Facilities staff at Johns Hopkins University received 32,000 paper work orders annually, using significant resources. To improve efficiency and sustainability, they implemented a paperless mobile work order system called Maximo Anywhere. Through surveying staff, a simple strategy was developed and the program was rolled out campus-wide in 2014. By going paperless, they eliminated 32,000 sheets of paper used annually, saving 2 trees and $371.94 in printing costs compared to the previous year. The new system streamlined communication and workflow while enhancing productivity.

1. sustainability.jhu.edu
SNAPSHOTS of SUCCESS:
Paper Free Work Orders Improve Efficiency, Reduce Waste
“Paper, paper, everywhere!” said Homewood Facilities personnel when discussing the 32,000 work orders they
receive annually from the Departments Housing and Dining and Plant Operations. Realizing that every work order
was printed at least once, sometimes twice when lost or needed for reference, they set a goal to get out of the
paper business and get back to the basics of customer service and preventative maintenance.
To accomplish this, a questionnaire was sent to all Hopkins Homewood Facilities staff to assess need and define
strategy. The survey asked the same two critical questions, from the Vice President down technicians, soliciting from
customers what benefits or challenges they saw with implementing a mobile work order system, and how to meas-
ure success. Through the feedback provided, a simple strategy was formed: find an electronic or mobile system that
would allow for paperless work orders to be filed, eliminating the need for paper while saving time, conserving
resources and improving efficiency and responsiveness.
With a fundamental need validated and a vendor selected, a program plan was drafted. In the spring of 2014, the
mobile tool, Maximo Anywhere, was rolled out across the Homewood campus. The program streamlines
communication and work flow to better maintain facilities’ infrastructure, and enhance overall productivity.
By implementing Maximo Anywhere, the shops were able to go paperless and save some other paper too: dollars.
Year Sheets of Paper Used
Annually
# of Trees Consumed
Through Printing of
Work Orders
Annual Cost from
Printing Work Orders
2014 32,000 2 $371.94
2015 0 0 0
Strategic sustainability: Mind mapping opportunity. Mobile units make task management easy.