2. Thomas Baron CERN Infor EAM User Meeting 26 June 2013

3. Why Infor EAM ? Conception and Deployment Operation Integrations and Reporting What’s next ?

4. Conference Rooms Service

5. Conference Rooms Service Born in Q4 2011 Activities Equipment standardisation Meeting room A/V design Meeting room installation coordination Equipment monitoring Preventive maintenance Corrective maintenance and Technical support User support

6. Conference Rooms Service Service coverage Staffing: 2 staff Outsourced team of 2 for the direct user support

7. Why Infor ? Need an inventory Need to track location and move of equipment Need to store/archive equipment related documents Need to easily track and plan investment Need to keep track of maintenance Need to organise preventive maintenance Need to centralise this information in order to easily integrate with other tools Starting from sharepoint lists… …then heard about Infor EAM

8. Conception Timeline First contact with GS (David and Tahar: Jan 2012) Test area: Jan 2012 Production: April 2012

9. Conception Lot of work with Infor support (Tahar) Data structure Positions Assets Custom attributes Parts Stores Regular/preventive maintenance Conception of stickers and selection of tools

10. Conception Selected Tools Sticker printer Brady BBP11 300dpi; ribbon 65mm LabelMark 5 software Barcode scanner CS-3070 ; blutooth and USB iPad

11. Conception Organic growth, not everything was designed from the beginning New use cases arise with production

12. Deployment Initial data input From sharepoint lists using the Infor EAM Upload Utility Only for VC devices, PCs Then manually «Tour des salles», inventory and manual ingest From April 2012 to April 2013

13. Deployment User Training Service managers and technicians By GS from April to July 2012 Lots of face to face sessions Sometimes the trainer is as lost as the student…

14. Deployment Documentation in internal wiki

15. Operation: Use Cases New rooms (web interface) Equipment order Reception and information collection Creation of room and positions Creation of assets and link to positions Often use «Copy record» Edition, printing and sticking of barcode labels Work order (DE - Design) Archive plans and all documents in EDMS

16. Operation: Use Cases Room upgrades Reception of new equipment Registration in Infor in a dedicated store Replacement of old asset Work order (CA - Correctif Amélioration) Corrective maintenance Repair and replacement of faulty equipment Work order (CD – Correctif Dépannage)

17. Operation: Use Cases Preventive maintenance Projector lamp hours exceeded Work order (PC – Préventif conditionnel) Not yet regular maintenance

18. Operation: Stock Management List of parts Tracked by asset PCs projectors Or not Lamps Batteries Splitters Used in WOs Regularly checked and ordered

19. Operation: Some Figures Structure 1038 positions 881 assets 142 parts 5 stores Work 233 WOs

20. Reporting InforEAM integrated reporting a bit clumsy Need for a dashboard-style reporting for users and managers Integration in a drupal module using Direct Oracle queries Python and Google charts

21. Reporting

22. Integration Using the equipment data in other service related applications In order to have a single source of information; master repository Using SQL queries

23. Integration: RAVEM RAVEM (Room AV Equipment Manager)

24. Integration: Room Control App

25. General comments (issues) The standard interface is overly complex and lacks good user guide which would give an overview on the concepts and philosophy The support team should setup a FAQ or dedicated guide for users with specific CERN use cases. A lot of issues with the standard web interface The standard interface works only on IE !!! One can open only one window at a time !!! Sometime you start a search which takes ages and blocks the whole interface. That’s especially when in the exploratory phase. Asset/position numbering is clumsy for the user (should be automated) EDMS integration

26. General comments (positive) Very flexible Adapts to all use cases Excellent EAM light interface Strong support Good codification guidance Could not do without it

27. What could have been done better Better configuration of the operators web interface (simplification) Managers should have the possibility to do that themselves Integration to Room Control App ? Fully dedicated AV input interface

28. What’s Next ? Still a long way to go! Using the regular/preventive maintenance module Already configured Regular «tour des salles» with checklist Better reporting Investment tracking/profiling Better tickets analysis Extend the use to other collaboration services Public Information Screens Webcast Integration with SNow

29. Conference Rooms Service info http://cern.ch/conference-rooms status page http://avc- dashboard.web.cern.ch/Conference%20rooms http://avc- dashboard.web.cern.ch/Conference%20rooms contact conferencerooms-support@cern.ch

30. Thank you for your attention Contact me: Thomas Baron (IT-CIS-AVC) Thomas.baron@cern.ch