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Stopping Prisons Facilities from FallingApart

The Federal Prison System

A

ccording to the Bureau of Prisons (BOP) thereare currently over 218,000 inmates. Of this

prison population approximately 82 percentare conned in (BOP) operated facilities. This makesthe average inmate population to be about 1,527per prison facility.

The stang of federal prison facilities takes morethan 38,000 BOP employees or about 1 employee per6 inmates. Prison facilities are operated in 38 Statesand managed through 6 regional oces.

Prison Asset and Maintenance

Management ChallengesThe size and scope of the federal prison systemmakes prison facility management a true challengeeven with the bestCMMS system. Some of the mostnotable issues in managing prison assets and per-forming maintenance include:

7 Prison Asset and Maintenance

Challenges

1. Budget reductions and constraints: The

federal government is in the same nancialcrisis as everyone else. The lack of fundingfor new capital projects (major repairs, re-placements and refurbishments) has meantthat asset managers must nd a way tolengthen the useful lifecycle of assets.

2. The aging of prison assets: As prison assetsage they require more maintenance tostay operational. This translates to highermaintenance and repair expenses. Thecost of normal maintenance and repair is

increasing as a result of the current budgetcrisis as well as historically poor mainte-nance planning.

3. Controlling labor costs: The second ofthe major operating expenses is labor cost.These can be broken into two distinct cate-gories of BOP staff and inmate work mana-gement.

Work management for BOP staff: BOPwork management includes the facilitymaintenance activity of any BOP staff.Tasks generally include items such aspreventive maintenance, inspections,repairs and rounds.

Work Management for inmate popu-lation: Since inmates are required towork while incarcerated their activitymust also be scheduled in order to beeffective and ecient.

Sentenced inmates are required to work ifthey are medically able. Institution work assi-gnments include employment in areas like food

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Stopping Prisons Facilities from Falling Apart

service or the warehouse, or work as an inmateorderly, plumber, painter, or groundskeeper.

Source: BOP

1. Controlling energy costs: Energy costs re-present the third largest component of MROexpenses. Every energy consuming assetsuch as HVAC units to chillers, boilers and

water systems need to be maintained pro-perly. Good maintenance practices increaseenergy eciency as well maintained assetsrequire less power to achieve the sameoutput.

2. Document and vendor management:Document storage and handling are a si-gnicant cost to any organization includingprisons.

A typical employee spends 30% 40% of his

time looking for information locked in e-mail,documents, shared hard disks and ling ca-binets.

Source: AIIM, Forrester, Star Securities, USDepartment of Labor

1. Vendor and Contract Management: TheFederal Government has very detailedcontracts with vendors. What may bemanaged at a local prison level may be anightmare to regional or national oversight.Managing vendors and contracts well canlead to greater vendor accountability as wellas contract consolidation stemming fromduplicate or redundant vendor use.

2.System Administration and Security: Too of-ten management of EAM CMMS or manualsystems is a forgotten cost. Every asset andmaintenance management system needs tohave the tools to be administered effectively.Good administration includes keeping sitemanagement at management ngertips, de-

ning security roles and controlling accessthrough mobile devices.

How an EAM CMMS Would ImpactFederal Prisons

If we take a look at the 7 prison asset and mainte-nance challenges above the obvious solution is forprison asset managers to implement an software

system capable of making maintenance manage-ment more cost effective AND can handle enterpriselevel (multiple prisons) asset management. One suchtool for accomplishing this is an EAM CMMS system.

EAM CMMS features includes tools that modernizethe way prison work management is conducted aswell as tools for managing an assets lifecycle fromthe planning stage through asset retirement. Each ofthe previous asset and maintenance managementissues listed above can be addressed by an EAMCMMS using its features to:

Collect all asset detail including but not limi-ted to asset descriptions, location, age, serialnumber, part number, color, cost, vendorand documents (blueprints, contracts, pho-tos etc.). Documents are scanned and linkedto the associated asset.

Organize assets using asset trees and tem-plates to be used for easy retrieval plus setdesired assets up on proactive maintenanceschedules. As a general rule of thumb, best

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maintenance practices have a target of80% planned maintenance for all work tobe done. Proactive maintenance such aspreventive maintenance, inspections androunds will keep assets running in optimalcondition lowering energy costs, reducinglabor expenses and reducing the frequencyof repairs (planned and unplanned).

Eliminate unnecessary paper work by auto-

mating many of the work management pro-cesses including work requests and workorders. Automating work managementresults in faster response times, lower laborcosts and more accurate asset informationthat can be reviewed by asset and mainte-nance managers.

Track work management results. This is oneof the most important EAM CMMS featuresbecause as each work management task iscompleted the results are added to the as-

sets record. Management reports can thenbe produced that will identify maintenancetrends, potential problems, maintenanceneeds, bottlenecks in the system or esta-blish standard operating procedures. Moreimportantly, the EAM CMMS reports willenable better repair, refurbish or replace-mentprison maintenance decisions and createmore accurate capital budgets.

In summary, an EAM CMMS software solution isideal for Federal prison asset and maintenance ma-nagement. In fact, an EAM CMMS system is wellsuited for any State or Local prison facility. Imple-menting better asset and maintenance managementsaves money both today and tomorrow.

Tell us how you think prison assets can be managedbetter. If you liked this article you may also wantto read:

Asset Management,EAM CMMS,maintenance ma-nagement

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