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UNIVERSITY OF MINNESOTAENTERPRISE ASSET MANAGEMENT PROGRAM
Update November 2016
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EAM AT THE UNIVERSITY
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EAM versus IWMSEnterprise Asset Management (EAM) Integrated Management System (IWMS)Enterprise asset management (EAM) is the optimal lifecyclemanagement of the physical assets of an organization. It covers subjects including the design, construction, commissioning, operations, maintenance and decommissioning/replacement of plant, equipment and facilities.
An integrated workplace management system (IWMS) is a software platform that helps organizations optimize the use of workplace resources, including the management of a company's real estate portfolio, infrastructure and facilities assets.
Management the lifecycle of assets. "Enterprise" refers to the scope of the assets across departments, locations, facilities and, potentially, business units.
IWMS integrates five core functional areas within an enterprise which were organizationally and operationally independent and showed minimal interdisciplinary synergy, prior to an IWMS system.
May included multiple software applications One software whose core components include:• Real estate management• Capital project management• Facilities management• Maintenance management• Sustainability and energy management Aligned to EAM processes
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Enterprise Asset Management (EAM) at the University of MinnesotaThe University has initiated a program to enable the enterprise-wide strategic management of assets, resources and technology.
The expected benefits of the program include: Standardized and streamlined business processes and automated workflows Smarter user-friendly technology with better user experience Enhanced business intelligence capabilities, reporting, and control Mobile capabilities Attachments and images Automated KPI’s and metrics/dashboards Increased flexibility and ability to easily integrate with other systems Lifecycle Cost Savings
Benefits align to President Kaler’s Initiatives and Priorities
Students First
Teaching and Learning
Discovery
Research and Innovation
Stewardship
Funding and ROI
Champion Our University
Impact and Reputation
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EAM PHASES
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The EAM Journey: Building a Foundation for Optimized Asset Management
Phase Gate Check
Phase Gate Check
Phase 1 Gate Check
Phase 1.1 Gate Check
Phase 2 Gate Check
Phase 3 Gate Check
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Phase 4 Gate Check
Phase 5 Gate Check
Strategy DevelopmentCompleted August 2014
Planning & ValidationCompleted October 2014
Business Process Redesign (BPR)Completed July 2015
Improvement Opportunities (IO) FocusCompleted:July 2016
RFP’sCompleted November 2016
PrepTarget Completion: March 2017
PrototypeTarget Completion: September 2017
ImplementEAM ToolsetTarget Completion: TBD
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Phase 1 focused on: Current & Future State Process Design completed Improvement Opportunities Identified / Prioritized University / SME Engagement
Phase 2 focused on: Established Phase 2 Governance structure Requirements identified Completed draft of RFP components Published RFP Scored RFP responses
Created demonstration scripts Completed and scored vendor demonstrations Received BOR Approval Awarded RFP Create SOW and complete contract
Phase 3-5 will focus on:• Onboard Consultants • Launch workstreams• Preparation activities (i.e., data
migration/cleanup)• Solidify future state processes
• Testing and training• Assess and prepare employees for
changes • Complete phases of Planning,
Prototype, Implementation, Support and Maintenance
Phase - Visioning focused on: Introduction of EAM concepts and methodology
EAM Consultants PMO Consultant System Integrator (SI)Understands the University needs based on their previous experiences working on the EAM project
Systems Integrator (eCFIM Solutions) will be focused on the implementation and execution of the software
Will serve as a true "owner's rep" to ensure the University’s best interests are met by overseeing the SI activities to ensure that the requirements are meet during design and configuration
Will be “in the weeds” of the implementation and focused on specific tasks critical to each phase
Will proactively work with the University and System Integrator to challenge scope changes to help reduce change orders and cost increases
Will configure the software to meet the business requirements of the University
Will facilitate sessions to update and validate the “to-be” process maps
Will use their tools and methodology to migrate existing data into the new software
Will provide change management structure and direction to the EAM project
Will provide training to system administrators and materials for end-user training.
Will Provide guidance and oversight of the prep phase of the project to include asset hierarchy structure, data migration and clean up, data definition / dictionary, reporting analysis, process validation, interfaces and functional design documentation, roles and responsibilities, etc.
Software setup, actual data migration
Will lead the end-to-end processes for the prototype area across all IWMS modules and the full asset lifecycle
Will provide and oversee and assist training to end users
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EAM TECHNOLOGY OVERVIEW
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To-be Technology Schematic A Leading Practice Integrated Workplace Management System (IWMS) provides the
functionality of over 40 current applications and integrates with additional business unit applications
*Need further IT systems rationalization to determine integrations, replacements and retention.
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IT Systems to be SunsetIT System (Application) to be sunset
Description
FAMIS (Compass Instance) TC, Morris,Crookston
Current Asset Management system
FAMIS (Instance) Duluth Current Asset Management system
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
Kronos Time & Attendance system
BEST Physical Keys and key locks (non-electronic)
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Out-of-the Box / Configurable / Customizable
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Out-of-the-Box: Any functionality that comes shipped directly from the software vendor or can be modified easily (where “easily” means by a trained user, but does not necessarily need to be an IT staff) with built-in workflow tools, templates, and/or best practices provided directly by the vendor.
Configuration: Any functionality that can be created using built-in workflow tools shipped by the vendor or by an IT staff. To be considered configurable, functionality should be forward-compatible with future releases and saved within the application.
Customization: Any functionality that is configured outside of the application, and may not be forward compatible with future releases, often by an external developer. Contains the risk of being costly to maintain over time. Requires Steering Committee or Executive Committee approval, as there is a significant cost associated with customization.
EAM GOVERNANCE MODEL
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Current IWMS Framework
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EAM Executive Committee
EAM Functional Steering Committee
EAM Project Management Office Program Manager / Project Manager
PMO Consultant/ System Integrator
Business Work Streams Technology Deployment
Portfolio Planning
Construction Projects
Space
Real Estate
O&M
Admin Support
Sustainability
Application
Integration / Interfaces
Infrastructure
Test
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Deployment
Reporting & Data
Reporting / BI
GISData Migration / Cleanup / Validation
Disaster Recovery & Business Continuity
EAM Support post go-live
BA Support / Project Coordinator and Support
EAM Executive Sponsor
Advisory Committee
Integration Team
EAM PROGRAM Phase 3 - 6 “Development, Prototype, & Implementation”
Communications
Training
Change Management
Communications
Energy
Mobile
Training
Training
Note: The EAM Program reports to the AVP of University Services
Request Central
Security
EAM NEXT STEPS
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EAM Critical Path & Key ActivitiesEAM Program• Complete SOW & contract for Definitive Logic• Complete SOW & contract for eCIFM
Committees / Meetings • Send out charge letters for Steering Committee
and Track / Workstream Leads• Schedule future Advisory meetings• Schedule Steering Committee kick-off meeting• Schedule Track & Workstream lead kick-off
meeting
System Campus Visits• Crookston – 11/11/16• Duluth – 11/16/16• Morris – 11/30/16
Communications• November EAM Connection newsletter
November 2016
EAM Program• Onboard Lead Definitive Logic Consultant
(proposed 12/6/16)• Prototype area identified
Committees / Meetings• Steering Committee meeting • Track / Workstream Kick-off meeting
System Campus Visits• Rochester – TBD
Communications• December EAM Connection newsletter
December2016
EAM Program• Onboard all Definitive Logic Consultants (proposed
1/3/17)• Update project plan with Definitive Logic activities
Committees / Meetings• Steering Committee meeting • Advisory kickoff meeting • Track / Workstream team meetings• EOC meeting
Communications / Change Management• January EAM Connection newsletter • Stakeholder interviews
January2017
EAM Program• Onboard eCIFM (proposed 2/1/17)• Update project plan with eCIFM activities
Committees / Meetings• Steering Committee meeting • Track / Workstream team meetings• Integration meeting• EOC meeting
Communications / Change Management• February EAM Connection newsletter
February2017
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Activities by Phase 17
Phase Expected Duration Activities
Phase 3: Preparation 2 Months + 1 Month Stage Gate ● Review, update, and finalize to-be process maps● Conduct IWMS readiness assessment for each process area● Document Functional design for technical solution● Conduct core team training on IWMS solution● Validate and work on Improvement Opportunities
Phase 4: Prototype 6 Months + 1 Month Stage Gate
● Design and configure prototype ● Run end-to-end processes for 3-5 buildings across all IWMS modules and the
full asset lifecycle, including activating several interfaces● Load University data into new IWMS system● Develop light training materials● Provide a change management, communication, and training plan● Testing the prototype
Phase 5: Implementation 12 Months + 1 Month Stage Gate
● Configuration of TRIRIGA system to meet the business needs of the University● Comprehensive deployment and “go-live”● Deliver full capabilities – both by function and organization● Full training of end-users, application developers, and system admins● Provide all pertinent documentation, configuration files, and support
information● Begin implementation of transition plan
Phase 6: Post-Production Support 2 Months
● Execute services warranty on tier-1 and -2 issues● Catalog tier 3+ (software platform) issues● Additional training of end-users● Integrator(s)/knowledge transfer