IWMS FAMIS IMPLEMENTATION ADMINISTRATION AND FINANCE October 25, - - PowerPoint PPT Presentation

PLANT OPERATIONS PLANT OPERATIONS

IWMS FAMIS IMPLEMENTATION

ADMINISTRATION AND FINANCE October 25, 2010

P L A N T O P E R A T I O N S

AGENDA

Opening

2:00 – 2:05pm

Facilities Planning and Construction – Business Needs

2:05 – 2:20pm

Spencer Moore, Exec. Director, Facilities Planning

Facilities Management – Business Needs

2:20 – 2:35pm

Melissa Rockwell, Exec. Director, Facilities Management

Project Organization Structure and Major Milestones

2:35 – 2:50pm

Rita Barrantes, Assoc. to CIO and UIT Project Mgr

Break

2:50 – 3:00pm

FAMIS – Project Team Kickoff

3:00 – 4:00pm

Steve Drueke, Accruent Project Manager

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P L A N T O P E R A T I O N S

SOFTWARE SELECTION

• Evaluation September 2009 – March 2010

f f ll i d i ili

• Decision for one fully‐integrated Enterprise Facility Management

system vs. multiple systems because of significant cost savings, increased efficiency, and improved control.

• A seamless integration to PeopleSoft was a mandatory requirement

in the selection criteria in the selection criteria

• FAMIS selected to meet both SPACE management and FACILITY

g management needs, including Environmental Health and Safety (EHS) and Residential Life and Housing (RLH)

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P L A N T O P E R A T I O N S

SPACE MANAGEMENT

BUSINESS NEEDS

• Compliance with CB facilities reporting requirements
• Compliance with Circular A‐21 Requirements for the facilities

p q portion of the Facilities & Administrative (F&A) Indirect Cost recovery

• IRS reporting requirements for private and public use of facilities that
• IRS reporting requirements for private and public use of facilities that

are bonded with interest‐free bonds A t d d t il d f iliti d t d d f i t l d i i

• Accurate and detailed facilities data needed for internal decision

making – occupancy, move management, etc.

• Integration with PeopleSoft for Class scheduling

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P L A N T O P E R A T I O N S

SPACE MANAGEMENT

The FAMIS Space Module will:

Utilize an annual web based space survey to update facilities data. Provide

an online interface for maintaining accurate levels of room data using both space audits and space update request.

Provide accurate drawings and detailed space reports accessible to all

college business administrators and designated space representatives for each college/division and department.

Allow designated space representatives to view and update space data as

changes occur .

Track changes associated with all room information updates including

• ccupants, grants, program codes, etc

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P L A N T O P E R A T I O N S

SPACE MANAGEMENT

INDIRECT COST RECOVERY

The University of Houston’s current combined F&A Rate is 50% Facilities component ‐ 24% Administrative component ‐ 26%. The annual space allocation survey results are crucial in preparing an

accurate and defendable F&A Rate Proposal. FAMIS will allow us to:

Distinguish and track separately, the space assigned specifically to a

department conducting research down to the occupant level or grant level.

Support different space allocation rules e.g. by grant, researcher, room

type, program, etc.

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P L A N T O P E R A T I O N S

INDIRECT COST RECOVERY

• Multiple Approaches

Room

• Prorated Assignment
• Room Type
• Occupying Group
• Occupant

Allocation Entities

Beg/ End Date Beg/ End Date

Occupant

• Functional Use
• Prorated Usage
• Room

D /G

Allocation Entities

• Org. Research

Administration Biology Chemistry Lab Classroom

Group

• Dept/Group
• Occupant
• Assignable Cost Level
• Room Type

Room Type

Function

Grant Chemistry Hopkins

yp

Occupant/PI Attributes

Grant Agency p Pasteur

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

BUSINESS NEEDS

• A web‐enabled work‐order system that will allow a more efficient

process of reporting and follow‐up of work‐orders.

• Information for facilities managers to become more proactive instead of

reactive to facilities' requirements and enable better decision making.

• Tracking and management of planned work
• Backlog

Backlog

• Reports and Productivity Tracking by Service Area
• Joint system with Residential Life Work Management
• Programmed Maintenance program development for warranty

management

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Other Business Benefits of Updated and Efficient Work Order System

• Efficient and streamlined processes ‐ using standardized data that is

shared across the university.

• Key resource for Building Coordinator Program and Facility Wide

Reporting

• Improve safety and environmental planning capabilities, reducing risk

Improve safety and environmental planning capabilities, reducing risk from accident and regulatory compliance violations.

• Data standardization across the university and the elimination of

redundant information held by multiple organizations in various degrees redundant information held by multiple organizations in various degrees

• f quality and accuracy.
• Fast and accurate reporting on critical facilities information.

EHS ill b tili i t d h i d h i f k d ill

• EHS will be utilizing system and phasing and sharing of work orders will

benefit customers and improve services including research support

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

The FACILITY MANAGEMENT Modules include Ph i l l k d

Physical plant work order management Preventive maintenance Maintenance projects Resource scheduling/labor tracking Inventory control Purchasing Purchasing Self‐service request management Key control Asset Inventory

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Self‐Service

Easy to use

Easy to use

Simplifies customer

involvement/feedback ‐Web based customer access

Off‐load work control

center from phones

Manage queries

& status checks

Graphical Navigation Email Notification Customizable

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Corrective Work Orders Preventive Work Orders Preventive Work Orders

Configurable Workbenches Streamline Scheduling Simple workflow

Simple workflow

Flexible costing

BETTER WORK PLANNING!

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Inventory

Parts Management Parts Management Replenishment Multiple Warehouses Cycle Counting Cost Tracking Histories Histories Intuitive queries

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Key Control

Set Up Locks & Keys Set Up Locks & Keys Lock/Key Assoc Track Issues,

History, Holders

Returns and

Reassignments

Cross‐charges Integrated to

Space Mgmt System p g y

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P L A N T O P E R A T I O N S

FACILITY MANAGEMENT

Asset Tracking

Equipment Equipment Facilities Vehicles History

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P L A N T O P E R A T I O N S

PROJECT TIMELINE (Estimate) ( ) Phase 1

Space Management

Phase 2

p g

Phase 3

Maintenance Mgt

Oct ‘10 ………………......Mar ‘11……..…………….Feb ‘12……….……….………….…June ‘12

RHL Maintenance (TMA)

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P L A N T O P E R A T I O N S

BUSINESS OWNERS

Spencer Moore, Exec. Sponsor

Facilities Planning (Phase 1) g ( )

Melisa Rockwell‐Bellini, Exec. Sponsor

Facilities Maintenance (Phase 2 and 3) Facilities Maintenance (Phase 2 and 3)

Bob Schneller, Stakeholder

E i l H l h d S f (Ph 2) Environmental Health and Safety (Phase 2)

Javier Hidalgo, Exec. Sponsor

Residential Life & Housing (Phase 3)

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P L A N T O P E R A T I O N S

CORE PROJECT TEAM

• Lillian Wanjagi, Project Owner

F ili i I f i Facilities Information

• Rita Barrantes, Overall Project Manager

UIT Office of the CIO

• Haseen Mazhar, Program Manager

UIT Enterprise Systems

• Peggy Polvado, Application Administrator

UIT Enterprise Systems

• Steve Drueke, Accruent Project Manager

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P L A N T O P E R A T I O N S

SPACE MANAGEMENT

Space Utilization Space Survey Space Survey Indirect Cost Recovery PeopleSoft data integration (employee

data and building/room information for CB reporting)

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P L A N T O P E R A T I O N S

MAINTENANCE MGT

Work Orders including Self‐Service Work Orders, including Self Service Preventative Maintenance Inventory Control, including fleet and asset

management

Key control Environmental Health and Risk Management Environmental Health and Risk Management PeopleSoft data integration ‐ Financials Reporting and Maintenance Planning

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P L A N T O P E R A T I O N S

PROJECT SUCCESS

Stakeholder Support

Success

Change Management

Appropriate Training Effective Communication 21

P L A N T O P E R A T I O N S

For project updates, please visit

http://www.uh.edu/plantops/famis/

Thank You Questions? Questions?

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