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- 1. Asset Management at HUD in 50 States Made EasyCurtis Roberts U.S. Department of Housing and Urban Development Ronnie Elmore Pyramid Systems, Inc.
2. Agenda
- HUD Overview
- FIRMS Overview
- FIRMS Infrastructure
- Cradle to Grave Asset Management
- Future Plans
- Questions
3. HUD Overview
- 9,500 Employees
- 80 Field Offices
- 350 Users
- 70,000 + Items
4. FIRMS Overview
- ARCHIBUS/FM Applications:
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- Real Property & Lease Management
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- Space Management
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- Furniture & Equipment Management
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- Building Operations Management
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- Finance Management (Custom Module)
- Impetus for Implementation:
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- Previous inventory system inadequate
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- OIG identified asset management weaknesses
- Benefits Gained:
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- Enterprise-level solution
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- Real-time, nationwide access to most current data
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- JFMIP, A-127, FFMIA compliance
5. FIRMS Infrastructure (Architecture)
- HQ Users ARCHIBUS
- Field Office Users Web Overlay
- Oracle Backend
Client-Server Workstation Intranet Workstation Application Server Web Server Database Server 6. FIRMS Infrastructure (Security)
- The FIRMS security rules are based upon a users geographical jurisdiction:i.e. any location-specific information is restricted to only those locations a user has authority over.
- There are eight levels of data access rights defined for FIRMS: No Data Access, Building, Site, Region, ARD, ASC, Field, and Departmental.
7. Cradle to the Grave Asset Management
- Palm Scanner Integration
- Receiving & Shipping
- Custody Receipts
- General Ledger Reconciliation
- Excess & Disposal
- Reporting
8. Cradle to the Grave Asset Management (Palm Scanner Integration)
- Palm OS-based laser scanner
- Customized COTS application integrates with ARCHIBUS
- Data-validation controls present at point of collection
9. Cradle to the Grave Asset Management (Receiving & Shipping)
- Receiving
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- Equipment barcoded by HUD Personnel at loading dock
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- $1000 or more
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- Sensitive items
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- Shipping
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- Item flagged as shipped
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- Cant be managed by receiving location until accepted as received
10. Cradle to the Grave Asset Management (Custody Receipts)
- Link asset to Custody Receipt and to employee
- Manage and print from ARCHIBUS
- Maintain document trail for assets issued on personal charge
11. Cradle to the Grave Asset Management (General Ledger Reconciliation)
- Three way collaboration between Procurement Systems, General Ledger System, and Property Management System
- Verify all money spent on Personal Property is accounted for in Property Management System (ARCHIBUS)
A/FM Procurement General Ledger 12. Cradle to the Grave Asset Management (General Ledger Reconciliation)
- Link Equipment to associated Purchase Order
- Compare amount spent on Purchase Order with Total Equipment Value
- Link Purchase Orders with General Ledger Obligation Numbers
- Compare General Ledger Money Spent with ARCHIBUS Equipment Value
13. Cradle to the Grave Asset Management (Excess & Disposal)
- Link assets to forms (SF120, 122, 126)
- Manage and print from ARCHIBUS
- Maintain document trail for disposed assets
14. Cradle to the Grave Asset Management (Reporting)
- Capitalized Depreciation
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- Enforces complex depreciation policies
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- View and print report in A/FM
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- Export to Excel for electronic distribution
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- Provided to HUD CFO every Quarter
15. Cradle to the Grave Asset Management (Reporting)
- Acquired/Disposed Equipment
- Total Inventory Value
- Equipment Listing
- S&E/WCF Equipment Summary
16. Future Plans
- Property Branch
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- Integration w/ HP OpenView
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- Scanner Upgrade
- Agency Wide
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- Telecommunications Module
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- Preventive Maintenance
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- EO 1927
17. Questions?