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FAMIS at Western General Overview
Facilities Management Western Washington University January 2007 Jan 2007 FAMIS at Western
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General Overview Presentation Purpose Introduction & Goals
Implementation Phases FAMIS at Western Key Terms Asset Management Requesting & Tracking Services Managing Service Requests Work Orders & Projects Cost Tracking FAMIS Access Review Discussion Bill Managan to Present Jan 2007 FAMIS at Western
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Presentation Purpose General overview of FAMIS in preparation for training General overview of how services are requested and funded Explain general access and roles FAMIS User Guide Bill Managan to present Jan 2007 FAMIS at Western
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Introduction Why replace Job Cost Why FAMIS Who is FAMIS What is FAMIS
FAMIS Go-Live April 16, 2007 Why FAMIS Selection process Institutional system Banner Web interface Who is FAMIS What is FAMIS What portion Western purchased Tim Wynn to present Why FAMIS Select reviewed over 195 criteria FAMIS is a Banner Partner Web interface beyond the other competitors Who is FAMIS FAMIS Software Inc founded in 1982 formerly Prism Computer Corporation Facilities portion to 60 employees – similar to the others in size. Headquartered in Irvine, California, FAMIS Software is the first software company to develop and deploy 100 percent Internet-enabled enterprise, facilities-based, software, which addresses the spectrum of facilities management responsibilities. FAMIS Partners that are used at Western AutoCAD Oracle SunGard Higher Education Collaborative - Banner Major clients – see print out What if FAMIS Integrated Workplace Management System (IWMS) What portion Western Purchased Enterprise Facilities Management Suite – See next slide Maintenance & Operations Facilities Management Project Management Jan 2007 FAMIS at Western
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Goals Move from a legacy system to a commercial off the shelf system
FAMIS to be an institutional system FAMIS to be Western’s system of record for asset management. Improve link between Banner and FAMIS Requests for Services – web link direct to FAMIS Improve routing and tracking of information Improve facilities managers control of requested services Improve desktop access to performance indicators Going Paperless Maximize FAMIS record keeping to minimize paper Funding approval on-line Automate information to crews with PDAs. Train all FAMIS Users on report writing Tim to present Training for reports Key to say that reports need to be written by all users not just a few. This will allow custom reports to be shared increasing available information to campus. Reports writing is a key feature of FAMIS Jan 2007 FAMIS at Western
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Implementation Phases
FAMIS Go – Live Phase 1 – April 16, 2007 Replace Job Cost All requests for FM services and tracking in FAMIS Anyone with a W number can request services ADMCS FM Work Request on-line form gone Location system of record User Training Web based FAMIS User Guide FAMIS – What’s Next Space Management Capital Project Management Other Modules PDAs Gary Jordan to present Training schedule – present in loose terms Jan 2007 FAMIS at Western
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FAMIS at Western Key Terms Funding Authority Crew Craft
Individuals with approval to expend funds Typically facility fund managers Crew FM trades Craft Used to designate funding authorities and automate routing Nothing to do with FM crews Bill Managan to present Jan 2007 FAMIS at Western
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More Key Terms Self-Service Service Request Work Orders
Web based on-line request Service Request Self-Service request within the FAMIS application Work Orders Funded Service Requests All work is performed by crews on a Work Order Work Orders types are: Standing, Preventive, Non-Project, and Project Jan 2007 FAMIS at Western
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Asset Management Tiered Approach to Asset Management
Site – ALLWWU Everything WWU owns and leases Zone - Each non-contiguous property Buildings - Roofed structure allowing people to enter and exit. Floors Rooms Land Entities - General outdoor areas and specific locations Equipment - Layering from systems to equipment being tracked Bill Managan to present Reference Facility Facts found of FM web page. This is not be updated until the next OFM submittal Jul 07 Building is an asset, a thing, not an accounting structure. Floors are new Equipment layering is extensive Jan 2007 FAMIS at Western
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Asset Management Asset Management Changes Building IDs
Multiple buildings inactive in FAMIS – Banner no change Split buildings inactive in FAMIS – Banner no change Some old IDs move to Land Entities and/or Equipment Banner and FAMIS combined can provide more than before Bill Managan to present Example Multiple Bldg ID not active are MB, FX, BW, RW Example of split bldg ID’s not active are FC. FA will be Fairhaven Academic Examples of items moved from old bldg ID to Land Entities All weather play field Tennis courts Equipment Sculptures Parking lots Utilities Grounds areas Banner FAMIS combination will allow fund strings to be applied to multiple work orders for multiple locations to summarize to the fund string. Same with splits. Jan 2007 FAMIS at Western
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Requesting & Tracking Services
Requesting Services Maintenance Slips Phone FM Work Control Center Tracking of Maintenance Slips and calls Standing Work Orders Replaces Open Number Work Order All T & M work One crew per Standing Work Order Funding Authority monitored budget Bill Managan to present The new SWO’s will have one crew. Means many more SWO’s. They will be left open. Roll up information will be by reports. SWO’s will be close to 50% of FM work. Jan 2007 FAMIS at Western
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Requesting & Tracking Services
Requesting Services Preventive Maintenance Funding Authority pre-approves tasks and frequencies Auto generates work orders Tracking Preventive Maintenance PM events are individual work orders Tracked as Work Orders PM Work Orders are closed when the work is done. Bill Managan to present Same as job Cost except that PM’s will close. We currently have no direct link between work and completing a PM. This mean any work submitted now lists the PM as completed which is not true. Jan 2007 FAMIS at Western
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Requesting & Tracking Services
Requesting Services FAMIS Self-Service Web on-line system to request services Anyone with a W number can complete requests All requests route directly to Funding Authorities Remember that requests are not FM work until they have been funded by a Funding Authority. Example Bill Managan to present Jan 2007 FAMIS at Western
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Bill Managan to present
More than one route thru Self-Service. This is one of the shortest. Others will be covered in training. This route describes the work then locates it. Other locate first. Equipment – One work order per equipment with only work on that equipment. If it is not known what other equipment may need to be worked on don’t list equipment or use generalize equipment categories that will be discussed in training. Jan 2007 FAMIS at Western
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Fill-in as needed Bill Managan to present Concentrate on the 5 steps
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Bill Managan to present
Concentrate on the link with craft and auto routing. Jan 2007 FAMIS at Western
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Bill Managan to present
Link to priority and goals to accomplish work. Jan 2007 FAMIS at Western
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Bill managan to present
Links to type of work maintenance versus construction Jan 2007 FAMIS at Western
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Tracking Self-Services Requests
Allows the requestor to find and track their requests through all stages of the request. Example Bill Managan to present Jan 2007 FAMIS at Western
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Fill-in as needed Bill Managan to present
Anyone can see the requests of another if they know the name. Jan 2007 FAMIS at Western
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Managing Service Requests
Service Request Work Bench Each Funding Authority manages requests Assign/route Work Benches as needed for approvals Funding Authority decides when to fund work Fund Service Request as either a Non-Project Work Order or Project Work Order Bill Managan to present Assigning – must be done by name. Each funding authority will be sent to respond to covering who in their area will be assigned the work bench. From there each funding authority can re-assigne and route as needed with a full audit trail Jan 2007 FAMIS at Western
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Work Orders & Projects Non-Project Work Orders Project Work Orders
Typically short to medium duration Typically T & M work Primary crew with or without supporting labor Non-labor portion tracked to Work Order not crew Project Work Orders Typically longer duration Typically estimated work Allows multiple phases with work orders to be summarized to the project Assist Work Orders to Public Works Managed as a non-project work order Service Request Work Bench Example Bill Managan to present Clarify - FAMIS does not have the distinction between Non-Project Work Order and Project Work Order. There is WORK on work orders. Project is simply a grouping of phases and related work orders. Jan 2007 FAMIS at Western
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Cost Tracking Labor Non-Labor
All FM labor associated with a Work Order Non-Labor Materials Any P.O. associated with a Work Order that is not an Invoice or Equipment Invoices Typically not used on Work Orders Equipment FM equipment rentals Misc. Costs Non-FM Western Work - Telecommunication, Lockshop, Transport Services, EHS. Fees – FDCA, Guaranteed Estimate, Project Management. Other – Cost adjustments, Permits, Hazardous materials. Bill Managan to present Similar to Job Cost – Equipment is different, some misc costs in Job Cost are shown in materials Jan 2007 FAMIS at Western
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FAMIS Access Access Report Review Self-Service
Access to reports Access to view Access to update and insert Self-Service Any individual with a Western Washington University ID number (W ) Service Request Work Bench FM Work Control Center Funding Authorities Those with a designated Craft FM Management Bill Managan to present Review the hand out on access Access to reports Anyone with a w number can be provided report writing capabilities. IT does, however, take knowledge/training to understand what field to report on. To help with this the FAMIS User Guide is available to all. Access to view Anyone with access to the FAMIS application can view anything Access to update and insert – limited to the groups listed Update and insert is only available to FAMIS Users that are not listed with a Craft of Other No one has delete function beyond the system administrator. Jan 2007 FAMIS at Western
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FAMIS Access Project Workbench FM Work Control Center
Funding Authorities Those with a designated Craft FM Estimator FM Scheduler FM Shop Managers Crew Supervisors FDCA FM Management Bill Managan to present Jan 2007 FAMIS at Western
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FAMIS Access Work Orders - Current Schedule FM Work Control Center
FDCA Crew Supervisors FM Estimator FM Scheduler FM Shop Manager PM Coordinator FM Management Bill Managan to present Jan 2007 FAMIS at Western
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Review General overview of FAMIS in preparation for training
General overview of how services are requested and funded Explain general access and roles FAMIS User Guide Bill Managan to present Jan 2007 FAMIS at Western
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FAMIS User Guide Web address Before training review these sections
Before training review these sections General Information Service Step Guide Self-Service Service Requests Before training understand these concepts FAMIS Work Flow under General Information Training will take longer if you are not prepared Bill Managan to present FAMIS User Guide is intended to describe FAMIS at Western and augments the FAMIS help files. The FAMIS User Guide describes the unique Western usage to allow FAMIS to function at Western. Jan 2007 FAMIS at Western
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Discussion Questions - contact Elaine Kazmierski, 2034
Bill Managan to present Jan 2007 FAMIS at Western
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