Airport MUG: How Denver International Airport Saves Money with Maximo Warranty Contracts

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1028 Warranty Contracts IBM Pulse February 23, 2014 Tim White & Luke Gatza February 23, 2014

Introductions

- Tim White - Program Administrator DIA - Part of Airport Infrastructure Management Asset

Management Team - Involved in Condition Assessment and Warranty

Tracking - In aviation for 20 years - With DIA for three

- Luke Gatza - Vice President, Maven Asset Management - Technical Expertise and Leadership - 15 years Asset Management & Software Experience - With Maven since its inception

– Ownership: City & County of Denver, Department of Aviation

– Land size: DEN ranks as second-largest airport in the world

– 53 square miles (34,000 acres/137 square kilometers/13,700 hectares) Currently operate 6 nonintersecting runways; can expand to 12

– Passengers: DEN ranks as the fifth-busiest airport in North America and the 13th busiest in the world

– DEN airlines served more than 53 million passengers in 2012, the busiest year in Denver aviation history

– Economic impact: DEN is the primary economic engine for metro Denver and the State of Colorado

– Generates over $22 billion in annual economic impact

Denver International Airport (DEN) Overview

Built With the Environment in Mind

-Dedicated deicing pads

-Deicing fluid collection, conveyance, and storage

-On-site glycol recycling facility

-Municipal solid waste recycling (compactor rooms, public area recycling)

-On-site CNG filling stations

-Underground fuel hydrant system with sophisticated monitoring

-Alternatively fueled vehicles

-Terminal and concourses designed to enhance natural daylight

-Onsite recycling of construction debris

-Four solar energy arrays by 2014

Snow and Ice Removal

500 Trained Snow Removal Personnel 270 Pieces of Snow Removal Equipment Snow Removal Crews Responsible for:

63 million square feet of concrete 250 lane miles of roadway

30 acres of parking lots, including 40,000 parking spaces Six runways and multiple taxiways

Airport Infrastructure Management

- AIM for short - Consists of Maintenance and Engineering - Responsible for

- New Construction - Maintenance - Asset Management

Maximo Utilization

- Maintenance Control - Receives calls for service - Dispatches correct maintenance team - Approximately 130000 Calls in 2013 - Generated 38000 work orders

Maximo Utilization

- Currently use 6.28 - Actively on track for 7.5 implementation - Will go to a service call model with Phase 2 Implementation - Warranty functionality between 6.28 and 7.5 does not change

Warranty Tracking Before

- Individual or Department Effort - Material Management (MATMAN)

- Had process for parts but does not involve Maximo Warranty - No tracking for entire asset

- Maintenance - Not utilizing full capability in Maximo - Popup occurs only at time of WO creation - Social dynamic involved in just click ok - Tech sometimes notified sometimes not

Conclusions

- Correct individuals not getting notified - No follow through or tracking

- Review asset management practice

Solution Options

- Retrain MCC on popup - Have all warranty decisions go through one office

- Utilize the notification functionality in Maximo

Maximo Warranty Out of Box

- Warranty Contract Functionality Core


- Warranty Contract Transport


- Expiration Date in Asset and Location fields

Solution Chosen

- Use Warranty Contracts (tr) - Allows use of claims function in the future - Allows for Item Warranty coverage as well

- Utilize notification functionality - Send notification to Asset User - Warranty admin

- Notifications for - Work order creation - Asset warranty expiration - Location warranty expiration - Contract expiration

Implementing Solution in Maximo

- Identify Active Warranties - Modify Asset and Work Order screens to highlight expiration

dates - Standardize the Alert Process

- Person group for warranty administration - Three escalations to notify of impending expiration - Three Communication Templates to standardize notifications

Identify Active Warranties

Created New Database Relationship - Joined Asset table to WarrantyAsset table - Allowed display of warranty expiration date from Asset

application

Identify Active Warranties

Modify Asset Application Screen

- Removed unnecessary fields to simplify screen - Highlights important details, e.g., warranty expiration - Keeps users from being overwhelmed by unused fields

- Provided ability to link between applications quickly - Go To menu now includes Purchase Contracts and

Warranty Contracts - Implementation required new Lookup Map



Standardize Alerts: Escalations

- Identify possible warranty situations - Find new work orders created for a warrantied asset - Notify Asset Owner and Warranty Admin - Runs every 30 minutes


- Identify expiring warranties - Track Asset and Location Warranty Expiration Dates - Notify Asset Owner and Warranty Admin when contract

within 60 days of expiration


- Identify expiring contracts - Track warranty contracts for impending expiration - Notify Contract Administrator when contract within 60

days of expiration


Standardize Alerts: Person Groups

- Created Contract Administrator Group - Manage a periodically changing list of contract

administrators - Easily locate contact information for all contract related

notifications

Standardize Alerts: Person Groups

Standardize Alerts: Communications Templates

- Create Communication Templates to standardize alert process

- Sample:

Warranty Expiration Notification - Asset #:ASSETNUM expiring on :PLUSTWARRANTYVIEW.ENDDATE

The following asset #:ASSETNUM is approaching the end of warranty coverage on :PLUSTWARRANTYVIEW.ENDDATE. Please allow time for asset inspection prior to expiration.

Standardize Alerts: Communications Templates

Summary

- The warranty contract itself is easy and out of box

- Utilizing the notifications value adds

Where we’re going

- Hope eventually is to use the Claims functionality

- Use Item Warranty more fully on airport wide equipment

- Using mobile tablets with field techs

- Allows better asset warranty visibility

- Having warranty documentation on hand at the unit itself

- Increase use of overall Asset tracking