In 2009, QuikTrip implemented the WebTMA computerized maintenance management system. The implementation of WebTMA at QT extended to all QT facilities including: approximately 800 QuikTrip (QT) locations in eleven (11) states, Distribution Centers, QT Kitchens, and QT corporate offices located in Tulsa, Oklahoma.
QuikTrip selected WebTMA to replace their existing computerized maintenance management system (CMMS), which was no longer supported and had been customized internally to a point that it could not be updated to a current version. The implementation extended to both Facility Support (FS) and Information Services (IS) operations. The FS Department is responsible for facilities maintenance for all of QuikTrip’s stores, which manages approximately 750,000 calls per year, QT Distribution Centers, and Kitchen operations. There are currently approximately 350 FS field techs.
The primary objectives defined by QT for this project included:
- Implement a system that solves the majority of their needs without modifying the core system
- Increase staff productivity and efficiency by providing mobility access to the technicians, including bar coding capabilities, asset tagging, and GPS tracking.
- Provide supervisors, managers, and executive staff with intuitive reporting tools and dashboards that will allow them to accurately measure operations and asset conditions for the purpose of making informed decisions.
- Integration of the solution with other QT peripheral systems, including JD Edwards Parts and Assets, Emerson Alarms, and Veeder Root Gas Dispenser System.
- Streamline operational processes by supplying a system that met QT’s business operations.
Due to the specific and unique business processes defined by QT, TMA recognized a significant amount of customization and integration services that would be required for this project. In order to accommodate the many facets of this implementation, TMA prepared a detailed implementation schedule identifying all tasks, milestones, phases, enhancements, and resources required to satisfy the implementation of WebTMA within the time frames established by QT.
The initial phases on the implementation focused on defining all workflows and business processes as they pertained to the WebTMA solution. These processes were documented and utilized by the TMA and QT implementation team members in configuring the WebTMA database and system forms to meet QT’s requirements. Additionally, detailed specifications were developed for the enhancements and integrations necessary for the initial deployment to QT Distribution Centers.
Once there was a full understanding of the workflows, TMA and QT started the data collection/importing process. Much of the data was derived from the legacy system, cleaned, and imported; however, additional data collection efforts were required to finalize the completion of the WebTMA data base.
Mobility was a critical component of the QT workflow process. Significant effort went into modifying existing mobile capabilities to satisfy QT operations. This included, but was not limited to, a customized work order form, GPS tracking, enhanced material functionality, and training requests.
During the implementation, the scope was expanded to incorporate full Materials Management functionality delivered by TMA. This was not a part of the initial scope of work, but it was determined that WebTMA supplied a more streamlined and comprehensive approach than their current inventory system. This added capability was seamlessly integrated into the project plan, including additional integration requirements with JD Edwards.