Presented by Specialty Underwriters LLC Hardware Maintenance Manager Program State of South Carolina Information Technolog...
HARDWARE MAINTENANCE MANAGER PROGRAM KEY OBJECTIVES
KEY OBJECTIVES <ul><li>Creation and management of a statewide asset database by Specialty Underwriters (SU). </li></ul><...
EXPECTED OUTCOMES <ul><li>The expected outcomes from our program will be : </li></ul><ul><li>A Significant Savings on Equi...
MAINTENANCE MANAGER OVERVIEW WHO IS SU GROUP
<ul><li>SU Group is the only organizational team to have: </li></ul><ul><li>Ability to review Agency’s TOTAL maintenance...
CURRENT MAINTENANCE OPTIONS AGENCY
AGENCY’S CURRENT MAINTENANCE OPTIONS <ul><li>Maintenance Contracts (Including State Term Contracts): These are annua...
NEW MAINTENANCE OPTIONS SU GROUP
Depending on your Agency’s current operational requirements, the new program may include a number of different approaches ...
HARDWARE MAINTENANCE MANAGER PROGRAM (HMMP) Current Maintenance Contracts are consolidated to one annual Specialty Underwr...
<ul><li>HMMP PROCESS: </li></ul><ul><li>HOW A SERVICE CALL WORKS </li></ul><ul><li>TELESERVE ™ </li></ul><ul><li>(24X7 Dis...
PROFIT SHARE AGREEMENT <ul><li>Specialty Underwriters is also please to offer a “Profit Sharing Plan” for State of South C...
ASSET MANAGEMENT ONLY SERVICES When utilizing our Asset Only Services, SU does not “Cap Agency Repair Costs”, but does pro...
<ul><li>ASSET MANAGEMENT PROCESS: </li></ul><ul><li>HOW A SERVICE CALL WORKS </li></ul><ul><li>TELESERVE ™ </li></ul><ul><...
CONSULTING SERVICES SU’s Consulting Services can include any services outside of the previously mentioned service options....
ON-LINE REPORTING EQUIPMENT INVENTORY AND MAINTENANCE ACTIVITY REPORTING FEATURES
REPORTS MAIN MENU
MAINTENANCE ACTIVITY REPORTS
EQUIPMENT INVENTORY REPORTS
HOW DOES IT WORK SU’S THREE (III) PHASE APPROACH
<ul><li>PHASE I : ANALYSIS </li></ul><ul><li>Review of existing equipment inventories, maintenance expense records (PO’s...
<ul><li>PHASE II : PLANNING </li></ul><ul><li>“ Individually tailored solutions for each Agency” </li></ul><ul><li>Repor...
<ul><li>PHASE III : IMPLEMENTATION AND MEASUREMENT </li></ul><ul><li>Implementation of New Program Strategies </li></ul>...
ON-GOING PROGRAM ADMINISTRATION SU GROUP
Administer the new program, monitor results and support on-going Agency requests <ul><li>Provide On-Going Management to Su...
REQUIREMENTS FOR PROGRAM SUCCESS YOUR AGENCY
Achieving the full impact (savings, efficiencies) of a cost reduction initiative of this size is contingent upon the follo...
THANK YOU FOR REVIEWING ITMO’S HARDWARE MAINTENANCE MANAGER PROGRAM
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Presented by Specialty Underwriters LLC

Published on: Mar 4, 2016
Source: www.slideshare.net


Transcripts - Presented by Specialty Underwriters LLC

  • 1. Presented by Specialty Underwriters LLC Hardware Maintenance Manager Program State of South Carolina Information Technology Management Office A Subsidiary of SU Group LLC Link to Dedicated Website: http://www.su-group.com/maintenance_program.asp
  • 2. HARDWARE MAINTENANCE MANAGER PROGRAM KEY OBJECTIVES
  • 3. KEY OBJECTIVES <ul><li>Creation and management of a statewide asset database by Specialty Underwriters (SU). </li></ul><ul><li>Evaluation and tracking of vendor service reports and corresponding invoicing for equipment maintenance repairs. </li></ul><ul><li>Development of a reporting system for Agency use that can be used to view all aspects of Agency assets (Mfg. Model, Serial No., location, purchase date, purchase cost, warranty terms, etc.) as well as associated maintenance expenses (vendor name, maintenance contract costs, time and materials costs, PM’s performed, etc.). </li></ul>To build a system that bridges the gap between an Agency’s Information Technology Assets and all activity associated with maintaining that asset. This will include……
  • 4. EXPECTED OUTCOMES <ul><li>The expected outcomes from our program will be : </li></ul><ul><li>A Significant Savings on Equipment Maintenance Costs and Agency Administrative Workload </li></ul><ul><li>An Improvement Managing Vendors </li></ul><ul><li>Streamlined Equipment Asset Management </li></ul><ul><li>Enhanced Agency Reporting Process </li></ul>
  • 5. MAINTENANCE MANAGER OVERVIEW WHO IS SU GROUP
  • 6. <ul><li>SU Group is the only organizational team to have: </li></ul><ul><li>Ability to review Agency’s TOTAL maintenance spend and address all Information Technology equipment types </li></ul><ul><li>A vast database of over 26 years of equipment repair history </li></ul><ul><li>A comprehensive menu of solutions ranging from Maintenance Service Agreements (MSA), Asset Management Options, and Consulting . </li></ul><ul><li>Proven systems and an experienced staff that handles some of the country’s largest and most complex cost savings programs. </li></ul>COMPANY OVERVIEW
  • 7. CURRENT MAINTENANCE OPTIONS AGENCY
  • 8. AGENCY’S CURRENT MAINTENANCE OPTIONS <ul><li>Maintenance Contracts (Including State Term Contracts): These are annual maintenance Contracts that your Agency currently has in force. These contracts generally contain equipment maintenance protection against equipment breakdown to include; Parts, Labor and Travel and scheduled Preventive Maintenance. </li></ul><ul><li>Time & Materials: This is equipment that your Agency does not have a maintenance contract in place on and you handle your maintenance on these items as it occurs and pay costs for Parts, Labor and Travel to repair the equipment. </li></ul><ul><li>Initial Warranty: This is equipment that your Agency has purchased and it is currently covered by a manufactures warranty. </li></ul><ul><li>In-House: This is equipment that your Agency maintains yourself using trained Agency staff </li></ul>
  • 9. NEW MAINTENANCE OPTIONS SU GROUP
  • 10. Depending on your Agency’s current operational requirements, the new program may include a number of different approaches to maintaining your equipment: <ul><li>Hardware Maintenance Manager Program (HMMP) with SU </li></ul><ul><li>Asset Management Only Services </li></ul><ul><li>Consulting Services </li></ul>NEW MAINTENANCE PROGRAM METHODS
  • 11. HARDWARE MAINTENANCE MANAGER PROGRAM (HMMP) Current Maintenance Contracts are consolidated to one annual Specialty Underwriters Equipment Maintenance Service Agreement (MSA) at a guaranteed cost of 20% below current cost and includes: Equipment Repair Tracking Vendor Dispatch Services Database Population Repair Invoice Processing Asset Management Vendor Payment As well as… In-house Repair Reimbursement at $50 per hour plus Parts Comprehensive On-line Reporting Engineering Support Single Point of Contact
  • 12. <ul><li>HMMP PROCESS: </li></ul><ul><li>HOW A SERVICE CALL WORKS </li></ul><ul><li>TELESERVE ™ </li></ul><ul><li>(24X7 Dispatch) </li></ul>SERVICE CALL PLACED 800-833-7050 *SU CONTACTS VENDOR AND ISSUES PURCHASE ORDER SERVICE VENDOR REPAIRS EQUIPMENT VENDOR FORWARDS FIELD SERVICE REPORT & INVOICE TO SU SU MATCHES FIELD SERVICE REPORT TO INVOICE, INITIATES AUDIT SU PAYS INVOICE WITHIN 30 DAYS MANAGEMENT REPORTS AVAILABLE ON-LINE AUDIT PASSED SU CONTACTS VENDOR AND/OR AGENCY FOR RESOLUTION YES NO *SU DISPATCH CAN CONFERENCE THE VENDOR INTO THE SERVICE CALL
  • 13. PROFIT SHARE AGREEMENT <ul><li>Specialty Underwriters is also please to offer a “Profit Sharing Plan” for State of South Carolina Agencies which further enhances the direct cost savings benefits of the Equipment Maintenance Management Program offered by ITMO. </li></ul><ul><li>Structure : The renewal credit incentive will be calculated and applied annually, and will be the amount equal to 50% (fifty percent) of the difference between 65% (sixty percent) of the earned annualized MSA fees, less the paid repair losses. 50% of such amount in this example would be credited to the State of South Carolina upon renewal of the contract for each successive year. </li></ul><ul><li>EXAMPLE </li></ul><ul><li>A. Earned MSA Fees $ 3,000,000 </li></ul><ul><li>B. Renewal Credit Threshold (@ 65% of A) $ 1,950,000 </li></ul><ul><li>C. Incurred and Paid Repairs $ 1,500,000 </li></ul><ul><li>D. Available Renewal Credit Incentive (B-C) $ 450,000 </li></ul><ul><li>*Renewal Credit $ 225,000 </li></ul><ul><li>*Incentive @ 50% to State Agency </li></ul>
  • 14. ASSET MANAGEMENT ONLY SERVICES When utilizing our Asset Only Services, SU does not “Cap Agency Repair Costs”, but does provide comprehensive services that allow your Agency to outsource cumbersome administrative tasks. The Annual Pricing Model for these services is as follows: In Combination with any Other Services: $ 0.00 *Database Population and Management (Annual Billing): + $ 5.00 per asset Physical Inventory of Assets (Billed Per Occurrence): + $ 5.00 per asset Vendor Dispatch Services (Annual Billing): + $ 15.00 per asset Full Asset Management (w/repair tracking) $ 25.00 per asset All services include… Comprehensive On-line Reporting On-going Inventory Updates Engineering Support Single Point of Contact *Database Population is electronic upload of existing equipment inventories
  • 15. <ul><li>ASSET MANAGEMENT PROCESS: </li></ul><ul><li>HOW A SERVICE CALL WORKS </li></ul><ul><li>TELESERVE ™ </li></ul><ul><li>(24X7 Dispatch) </li></ul>SERVICE CALL PLACED 800-833-7050 *SU CONTACTS VENDOR AND ISSUES PURCHASE ORDER SERVICE VENDOR REPAIRS EQUIPMENT VENDOR FORWARDS FIELD SERVICE REPORT & INVOICE TO SU SU MATCHES FIELD SERVICE REPORT TO INVOICE, INITIATES AUDIT SU FORWARDS FIELD SERVICE REPORT & INVOICE TO AGENCY FOR PAYMENT MANAGEMENT REPORTS AVAILABLE ON-LINE AUDIT PASSED SU CONTACTS VENDOR AND/OR AGENCY FOR RESOLUTION YES NO *SU DISPATCH CAN CONFERENCE THE VENDOR INTO THE SERVICE CALL
  • 16. CONSULTING SERVICES SU’s Consulting Services can include any services outside of the previously mentioned service options. These services will be individually tailored for each Agency and a Statement of Work will be mutually developed by ITMO, SU and the Agency. SU will propose Pricing for Consulting services and Agency and ITMO will approve prior to commencement of work. Fee Proposed can be negotiated to be 20% of savings realized through consulting services or a fee of $125 per hour . The applicable fee structure will be developed through negotiations between Agency, ITMO and SU.
  • 17. ON-LINE REPORTING EQUIPMENT INVENTORY AND MAINTENANCE ACTIVITY REPORTING FEATURES
  • 18. REPORTS MAIN MENU
  • 19. MAINTENANCE ACTIVITY REPORTS
  • 20. EQUIPMENT INVENTORY REPORTS
  • 21. HOW DOES IT WORK SU’S THREE (III) PHASE APPROACH
  • 22. <ul><li>PHASE I : ANALYSIS </li></ul><ul><li>Review of existing equipment inventories, maintenance expense records (PO’s, Invoices, Contract Terms and Conditions), existing warranties and time and materials expenses (PO’s, Invoices) </li></ul><ul><li>Identification and selection of SU services recommended </li></ul><ul><li>Development of SU’s minimum costs and minimum service levels </li></ul><ul><li>Development of guaranteed savings report </li></ul><ul><li>Development of agreement to proceed with planning and implementation </li></ul>METHODOLOGY
  • 23. <ul><li>PHASE II : PLANNING </li></ul><ul><li>“ Individually tailored solutions for each Agency” </li></ul><ul><li>Report on SU recommendations, (Why SU recommends which services are to be utilized): </li></ul><ul><li>Proposed Approach for Development of Implementation Plan </li></ul><ul><li>▪ Discuss Impact of proposed solutions on repair services </li></ul><ul><li>▪ Develop recommendations and strategies for vendor management </li></ul><ul><li>▪ Establish service level benchmarks </li></ul><ul><li>▪ Prioritize based on Agency requirements and potential </li></ul><ul><li>for savings </li></ul>METHODOLOGY ( continued )
  • 24. <ul><li>PHASE III : IMPLEMENTATION AND MEASUREMENT </li></ul><ul><li>Implementation of New Program Strategies </li></ul><ul><li>▪ Manage the database (equipment adds, deletes and changes) </li></ul><ul><li>▪ Resolve and manage service events, service level exceptions, </li></ul><ul><li>and contract issues </li></ul><ul><li>▪ Communicate with Agency personnel regularly on ‘day-to-day’ </li></ul><ul><li>operational issues and results </li></ul><ul><li>Process and Methodology for Calculating Savings </li></ul><ul><li>▪ Obtain maintenance expenditure data </li></ul><ul><li>▪ Work with purchasing to get copies of relevant contract and </li></ul><ul><li>maintenance expenditure data </li></ul><ul><li>▪ Determine ‘in-house’ repair costs </li></ul><ul><li>▪ Contact existing service providers to provide cost data </li></ul><ul><li>for work they perform for the Agency </li></ul>METHODOLOGY ( continued )
  • 25. ON-GOING PROGRAM ADMINISTRATION SU GROUP
  • 26. Administer the new program, monitor results and support on-going Agency requests <ul><li>Provide On-Going Management to Support the New Program </li></ul><ul><li>▪ On-Site Administrator ▪ Sales / Marketing Personnel </li></ul><ul><li>▪ Account Services Coordinator ▪ Administration Manager </li></ul><ul><li>▪ Vendor Relationship Manager ▪ Account Manager </li></ul><ul><li>▪ Reimbursement Coordinators ▪ Dispatch Engineers </li></ul><ul><li>Provide On-Going Support to Agencies </li></ul><ul><li>▪ Weekly / Monthly Meetings ▪ Quarterly / Annual Reviews </li></ul><ul><li>▪ On-Site Orientation / Training ▪ Website Reporting Support </li></ul><ul><li>▪ Program Marketing </li></ul>PROGRAM ADMINISTRATION
  • 27. REQUIREMENTS FOR PROGRAM SUCCESS YOUR AGENCY
  • 28. Achieving the full impact (savings, efficiencies) of a cost reduction initiative of this size is contingent upon the following critical elements: <ul><li>Access to information (asset inventories and all maintenance related documents) </li></ul><ul><li>Full support from ITMO and Senior Agency Management </li></ul><ul><li>▪ Vendor compliance </li></ul><ul><li>▪ Agency staff compliance </li></ul><ul><li>▪ Program marketing, education and communication to all end users </li></ul><ul><li>Participation in monthly / quarterly / annual program reviews </li></ul><ul><li>▪ Open lines of communication </li></ul><ul><li>▪ Willingness to evaluate and participate in future cost reduction </li></ul><ul><li> initiatives, as appropriate </li></ul>REQUIREMENTS FOR SUCCESS
  • 29. THANK YOU FOR REVIEWING ITMO’S HARDWARE MAINTENANCE MANAGER PROGRAM

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