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Speedy New System Helps Facilities

Ken Martyna from University Facilities working with the Maximo Asset Management Software.

Article and photos by Blake Cooper

Published November 14, 2014

Sometimes we fail to notice the power of technology… until suddenly it’s not there.

Blake Cooper (UB Student, Class of 2016) is originally from Canandaigua, NY. He is studying Spanish, Linguistics and Comparative Literature, and beginning work on translating an Argentinian novel into English.

That’s what happened to Ken Martyna, Motor Equipment Maintenance Supervisor for University Facilities, the group responsible for maintaining all university vehicles, buses, grounds equipment and snow removal machines. Ken’s previous employer had used electronic work orders to track service, but at UB the work orders were still done on paper, passed from hand to hand and, on a good day, ending up in the right place at the right time.

“Going back to the manual paper copies was counterproductive,” Ken told us. “We needed something that would allow us to have all the work orders in one place.”

Enter UBIT.

“We’ve wanted to do something about this for some time,” Mary Lloyd, UBIT’s Principal Analyst (EAS), told me. “And now the timing was finally right.”

An update to IBM’s Maximo Asset Management Software, which has been used by University Facilities for several years, made it possible to adapt the product to the needs of Ken’s department. After sitting down with Ken and gathering his input, UBIT’s Maximo specialists Bob Diem and Tim Busch started working toward a transition in early 2014. By the summer, the newly tailored software was made available to Ken and his department.

The results were immediate, and impressive. “This new process is a big time saver,” Ken said. “Since July 1, 2014, we have not lost a work order or had any questions about missing labor.”

Ken says the smooth implementation has also changed some minds in his department. “The techs in Fleet Maintenance were not 100% sold on the idea,” Ken said. “But after two weeks of the new system, I was told they wouldn’t ever want to go back to the paper process again.”

Ken Martyna from University Facilities is pleased with the new work order system.

The new system gives Ken better control over monitoring who has a work order, how many are open, and when they are complete. In our conversations, he was quick to praise UBIT for their responsive effort in working with the people in his department on the change.

“Working with Mary Lloyd and Christine Lamb [Secretary for University Facilities Operations who processes work orders] really made this project go smoothly,” Ken said. “Thanks to all the UBIT employees behind the scenes that worked on this project: they did an awesome job and should be recognized for their effort.”

UBIT is proud to bring faster, smarter and better technology to all aspects of campus life. If there’s something we can do for you, please tell us