranchers, politicians, captains of
agribusiness, field workers, health care providers and Ventura
County families.
As part of its transformation, CSUCI has had to work through
planned and unplanned maintenance issues, and as the university
develops and grows, it continues to need significant
improvements in efficiency and operations management.
To realize these improvements, it needed a computerized
maintenance management software (CMMS) package. The school’s
operations department turned to an advanced maintenance &
operations management system (CMMS/EAM) developed and supported
by Tero Consulting Ltd. of Vancouver, Canada. Tero has been
providing CMMS/EAM software systems for building maintenance &
operations for over 25 years throughout the world.
Whether a K-12 school district or multi-campus university, Tero
says a well-designed and implemented CMMS system provides the
ability to:
• Manage each campus or location operations, planning &
maintenance;
• Track assets lifecycles and control costs;
• Apply built-in or custom account codes to track vandalism &
repair;
• Manage and track contractors & vendors;
• Utility Usage & Monitoring;
• Track and manage bus usage, fuel & repair;
• Track warranties; and
• Produce standard & custom reports for government or internal
use.
At CSUCI, Tero chose the Web Work CMMS system, which provides a
conduit for all work requests and automatically routes and
replies to each request while tracking time to respond. The
built in custom report writer coupled with the advanced
planning system allows managers and directors to quickly and
easily plan and produce detailed reports for budgeting,
internal planning/differing and regulatory reporting purposes.
Basic modules of Web Work CMMS for Education include:
• Capital Planning & Budgeting;
• Work Orders & Work Request c/w Automatic Notification(s);
• Preventive Maintenance and Procedures;
• Equipment and Location Management;
• Inventory Control and Purchasing;
• Vendor & Contractor Management; and
• Direct Integration with Building ControlSystems, (i.e. Johnson
Controls).
Custom Report Writing
CSUCI first contracted Tero in early 2006 to perform a detailed
study of the campus maintenance operations in order to report on
areas of improvement and the implementation of the CMMS to
manage the campus maintenance operations.
Web Work CMMS/EAM was selected on recommendations from other
college and universities utilizing the system throughout the
U.S. Benefits of the system include:
• Fully browser based software;
• Cost Recovery Optimization;
• Detailed Compliance & Ad-hoc Reporting;
• Mobile or Hand-held Remote Technology;
• Fully Customizable;
• Integration with Building Automation Systems;
• Automatic PM Programming; and
• Advanced Inventory Optimization & Purchasing.
The browser based programming of the package allows for remote
access via any device supporting web technology. CSUCI selected
Tero’s optional hosting (ASP) services to off-load the burden of
software management and licensing, thereby greatly reducing
their reliance on internal IT support services.
CSUCI has implemented the Mobile applications available within
Web Work to perform inspections and routine maintenance
throughout the campus. Preventive maintenance (PM) work is
recorded by staff using palm units in the field to record data
that automatically updates the central database, housed by Tero
in Vancouver. Each user has direct access to the data in
real-time for critical compliance, management reporting and cost
recovery.
CSUCI operations is a “stand-alone” department that uses the
Web Work system to record and report on all activities in order
to recover expenses as a result of the maintenance it performs
throughout the campus. Prior to this implementation, the
operations department had difficulty tracking and reporting on
activities and was not recovering costs accurately. The newly
implemented mobile work order (activity) module in provides the
operations department with real-time accurate expense data
automatically allocated to the appropriate “charge-back” cost
center. Along with the Mobile applications applied to PM work,
CSUCI has implemented the Inventory Palm module(s) to manage
their inventory or “spare parts” operations. This enables the
university to receive, issue, track, count and start warranties
on all items in the centralized storeroom and associate costs
to the appropriate “charge back” account.
CSUCI utilizes a PeopleSoft Financial Management system that
tracks overall university financial data and reports to the
local government for funding. As a partially public funded
operation it was critical that CSUCI provide accurate data from
the operations department to the overall People-Soft financial
program. The W3C compliant programming standards in Web Work
provide for seamless data transfer between programs securely
via the web from the hosted Web Work database in Vancouver to
the PeopleSoft system in California.
Over the coming months CSUCI will be implementing additional
components of the Web Work CMMS/EAM system to increase
operational efficiencies, reduce maintenance problems and ensure
a Safer Healthier Learning Environment throughout the campus. ❑ |
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