Scheduled Asset and Building Maintenance: Easily Implement a Successful Program

JESSICA SMITH: Hello. Hi, everybody. Welcome to "Scheduling Asset and Building Maintenance, and How To Easily Implement A Successful Program." My name is Jessica Smith. I work at Autodesk. Does anyone not know what this class is about before I go any Further

OK. Awesome. Again, my name is Jessica Smith. I work for CREFTS, the facilities portion of CREFTS. If you've been to an ops class, you've probably seen that acronym floating around. My official role, when I first started out in 2014, was Administrative Specialist. And my first big project with BIM, which is kind of what started my whole big role in the BIM suite, was BIM 360 Field. I used it to do our building walkthroughs.

Then, shortly after, BIM 360 Ops became a thing in the early stages before it was even coded. And with my role, Ops evolved, and I went very quickly from, in April, I was a Facilities Coordinator, and then 30 days later, it became the Facilities and BIM 360 Ops Coordinator. And since, then I've been managing the entire Autodesk Ops Portfolio and maintaining those standards, which we'll cover some of those today.

And my team is here. I'm sure you've seen some of their presentations. If you have any questions, they will probably jump in. And please, ask them questions. We're more than happy to answer them. And again, we're here to talk about scheduling PMs and tasks. If you don't know what that is, you're going to find out.

What is BIM 360 Ops. How many of you actually know what BIM 360 Ops is? Aside from the two rows over here?

[LAUGHING]

Awesome. So you know that it's mobile first. We use the mobile app quite heavily. There is an iPad app for those of you who did not see the presentation yesterday, or Adrian's presentation. So we're very excited about that. Mark is piloting it before Autodesk is. I'd like to express my jealousy openly about this.

[LAUGHING]

So it is coming. We are going to use it. The one thing that we, our projects team-- Charles [INAUDIBLE] here, he's the PM out of Boston-- we really like that it takes all information from Revit and the whole BIM workflow-through field. And we can actually use it on the operations side in Ops. It makes it easy for us to go find what we need. No more big paper books, which I'm sure you've heard lots about.

Is it gonna go? So while I talk, I encourage you to access the AU2018 BIM 360 Ops portfolio. You will access this as an occupant. Please, give us your feedback. Ask questions here. There is also a resource page that I will cover, and there's an email address on there that you can email us directly. If you have any questions, let us know. It can be this class, other classes, anything.

What are the benefits? I personally think Ops is the best. I've used service now, building engines, and a few others in my day that I can't recall at the moment. I have found that the simplicity of Ops is just great. It's not heavy. It's not super dense with material. You don't fill out a bazillion fields that don't make sense for us. We were using service now. We moved over to Ops last year. And like I already said, it improves the handover experience. And just, it's very simple. The UI is great on the mobile app. And we've really been enjoying that aspect of Ops.

So today, we're going to cover-- and there's a lot about tasks. So I will pause for questions. How and why we went to Ops. We're going to talk about the setup for success, so things that I have learned setting up the standards with our EH&S people. Scheduling, and what kind of equipment that I chose, and how I chose to get that PM setup. How to follow up with those tickets and PMs, maintaining tasks, which is surprisingly hard.

Depending on the user roles, Autodesk has a high trust environment. Everyone's a manager in our organization, except for the employees outside of CREFTS. And then we have the considerations I had with EH&S. And then reporting, which I'm going to say right now, that's not going to be very long. I'm happy to talk about it afterwards. But I couldn't talk about reporting and have it not turned into how to use Excel. So just to keep that in mind.

So our initial goals are, when scheduling this program, we worked with EH&S because they are the ones that utilize this the most. They're the ones that have the compliance that they need to meet. We want to determine what people needed to know by looking at just the task description. So we wanted people to immediately know what they needed to do, when it needed to happen, and where it was. We wanted to make it, again, with that simple and efficient. We didn't want people having to dig through unnecessary pages and tasks and tickets. It just wasn't working. And we wanted to make it work for us.

We worked really hard with the various teams. We have 93 active buildings across the globe, with 200 CREFTS staff, about. And so when these tickets generate, we worked with them to make sure that those tickets were immediately assigned and triaged. So it saves us the time of having to go back and do that. And with vendor access, we can just notify our vendors immediately, and they get notified. We don't have to send the emails, so it saves us a ton of time. We don't have to get told by our staff, this is broken, and then email them. So that was something else that we worked really hard on.

All right.

So setting up for success. So the first thing that I tell everyone about is location. Locations are really important. They touch on almost everything in the tool. So on Locations, you upload these first, and there is an example. This is the one that I did for our third floor expansion. If you use it the way it was intended, it can be very powerful.

You can see the room number, name of that room. You can add the description, like if it's a kitchen. You can add the barcode. Autodesk doesn't use barcodes. If you have a question about barcodes, ask Mark. Because we just don't use them. You can see the number of associated tickets in the space, so that includes reactive and preventative tickets. You can also see what floor you're on and the associated assets. If you click on those, you'll get a list of the information that summarizes it. If you want to know more about locations, there is a blog post that goes into how to take advantage of them fully.

Apparently, the clicker has died. Assets. You can and should assign a location to assets. When you go to import assets-- see if the laser pointer works. When you assign a location, it should be the space number or room number. The reason being is that if you put the name in, if one person does the room name, like reception, and then someone does the number, you're going to get a repetitive location field in your list, and you don't want that. And then you have assets in two different places, when reality it's one. So you just gotta be mindful of that.

If the room number isn't known, just as a little pro tip, and you know what floor it's on, just put the floor number. At least that way, you have a general idea of where it's going. So naming standard. So naming standard is important. Again, this is what we came up with at Autodesk. Building name for us is usually just the city it's unless-- it's very rare that we have more than one building in one city.

And then, here's an example of what our tasks look like with that naming convention. So just as a heads up, the task name-- and I'm going to go over this further-- is the ticket description. So when these generate, this is what the ticket description is going to be. So this is important for our managers. So we have geo facilities managers and regional facilities managers, so they look at multiple buildings. So when they pull up on the portfolio screen, they can pull up all the tickets and know, OK, these are reactive, and what buildings they're in. They don't need to click around, and it saves time.

We wanted to look at what was important, so we wanted to know the umbrella that it covers. This acronym stands for America. So this task applies to only Americas, or offices in the Americas, the frequency, and what they need to do. And then something I'm also going to touch further on is, will this task be associated to other buildings and assets. Again, how far does the umbrella reach with this task? Is it global? Local? City-wide laws? Stuff like that.

So, again, with the naming standards, oftentimes, with smaller buildings, things don't need to happen as often. We have, what? 60,000 square feet in Boston. So things happen more regularly. Things need to happen more frequently. But then we have offices that are only the size of a house, and things don't need to be checked that quickly. So we have the frequency less.

So for each frequency, you have a different task. But sometimes, that task is the same. So when do do these, or set these up, I recommend trying to keep your names the same. Because when you use the search bar, you can just search-- in this case, I just searched UPS, and it pulled up the various locations and different frequencies. And you can just see that these things are happening at these frequencies.

And then, utilize the Search feature for this, as well as the toggle. I'll show this in a second. But the toggle helps you really see what you want to know, and I will cover that further. Scheduling. So when you are in any of the dashboards as a manager or higher, you'll have a tile called Scheduled Tasks. When you open it, this is the view you're going to see. This is the list-- whoops. Oh, now it wants to work.

You'll see the list of the tasks. Now, from here, you can set up new tasks. And you can make edits here. You'll see that screen in a second. And here's the toggle I was talking about. So right now, I have this one toggled by name. But you can do priority. You can set different priorities on your tasks. You can do frequency description, and so forth. It's just a better way to help show you what you want to know.

So when you click Add, which is right above the name for the toggle, you're going to get this screen. Now this looks very simple. This is, for all intents and purposes, the same view you're going to get when adding a new ticket or a reactive ticket. If you look, the only difference is that, instead of the building abbreviation, it's going to say Task.

So real quick, you have the description field. As I stated, the description field for the task will be the ticket description. Category, now there's a blog post on categories, and I cannot stress this enough. Please lock down your categories. I'm not going to go any further. I could do a whole presentation on that. But be sure, if you have a category, if it's an HVAC, an EH&S related category, this will make reporting easier down the road.

Created by-- now you see my name. There's a pencil there, for when I was doing this for EH&S, and helping them set it up. I don't need to be notified of the EH&S stuff. I help them. I support them. But I don't know what criteria they need to meet, or who needs to do what, and how and when. So I actually edited this, and I put our EH&S managers. If there was one in a specific location-- like, my building has my own EH&S agent manager. I just put their name in there.

And if they are new to Autodesk, the Created By field across all of Ops, you can just put the user's email address. They'll still get notified of things. So you can still keep that communication going. And then, the Repeat Every. This is starred in red, because I routinely missed this for whatever reason when I was setting up new tasks. This, basically, if that's not set, you're not getting any tickets. You'll think they're generating, but it's very important.

This is the frequency at which tickets will be generated. So quarterly, monthly, weekly, daily-- however you want to set it up, it's very valuable in that regards. And then Checklist, which Gunther taught you-- for those of you who were in Gunther's class just before this, he goes over how to associate a checklist.

Also really important, we have AUDs and fire extinguishers. I'm sure all of you have seen these around, and they all have inspections that they need to have done. Create Ticket. So that is determines how many days or weeks in advance a ticket is generated. So for certain PMs, you might have to engage a vendor that might need some leeway time to schedule that maintenance. So that'll schedule the ticket as far in advance as you want. We usually only do a month at Autodesk. Our vendors are pretty responsive. But with the vendor access, they'll just get the email notification if you associate the vendor to the task.

Continuing down the task pictures. You can only associate either an asset, a building, floor, or rooms. You cannot do a combination of both, or all three. It's one, and that's it. So when you do make the tasks, for some buildings when I was going through the consolidation process, because for those of you who were from the inspection days in Ops, when they merged PMs and inspections, we had a lot of duplications.

So some buildings were, for example, following extinguishers by asset. But then, other buildings were doing it by building. And, as an example, we have over 320 fire extinguishers that I know about in the portfolio. So for each asset or location that you associate to these tasks, it's going to generate one ticket. So and EH&S decided to just associate the building, so we didn't have huge quantities of tickets generated every month.

So the benefits of associating assets. You will have a running history of all the maintenance performed on that asset. When these generate, it just takes all the information over and automatically associates it to everything that you need to know. Like I said, it will generate one ticket for each asset associated. And then for associating locations, we have found that it's good for general tasks. We actually use tasks in some buildings as reminders.

For multi-tenant buildings, sometimes the landlord is responsible for some things, so we set these up to remind our employees to go check with the landlord to make sure that's being done. Things like building evacuations, fire drills, fire alarm testing, stuff like that.

So once you've done filled out all of that, once you've associated things, you're going to see in the schedules-- in this case, everything is scheduled in this example. This is an actual asset, or an actual task in our portfolio. When you first associate these, it's going to say 04. That means nothing's actually scheduled, and tickets aren't going to generate. So you need to make sure that you go into this list. When you click on it, it will bring up this screen.

I forgot to black out my colleague's name, but that's OK . You'll get a list of all the assets or locations that are associated to that task. Now, when you click on them, this is the asset ID, this is the description, so you know what it is. You're going to see the categories. So this green one right here is the America's building category. Green is a building category for us. And then the gray is the task category. You cannot remove these, but you can, when the tickets generate, add a category that you need.

You'll see how many associated tickets with the asset, who that ticket is assigned to, where it is, its location, and then this will be blank. And that is the next due date. So when you select this date, that's the date it's due, and then however how far in advance you want it generated, that ticket will generate, and it will be due on this date.

So I know it's a lot to digest. So I want to pause for a second. I'm going to pause again. But does anyone have any questions about what I've covered so far. I'm hoping that's a good thing.

So pivoting between tasks and schedules. So on that same screen, when you open Tasks, you're going to get a list of the tasks. Now next to that task is called Schedules. This is a list of every single thing that is scheduled. So if you look, I have this sorted by associated item type. And this is the list of things you can toggle by. So every single asset that has a schedule, you'll see. And then, because we have a lot of buildings schedules, this says Building.

So in Boston, we have this particular schedule. If you have it associated to a room, you'll see that room listed. If you have it associated to a floor, you'll have that floor listed. And so it's very helpful. And then, you can make changes to upcoming schedules. I didn't picture it, but if you click on this, you can skip it or change the due date. Sometimes, vendors will come in, something's broken, and they'll just do a service. Then you can skip it. You don't need to have them come back and do it again.

And additionally, I'd like to point out that you can export this to CSV. Not everybody in facilities is super technical, as Mark has commented on in his previous sessions. So if you can export to CSV and hand it to your manager, they might be better at Excel, they can see a list of everything that's coming up in their buildings or the entire portfolio. And then they can manipulate it in that file.

So again, when I was consolidating things, I ran into the, as I explained, things where there was major assets, and then what we like to call multitudinous assets. And what we define major assets of are PMs intended to keep the equipment running, so like HVAC related items, any major equipment that was critical to like, building operations, where if they went down, it could possibly shut down the office.

And we decided that these assets, better to associate the asset rather than the location or general location. And then, as I said earlier, for the multitudinous assets, ask yourself, do I really need to have an individual ticket on these assets. If you don't, don't do it, because you're going to end up with hundreds and hundreds of tickets. If that's how granular you want to be, by all means, rock on. But we don't need to be that granular at my office.

Also, because EH&S uses this the most, is there a legal reason? Sometimes, there are legal reasons. Mark can touch on this, based on his hospital project. There are just certain things that they have to be able to report back on, and they have to be able to show certain history on assets. Like I said, over 320 assets in the portfolio. And watch out for ticket inflation because of that. If you're spending the same amount of time on something, we can have one ticket and record two hours worth of work. That's a lot easier than going into each individual ticket and marking the time and closing it.

And for that one ticket, for like-- like, you saw Josh's ticket. He's assigned our whole Boston fire extinguisher inspection. He can just go in, one ticket, mark the two hours he worked on that inspection, and close it. There is a way to add followup tickets. If there's something wrong with an asset, he can add a followup ticket and associate the asset to that follow up ticket, so then you still do have that running maintenance record.

Just some examples. Again, something for major assets. If you're planning for life expectancy, preventative versus reactive, Gunther made a really good point in his session. We want more preventative tickets than reactive. We don't want to have things come up and be caught off-guard. We want to be able to get ahead of the issues.

And then, EH&S has a lot of little assets they have to maintain-- sprinklers, AEDs, exit lighting. Those things, we don't track. If there's an issue, we just throw in a one-off ticket. Or if it's part of the inspection, we just tack it on as a followup ticket.

Security, they have their own. I don't recommend following furniture. If you do, that's fine. We had an office send me an asset list. I review all of the asset lists before they get uploaded to make sure they meet our standards. They put every single doorknob in their list. I don't recommend this. I don't recommend doing light bulbs or light fixtures. Just a very wide base, major things, I recommend uploading.

Again, questions? Anything? I have free stuff. No? OK. So what do these tickets look like? When these tickets generate, they look just like a ticket. This is for our Portland office. So you'll see, again, you can't remove those categories, but you can add one if you want. I recommend sticking with one for reporting reasons. When those export to Excel, it's Excel-- it'll show these two. It'll only show the gray categories. But if you show another category, Excel reads that as those two categories together, not two separate columns. So they come in the same column. Stick with one category if you can.

And then, green is the building. You can add your own. The Created By, which I've blocked out, the Created By will be whoever who you designated created the ticket in the task. So again, everything you designate in the task gets brought over when it generates the ticket. The location, the asset, the checklists. I have found that these get skipped over. So if you do use checklists, just stress to your teams that these really need to be done.

And then, who is the task assigned to, percent complete. And then, in this case, this task actually had two people assigned to it. You can assign up to three people to a ticket. Same thing with followup tickets.

So on the web app, you can add and remove certain things if you want. If you click on the asset from the task-generated ticket, you can edit the task, the asset information. Sometimes things change. We get it. You can add a barcode. Trying to see. You can actually assign people to assets. We don't really do that at Autodesk, but if that's something that, if you have a certain group of people or person that's assigned or responsible for tasks, you can assign them to this asset, and then you have all the detailed information at the bottom.

iOS. We're a big fan of iOS at Autodesk, particularly on my team. This is what that same ticket looks like on the iOS. So same information. You know, can do all the same things. You can assign it. Hours worked. You can add followup tickets. You can see the checklist. It's 50% complete. And then, you can also see the history. So if there's something that looks a little odd on this ticket or asset, you can pull up that history on the ticket.

Now I just wanted to point out, again, if you click on the asset, you get all the same information. You can also see the warranty expiration date. If there's any photos, everything is very similar to how it works on the web app. I also just want to show off checklists. This is what a checklist looks like. If you click this, and not the check off button, it takes you to the screen.

You can add comments, add photos, and add a follow-up ticket directly from the checklist. So if someone is doing a PM, and they're running through the checklist, and they discover a problem, they can do it right from the mobile app, soon to be the iPad app. They're both going to be there, but both will be able to do this. Any questions? I'm about halfway through.

AUDIENCE: So one thing we're excited to do is [INAUDIBLE]

JESSICA SMITH: Mm-hm.

AUDIENCE: [INAUDIBLE] create those as a check list, and then we schedule [INAUDIBLE]. So that way, we're not having to check all the exit signs in one week or whatever, so we're scheduling them out [INAUDIBLE]. So there's multiple different ways you can use the checklist. [INAUDIBLE]

JESSICA SMITH: Yeah. I have a project right now that's piloting with our security team, where they want to check our external doors. And we've been seeing how that works with our checklist app. And I've had some positive feedback. They like that it's mobile. They like that they can bring it with them. But there's a lot of external doors in some of our buildings. So it's probably just the same. We took each door and listed it by building. And I think we're going to go with, each building has their own checklist for security. So, yep.

AUDIENCE: You might touch upon this later, but [INAUDIBLE] ticket. [INAUDIBLE] Who manages like, tiles. And are those changeable [INAUDIBLE]?

JESSICA SMITH: So I don't want to get-- I don't have internet on right now, so I'd have to go through the whole process of logging in. I can show you how to do that at the end. But to cover that quickly, he's asking about how customizable is the dashboards.

It's customizable to a point. There are set tiles on the dashboard. The occupant view is a little bit more watered down. And I don't have pictures, unfortunately. But you can do like, no power, I'm hot, I'm cold. And you can customize those. And you can change those in and out for the occupants. In terms of what you can see, there are what we call portfolio filters.

And it's on the side. I really wish I had internet on. I'm really sorry. I can show you at the end, and I can demo this at the end if we have time. On the side, there's a menu. You click the menu, and you can do custom filters. And then that'll show you more of what you're looking to see. And then, you can-- like, I have it set up, because I am the global point of contact for Autodesk. So I support all the geo. So I have my filters set up by geo, so I can only see those buildings when I'm supporting those people.

So it is and it isn't customizable in terms of tiles, but they do offer a lot of other ways to filter down that information, and as well as make it more user-friendly for your occupants. Because occupants only see about six things when they log in, whereas any one-- manager at hire sees a whole dashboard, and then vendors and technicians have a more condensed view. They don't see as many things as we do, but it's more than the occupant. I think I answered your question. Any other questions? Yeah?

AUDIENCE: You were saying that want to [INAUDIBLE] so how would we then [INAUDIBLE] like history, type all the information behind it, and say that, OK, there's 20 of this type of fixture in this room.

JESSICA SMITH: Sure. So how we've done maintenance in the past. All of our people do building walk-throughs every day, or they're supposed to do building walk-throughs every day. They'll come into a room, and they just go-- they look around. And if there's a light out, they submit a reactive ticket for that light. That's how we maintain a room. What kind of room are you referring to exactly? Because we usually don't deal with overly complex rooms. It's usually like, a conference room or desk.

AUDIENCE: Well, I'm thinking of-- we deal with a lot of [INAUDIBLE] and conference centers that are part of our campus.

JESSICA SMITH: OK. OK.

AUDIENCE: One of the things I want to do is have a [INAUDIBLE] So, I would want to have signed a ticket to the light, and say, OK, at five years, maybe [INAUDIBLE]. But there's [INAUDIBLE].

JESSICA SMITH: Sure. So what I recommend in that situation. If you import locations as they're intended to be used, you can go in and set up a task and associate it to that location. And as build-outs happen, you can adjust those and edit those things. And then on that task, you can add comments to task, saying that there are so many light bulbs of this type in this room that need to be changed.

And so when that ticket generates, all that information goes into the ticket. So if it gets associated straight to the vendor, the vendor can see, all right, I have to change so many ABCD light bulbs. So that is how I would do it, rather than-- I would do those maintenance by space or room, rather than by asset for that exact reason. Because we don't need-- there's what? Probably 50 light bulbs in here. I don't think you want the light bulbs listed as assets.

So that's how I recommend that, but it's very malleable. You can set it up a dozen different ways, I'm sure. So any other questions. Cool.

So following up with tickets. Now, I don't personally follow up on tickets, but there are certain things that I will check for myself. Our EH&S manager is actually here. He's new, so please ask him all the questions. To go back, you can't go back into a task, and you can see all the associations, just like you would on an asset or a location. You can see all the tickets that it's generated. So if you want to go check a particular building, you can do that. When you pull out the list of tickets, you can toggle it and view those schedules, or tickets by building.

So then, if you want to go see, OK, like, is Boston doing their ADD inspections? Are they doing it? Well, are they doing the checklists? You can go in and check those things. You can edit or remove associations. Part of following up would be, if you have a build out or a piece of equipment go down, you have to replace it, decommission it, throw it out. You can go in and change that, depending on what your workflow is for maintaining equipment.

At Autodesk, if we throw out a piece of equipment, we just take it out and start over and add a new one. We don't keep it. We don't mark it as decommissioned. We just take it out. There's no reason for us to keep it. If you do make any changes in a task, it will not affect existing tickets. Once a ticket has generated, it cannot be changed. This is just because it's trying to maintain the history and the integrity of that ticket. Certain things for certain people need to be kept that way.

So if you do make any changes, any future tickets you make after those changes have been made will be seen on the new tickets. And you can't update schedules. Like I said, sometimes people come in. When something breaks, they just do the maintenance while they're there.

So one thing we like to know is if teams and sites are actually being compliant, like I said, EH&S has to report for legal reasons, or just reporting reasons to get an accreditation award, or such things. We want to make sure the teams are doing what they say they're doing. So it's good to follow up on those things.

You can toggle the list of tickets. Right now, I have all open, and you can see that there are only two types of tickets, preventative and reactive. So you can search by ticket type, so it helps you hone in on that list a little more. You can write comments on tickets. So if your team is in other buildings-- Brian has a guy in my building, because Brian is based out of California. He can write on a ticket that's assigned to his manager in my building and say, hey, Tim, how's that coming along? And then there's a running record on that ticket of all the communications and questions that have been asked.

Which can be helpful. Like, should somebody ever leave Autodesk? You don't have to sift through. It'll be like, hey, who has that email? It's all right there on the ticket. And if there are PMs you're responsible for, you can pull these up by graph. I'm a big fan of the graph view. If you click over, this is what the graph view looks like.

So this is, again-- I have my, because there's 90-something buildings, this graph wouldn't generate with 90-something buildings. So I only showed the Americas. Here's all the buildings in the Americas now. I'm only showing all open tickets. I want to know what's going on right now in the buildings. But you can go in and do all tickets, new tickets, and see a certain type of ticket.

And then you have-- show me the tickets created over all time. That's a lot of tickets. We've been in Ops two years now, year and a half. We have 50,000 tickets. That's a lot of tickets. So you can narrow it down by time frame. Like, if you only want the last 30 days, six months, by quarter, you do have that option now.

You can't see it, because I put my pictures over it, but I have it sorted by building, and then sorted by ticket type. Now, we have reactive and preventative tickets. Right now, I'm showing the reactive, but I really want to see preventative. But you can see it's grayed out. If you click on these, it will actually take that out of the view, and then it will regenerate, and then you will only see-- whatever colors these are, that'll be the color you see on the screen. So if I click this, it would regenerate, and you'd see two colors indicating preventative and reactive.

Like I said, can one other thing to point out if you roll your mouse over these bar graphs, or over the bars, you will get a little summary. So if you want to know exactly how many tickets one market has, you can roll the mouse over and see that summary without having to click around too much.

You can click on these bars, and it will bring a list of those tickets up. So if I want to see just these tickets, if you click on it, you'll just go back to the list view of those tickets. Now, if you go back to the graph from that list view, just remember that the search bar will populate with that criteria. The graph isn't broken. I can't tell you how many times I've gotten between the two views and think that my graph is broken. Just check the search bar and clear it out, and it'll go back to the original graph.

From the graph, part of following up, again, you can print the graph, download PNG if they're pictures you have to report, follow up with your team, show them what they're doing. Tell them, hey, guys, why are the tickets so high or so low? You can do that.

We're a big fan of CSV files at Autodesk. We have some pretty technical people. We do have an analyst in CREFTS that can take that information and run with it. And then the Save view, which I'll touch on, if not on the next slide-- if you like a particular view in your graph and you think it tells you what you need to know, you can save that view, and then run it later.

OK. Reporting. Like I said, not going spend a whole lot of time on this without turning this into a "How to Do Pivot Tables and Charts in Excel." But I did have some examples. Starting off, you can print the graph or download PNG. If you save the view, it looks like this. And then you can rerun that port. So if you want to follow up daily or weekly with your team, you can set that to send you an email overnight, and you'll have that report. And then it saves you the trouble of having to go back in.

Now, the way it's set up now, when you schedule this, on that day, that'll be the start date of your report. So if you want something to run on the first of every month, you have to set it up on the first of every month. It's not ideal, I know, but that is how it works as of right now.

And then, same thing, weekly, monthly. If you want it to run every Wednesday, set it up on a Wednesday. Just a little bit of feedback. And then, again, you can download the CSV. Now, when you get the download, the CSV, use the filters. I use them all the time. Here is a actual graph that my boss reported back to his manager on. Here's the criteria. For those who want to know what I did, this is by quarter, and these are the preventative and reactive tickets for my team, actually. This is for us. Unfortunately, our reactivity account is really high.

So then, any questions? Oh, it skipped. Utilizing the filters in this will also help you narrow down what you need to know and go to your team about. If you also want to follow up and see. This particular graph is Sum of Hours Worked. We use hours worked at Autodesk. I wish it was. more well done than it is now. But it's getting better. So what you can see is that this graph-- so we have all the categories. And this is actually the amount of time we spent in each category.

That was super important to us. Autodesk and Boston does a lot of events. If anyone has been to my office, it's insanity right now with events, and customer briefings, and all that stuff. And we wanted to know, OK, we're supporting so much. How much time is actually being spent? And we actually use that information to get a head count. Because we determine that events were just so draining on our time as a team. As it was, we needed a sole dedicated person.

So the time spent is really important. It also helps to know like, how much time is being spent on a broken heat pump, or BAB box, and stuff like that. So this is super important to just our day to day, and making sure that the teams are getting things done. And we can pinpoint and interpret the information to determine if we need to go talk to our teams about something.

So this is how I broke this graph down, just for reference. Pivot tables are great. Go use them. So maintaining tickets, or maintaining tasks. Sorry. Maintaining a task is an ongoing process. Like I said, Autodesk is a high trust environment. All of our CREFT staff are managers, because we wanted the ability to close tickets and make changes. I am constantly in the system doing spot checks, making sure that people are keeping the standards going. So I utilize the filters to narrow my focus with the CSV files.

I like the CSV files. I was a math major in college. CSV is kind of where I'm all about. But Ops makes it easy for me to get that information. One thing to stress-- and I do do trainings with our various staff. Really do work on the communication with your team to keep those standards going. It's less work for you in the long run. If your portfolio is anything like mine, that's super important. But if you actually do use the manager vendor technician occupant workflow, that might not be such a big problem for you.

For tasks. So I import all the tasks, and I set all the new ones up. I work with EH&S. They send me the list. I go in and associate everything to the task. The reason being is that we don't want duplicate tasks, and we have a global one. So we have site safety inspections. Somebody might be like, oh, I can go in and just set that up. They'll go and add a new one, but I have one already.

And our EH&S managers can go into that task and see a list of every single building, rather than having to jump around and go find, OK, this task is for this building, this task is for the other one. Maybe this is what that was. You don't want that. So I am the sole human that does that. And it will help keep your things organized and clean. When your management pulls reports, they'll be able to know like, OK, these standards were met. We know what they're telling us, and they don't have to send us the files again and be like, you guys need to update and change these things.

And then, again, I'm the single point of contact, and that's made a huge difference. I funnel things through me. I make sure all the tasks and assets that we add, they get sent to me. And I actually review every single one of them. Because we tried to make sure that the stuff that's in here is useful to us. We want to make sure that people aren't adding things that we don't need to track, that we're not adding things that are maintained by the landlord. IF we're not doing the work on the asset, we don't need it in there. We might need to set a reminder, but we really don't-- there's just things that we just don't want to keep in here. So maintaining those things is super important.

Yeah. So EH&S, like I said, they were a huge part of tasks. They're the ones that ultimately use this the most, or utilize it the most. So these are the questions that I asked when I went to them. I was like, what is an absolute requirement?

I didn't want them to go in and be like, we can do all these things. I was like no, no, no. What do you need right now? I was like, we need to keep it really simple, or no one's going to use it, or help yourselves out. What does EH&S report on? I did talk to our EH&S agents managers. They do have reports they fill out. Ask Brian what they are. I don't know.

They just do all the things, and they keep us safe, and they help make sure that things aren't broken, AEDs stay working. We are considering this for what they're calling near misreporting, which is basically something that could have been a problem, but we got to it before it was, which is important. We do promote the tooling trainings, making sure that all of our employees, occupants, managers, technicians, all them, are informed on the tool. And then we actually-- I have a standard set of inspection-- sorry, tasks. They used to be called inspections. I apologize.

We have a set of scheduled tasks that basically apply to all of our buildings that, if a new building opens up and maybe our EH&S team hasn't had a chance to talk to facilities, I go in, I associate the standard set. And it just makes it easy, because then those PMs already get generated.

So real quick. I'm the last BIM 360 Ops class that I know about. So go check us out online later if you didn't see any of these classes. All really good. Half of the people that presented here are in the room if you have any questions for them. And then, the resources. Now, there is a special email address for you this year. If you send an email to that email address, it goes to myself and members of the ops team.