FacilityMAX General Services Department A Joint Project of the Building Services and Property Control Divisions Presented to: DoIT Project Oversight Committee May 28, 2008

Project Background In 1985 PCD began a journey to develop an automated “Capital Projects Tracking System.” Since 1999 BSD has been attempting to implement a full scale work management system. Both divisions require a “Total Facility Asset Management” system!

Rationale for the Project Improve and automate the work flow processes of both Divisions. Eliminate separate automated systems with lacking support and numerous Excel spreadsheets. –BSD purchased, never implemented DataStream –BSD Customer Work Order System (C++) (ISD Developed) –BSD Preventative Maintenance System (Java) (ISD Developed) –BSD Utility Tracking Database (Access) (ISD Developed) –PCD Lease Database (SQL) (ISD Developed) –PCD “Project Nothing Drops” (Excel) –PCD Facility Condition Survey database –Hundreds of Excel Project Budget worksheets

Justification Facility assets can represent 25-40% of an organization’s value. PCD owns: buildings / $1 billion PCD leases: 400 leases / $50 million / year Total Facility Asset Management considers the overall lifecycle of facilities, from planning/design/construction through operations and maintenance and facility renewal.

Business Objectives Facility Asset Management tracks a facility, its components, warranties, maintenance requirements, work performed and cost of ownership over the life cycle of the asset. –Fixed Asset / Copy Machine: Does not track the cost of each toner cartridge, maintenance nor supplies. –Facility Asset Management does track these type of costs

Performance Measures BSD & PCD will rely on FacilityMAX to track key performance measures. –% of buildings occupied –% of project on schedule on budget –Number of Work Orders Completed Preventative Maintenance / Customer –Life of Equipment –Greenhouse Gas Emissions –Utility usage

Asset Lifecycle Model Source: Asset Lifecycle Model for Total Cost of Ownership Management Core Working Group: APPA, Federal Facilities Council, Holder Construction, IFMA, NASFA.

Schedule – Key Dates Project Initiation Phase – Start: March 2006 –Purchased Software: June 2006 Project Planning Phase – Start: June 2006 –June 2006 – April 2007 –Test/Dev System Configuration/Installation of FMAX Software: March 2007 –Kick-off: April 2007 Project Implementation Phase – Start: April 2007 –Test/Dev System – April, 2007 Configuration/Implementation of Database Instance New Data Input and Data Conversion from Legacy Systems –Production Application System – April 15, 2008 Configuration/Implementation – Win2003 Application Server Migrate FMax Software to Production System & Test –Employee Kick-off Meeting: April 16, 2008 –Employee Training: April 21 – May 2, 2008 Project Closeout Phase –End June 2009 Current Phase

What is FacilityMAX “A comprehensive facilities and asset management solution that enables organizations to improve, automate, and integrate their facilities management, asset management, and maintenance operations.”

Features of FacilityMAX State-of-the-art Internet Java Technology –Currently linked on BSD Webpage –User Authentication based on User Security Roles and Permissions –MS Win2003 System co-located-Simms Enterprise Data Center –MS SQL2005 Database System FacilityMAX “WorkDesk” –Customizable to Divisional needs. –Business Intelligence Reporting Tool Reports (BIRT) Adhoc or custom reports available Open Source, free reporting software Facilities Condition Assessment –Integrated into the system

FacilityMAX Modules Work Management Time Management* Inventory Purchasing* Accounts Payable* Finance* Asset Management Preventative Maintenance Project Management Contract Administration* Property Human Resources* Customer Service Facility Condition Assessment ** Lease Utility Management System Administration –* Modules do not replace existing SHARE system –** Module purchased by Amendment Number 2

Questions General Services –Marilyn Hill, Deputy Cabinet Secretary –Karen Baltzley, CIO Building Services –David Simpson, Director –Selby Lucero, Dep. Director Property Control –Bill Taylor, Director –Larry Miller, Dep. Director

FacilityMAX Additional Information

FacilityMAX Modules Work Management –Work Order creation Time Management –Time Cards (BSD) –Used to track work orders. Not a timekeeping system. Inventory –Warehouse supplies used against work orders. Purchasing –Order supplies against work orders. Accounts Payable –Used to closeout costs on work orders. Finance –Tracks Shop costs Asset Management –Facility Components –Equipment

FacilityMAX Modules Preventative Maintenance –Create PM Work Orders –Create PM Standards –Ties to Asset Management Project Management –PCD Capital Projects Contract Administration –Setup contracts Property –Buildings and Facilities Human Resources –Tracking employees including training Customer Service –Customer Work Orders

FacilityMAX Modules Facility Condition Assessment –Facility’s long term needs –Estimated future costs –Deferred maintenance Lease –Lease tracking –Lease Costs Utility Management –Tracks utility usage. Not available in SHARE –Utility Types System Administration

New FacilityMAX Terms Shop: Shop Rate: Equipment Group: Campus vs Complex vs Facility: Rapid Entry Time Card: (Sample) Work Order: (Category) Phase: Phase Status: –Administrative (BSD/PCD) –AE (PCD) –Construction (PCD) –Planned (BSD/PCD) –Preventative Maint.(BSD) –Customer (BSD) –Common (BSD) –Routine (BSD)

Sample Property Profile

Sample Project Contract

Sample Project Transaction History

Sample Work Order