1. University of Minnesota Enterprise Asset Management Program
Prototype Phase Kickoff
July 10, 2017

2. Agenda EAM Roadmap Governance Model eCIFM Team
Meeting Cadence with eCIFM
Program Scope & Prototype Phase Scope
Technology System Interface Diagram
Program Schedule & Calendar
Prototype Design Story, Agenda, and Expectations
Review of Functional Design Specifications (FDS) format
Question & Answers / Next Steps
All - 
Here is the updated deck for review.  The slides that are still outstanding have the blue box in the upper right corner w/name.  Essentially the agenda, eCIFM organization chart, and system interface slides.
For the Prototype Design Story & Agenda and the Review the FDS format slides, we'll pull up the actual GoogleDoc real-time (naturally the screen images are not very readable). 
Kris - 
David, Vel, and I will send you the updates to those slides.  I'll assume you have the master until you send it back to me.

3. Purpose of the Meeting Launch the Prototype Phase of this EAM Project
Introduce the full eCIFM (SI) team and our recurring meeting schedule & cadence
Communicate key aspects of the program related to timeline, scope, and resources
Describe expectations and the logistics regarding the Prototype Design approach
U all have a ROLE to play

4. Background
Briefly tell about your role in EAM

5. Program Vision

6. Application Maintenance
Project Roadmap
You are here!
Application Maintenance
RFP
Readiness
Preparation
Prototype
Implement
Post-Prod Support
Release 1
Release 2
Timing
9 months
2 months
2 months
6 months
12 months
2 months
6 months
6 months
RFP for SI and software
Demo scripts
Implementation plan
PMO governance plan
RFP PMO change management consultant
Process playbooks
Project management cadence
IT Readiness
IT change control
CM interviews
On-Board SI
IWMS fit-gap
Functional design
Staffing onboard
Ratify to-be process
Clarify report needs
Asset hierarchy complete
Data prepared
Integration configuration
Basic model capabilities
CM & Comm Plan(s)
Prototype configured and tested
Training
Build
Test
Deploy
Catalog issues
Training: end- user, developer, system admin
Help desk alignment
Purchase licenses
Resolve tier-1 and tier-2 issues
Resolution path for tier-3 issues
Update roadmap
Institutionalized EAM office
Full system adoption
Continuous improvement
Bug fixes
Other integration points
v2 integrations
SCADA
Academic systems
TBD
Key Activities
Kronos
Asset hierarchy
Data migration plan
Inventory BI
To-be IWMS workflows
Reporting analysis
Asset hierarchy
KRONOS
Purchase mobile devices
Preventive Maintenance plans
Recommend updates to EAM policies and procedures
Identify future state staffing
Prototype Kronos
Assess change readiness
Implement EAM policies and procedures
Commission v2 EAM office
Develop incident management framework
Develop release plan
Collaborate with UMN asset managers / orgs
Sub-Projects
Updated: 1/05/16
SI = System Integrator

7. EAM Status Report Status Highlights:
Project Health (Y) :Plan to recover time by overlapping end of Prep Phase w/Prototype Phase
List of Risks / Issues
Resource Time Constraints
Aggressive Timeline
Dependencies:
Time & Labor Project – to replace FAMIS payroll functions
Business Intelligence Project – adoption of one common reporting tool

8. Example of a Workstream Status Report

9. kickoff
Briefly tell about your role in EAM

10. Team Introductions – Governance Model

11. Team Introductions – eCIFM Program Chart
Sanjiv Singh -
Executive VP
David McBride – Project Manager
Kim Vickery – Application Consultant
Work Streams: Admin, Construction, SFP
Danielle Carvalho – Application Consultant
Work Streams:
Real Estate
Todd Eddings – Application Consultant Work Stream:
Space, GIS
Andresia Gomez – Application Consultant
Work Streams: Operations and Maintenance
Jeff Black – System Consultant
Work Streams: All
Stephanie Maduri – Application Developer
Work Streams: Construction, Real Estate
Develop Center
Work Stream:
All

12. eCIFM Team Introductions
Danielle Carvalho – Application Consultant
Work Streams:
Real Estate
Sanjiv Singh -
Executive VP
Kim Vickery – Application Consultant
Work Streams: Admin, Construction, SFP
Andresia Gomez – Application Consultant
Work Streams: Operations and Maintenance
Todd Eddings – Application Consultant Work Stream:
Space, GIS
Stephanie Maduri – Application Developer
Work Streams: Construction, Real Estate

13. Program Scope
The technical scope of the project to deploy a ”v1” solution includes:
~ 100 Business Processes Unique number of Playbooks process flows
~ 800 Technology Requirements Total number of RFP, TRIRIGA system steps, playbook derived functional requirements
(97% in funded scope)
4 Mobile Apps
O&M | Requests | Inspections | Projects
~ 10 Sub-Projects Activities that require dedicated resources to develop deliverables and business decisions in support of EAM
9 Interfaced Systems
PeopleSoft | KRONOS | GIS | Energy Consumption | WDS | BI | Function Profiling | Single Sign-On (SSO) | RSMeans
5 TRIRIGA Data Migration Objects Assets | Space Drawings & Allocations | PMs | Leases | Capital Projects
To-be scoped during project
~ 15 “Enhancements” ICR | GIS | Print Utility | Offline Forms | RS Means Integration | Project Scenario Analysis
~ 150 Field Changes & Notification Events
Allotment of changes for these configuration types
20/25 Custom Reports & Security Roles
(s) • Approvals

14. Program Scope – Technology System Interface Diagram
In-Scope
G/L (Chart of Accounts)
A/P, G/L, Invoices, Billing
People & Job, Vendors
Purchase Request, PO Line Items & Items
Space and Vector Data
Extracted Data for BI
Energy - Water, Electric, Steam
ESRI Integration- Asset Data, Space Data, Building Data, Land Management, Vector Data
RS Means Integration - Facility /Asset & Project Accounting Cost
Key Business Decisions
Finalize Kronos scope
Finalize WDS scope

15. Program Scope – Systems to be Retired
IT System (Application)
Description
FAMIS (Compass Instance) TC, Morris, Crookston
Current Asset Management system
FAMIS (Instance) Duluth
FAMIS Self Service
Custom add-on to Compass to allow non-FM users to enter own maintenance work orders
FAMIS (Instance) Space (Includes Visual Map)
Allows for space assignment, occupancy status and graphical reporting
FAMIS (Instance) Space Survey Tool
Customized (3rd Party) web based survey tool to manage space data gathered by end users
Unifier
Capital Projects planning tool and Financial tracker
ISES/FCA
Facilities Condition Assessment for proactive longer-term building maintenance planning
Real Estate
Real Estate system to manage leases
Payroll app
Combination of Compass and custom tool
IT System (Application) – still to be determined
Description
BEST
Physical Keys and key locks (non-electronic)
* Other shadow or redundant systems are candidates for retirement

16. On-Going Meeting Cadence with eCIFM
Weekly Executive Meeting
Discussion between UMN Program Manager, Tammy Nelson, and eCIFM CEO, Sanjiv Singh. Coordinate on adherence to SOW and achieving overall program milestones.
Weekly Program Management Mtg
Program level review to discuss scope and schedule between UMN and eCIFM. Additionally, prioritize near-term key action items to mitigate risk.
Weekly IT Track Meeting
Coordination between UMN IT Track Lead & team and eCIFM technology leads. Prioritize and prepare for infrastructure, data, system interfaces, reports, security, etc. project related tasks.
Weekly Workstream Meetings
Collaborative workstream meetings to prioritize, design, and review features and functionality contained within the FDS documents.
Prototype Build Reviews
Scheduled reviews during the Prototype phase – prior to the evaluation of the overall Prototype in November – to assess completion of the configuration relative to the design intent memorialized in the FDS.

17. Program Schedule – July Calendar View
Monday
Tuesday
Wednesday
Thursday
Friday 3
Presentation deck drafted for 7/10/17 kickoff 4
U Closed 5
Prototype Prep
Presentation deck completed for 7/10 kickoff 6
Location Hierarchy mtg 7
EOC meeting 10
Prototype Design Readiness
Prototype Phase Kickoff 11
Track Team Mtg
Space Design session 12
IBM / Construction Projects Mtg 13
Space Design Session 14 17
Admin (core) Design Session (6 hr) 18
SFP Design Session (4 hr)
Construc. Design Session
(4 hr) 19
(8 hr) 20 21
(4 hr) 24
O&M Design Session 25
RE Design Session (4 hr) 26
Sust/Energy Design Session (4 hr) 27
Admin (8 hr) 28 31

18. Program Schedule – August Calendar View
Monday
Tuesday
Wednesday
Thursday
Friday 1
Track Team Mtg 2
Steering Committee PMR Review 3 4 7
eCIFM Documentation Week (remote) 8 9 10
Steering Committee Mtg 11 14
GIS FDS session *
Recovery 15 16 17
Admin Prototype FDS Session 18 21 22 23 24 25 28
FDS review all workstreams * (onsite) 29 30
FDS % review all workstreams * (onsite) 31

19. Baseline Program Schedule – Gantt View
…preparation for the Prototype evaluation.
…the beginning of the iterative Prototype construction… there are currently 3 cycles / build reviews before the formal prototype evaluation.
…sequence of events to execute the Prototype evaluation, catalog issues, and prepare for the tollgate review at the end of the phase.

20. Change Readiness (Communication & Training)
Prototype Phase
July
August
September
October
November
December
Prototype kickoff
Storyboard initial functional design
Completion of FDS documents (Admin & Construction)
Project Management Review (PMR)
FDS documents update to 80+%
UMN review of documentation
Individual Workstream design sessions
3-4 Design Sprints
Create “light” training material
Define & coordinate conference room testing
Configure level 4’s fit gap
Prioritize and document level 5’s fitgap
Perform conference room pilot (total workstream involvement)
Identify bugs/gaps
Project Management Review
Workstreams
Participate in design sessions (refine requirements / process)
Participate in conference room pilot (total workstream involvement)
Identify bugs/gaps – recommend in plan of action
Frame & implement subprojects
Identify / recommend business rules / decisions
Update playbooks
Participate in continued design sessions
Change Readiness (Communication & Training)
Impact Analysis Framework
Key stakeholder interviews
Finalize and Roadmap for Change Readiness & Comm plan
Conduct Impact Analysis to determine magnitude of change readiness / risk
Create training plan for Implementation
Conduct “light” training
Participate & document conference room pilot (lessons learned / training outcomes)
Create UMN version of “light” training
Develop change readiness tactics based on impact analysis

21. Prototype

22. Prototype Phase Scope Success Criteria
Note: Screenshot pulled from SOW

23. Prototype Design Story & Agenda
Creating a narrative that allows UMN to track through the “DESIGN” process
The full team understands this is not a demo
This facilitates the understanding of how TRIRIGA meets the EAM concept – something desired both at a workstream level and by UMN leadership
For each part of the story, we will walk through the FDS that has already been partially populated by eCIFM
This aims to complement the traditional design activities of describing the fit of TRIRIGA to requirements
Prototype Design Story & Agenda

24. Prototype Design Expectations & Logistics
We are designing the “total solution” and not just the pieces being delivered in the Prototype Phase
We will design around the Level 1-4 requirements; 5’s are out of scope for discussion
We should focus primarily on the 2’s, 3’s, and 4’s
We are recording the design intent and outcomes in the FDS documents. These will be maintained / updated throughout the project lifecycle
Some items may not be fully designed in this initial session; eCIFM will schedule follow-ups to finalize the design on those requirements
Goal is to complete 90% of total solution design
We will demonstrate all the Level 1-3 during the conference room pilot (CRP)
We are adhering to the schedule and the topics identified in the agenda
These sessions are primarily conducted from CR 316
We will conduct intimate design sessions (versus large group format)
Rana and Tim will help facilitate the sessions with eCIFM
It is recommended that the workstream members bring individual printouts of their playbook processes and any supporting documentation (e.g. appendix documentation from the playbooks)

25. Configuration Prioritization
The intent of the Prototype phase is to create a configured solution that addresses Configuration Levels Level 5 items are currently “unfunded requirements and enhancements.”
Level 5
Unfunded requirement or enhancement
Level 4
Funded Enhancements / “bundled” config / new apps
Level 3
Mobility, intermediate-level system workflows changes
Implementation
Level 2
User portals; moving multiple fields / screen sections
Prototype
Level 1
New fields; simple notifications, approvals & alerts; security roles
*The timeline for the configuration of Level 4 items is somewhat constrained by your contractual arrangement with the SI

26. Review the Functional Design Specification (FDS) Format
SAME overall format that has already been socialized and used by the team
Looking to add another column so we can insert updated screen prints (keep the original)
Add a column to link to any detailed specifications that elaborate on the design for that requirement
FDS Format

27. Next steps

28. Next Steps
eCIFM to review Prototype Design Story & Agenda in advance of the sessions
Conduct, as necessary, meetings with workstreams to review specific design topics (this is situational)
Workstreams to review their agenda and full FDS document prior to the sessions
Upon completion of the events, eCIFM will deliver draft design documents for review
Team will compile an integrated picture of the design by “clipping” parts of the Webex sessions

29. Reminder: Leadership Expectations
This is recognized as a strategic initiative and significant financial investment for UMN
This will change the way we do work through enabling technology
Every week matters – we have an aggressive schedule
Stay within scope, schedule, and budget – leveraging OOB TRIRIGA functionality will help
You are empowered to think enterprise and cross- functional

30. Stay Connected via EAM Website www.eam.umn.edu

31. Summary Project Status (Yellow) – moving to GREEN!
eCIFM, Systems Integrator = more fully engaged as we transition from “Fit-Gap” to full design
Workstreams committed to schedule, and being the business advocate!
In Top 5 of OIT’s priorities! (quoting CIO)
Key initiative of UService’s workplan