Washington National Cathedral Case Study

Customer Since: 2007 | Industry: Non-Profit
Track 100% of Labor
For Maintenance Staff of 30
Justify Maintenance Budget
Through Tracking & Planning
Automate Work Assignments
By Technician Trade or Skill

Washington National Cathedral Relies on eMaint for Tracking 100% of Recurring Maintenance and Renovation Projects


The Washington National Cathedral sits on 54 acres, and is home to a total of 20 buildings, including three private schools, several houses, an administrative office and the church. All vary in needs and age. In order to organize and work effectively, the Cathedral needed an improved method of coordination and communication. eMaint stepped in to provide them with more effective ways to log work hours, a customized billing routine and more. Benefits of these changes included a way to track major renovation project costs against budget, automated work order assignments, and the flexibility to effectively manage all of the Cathedrals beautiful facilities.

BACKGROUND

The Washington National Cathedral is a spiritual resource for the nation and a beautiful edifice in the District of Columbia. The Cathedral sits on 54 acres and the campus is home to a total of 20 buildings – including three private schools, several houses, an administrative office and the church – varying in age and maintenance needs. When Nick Hunter came aboard as Director of Security in 2005, he spearheaded the transition from eMaint’s LAN product *(which had been in use since 1997)* to eMaint’s web-based CMMS.

THE CHALLENGE

Nick and the Director of Engineering oversee a staff of 30 maintenance technicians and craftsmen (mechanical, electrical, carpentry) who are responsible for ensuring that all daily recurring tasks, preventive maintenance procedures (as defined by the Director of Engineering) and renovation project work is assigned, executed and charged back to the appropriate departmental budgets. The recurring maintenance requirements (including preparing for daily services and special events) need to be tracked in an organized and efficient way, along with multiple renovation projects and work requests from the various departments within the campus. These teams were in need of an improved method of coordination and communication.

IMPLEMENTATION

A time card application was developed by eMaint that allows employees to log into any computer and enter their hours on a weekly basis. The information is fed directly to HR for payroll purposes. A customized billing routine was created to apply markups and bill the maintenance costs to the issuing department.

The resulting data and monthly reports help facilitate the budgeting process, showing detailed charges by the type of work performed for each department. On a daily basis, work orders are generated and assigned using automated drop-down menus based upon skill. Hunter and the Director of Engineering are able to approve and assign work orders and work requests and can manage all these tasks via their smart phones. The projects feature of eMaint is also used to prioritize and track expenses for capital improvement and renovation projects.

BENEFITS
  • Tracks 100% of time for a maintenance staff of 30
  • Web-based system for maximum flexibility and expansion
  • Tracks major renovation project costs against budget
  • Allows work orders to be assigned and managed via smart phone
  • Automates work order assignments by trade or skill
  • Automates charge backs to issuing departments on work performed
  • Assists with planning and budgeting and provides justification of overtime

“eMaint works really well within our organization. The system tracks of 100% of the time of our maintenance staff of 30 and allocates charges to the appropriate capital expense budgets.”

Nick H., Director of Security and Facilities Management, Washington National Cathedral
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