FacilityMAX - New Mexico Department of Information Technology

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18 Νοε 2013 (πριν από 4 χρόνια και 1 μήνα)

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FacilityMAX


General Services Department

A Joint Project of the Building Services and Property Control Divisions



Presented to:

DoIT Project Oversight Committee

May 28, 2008

Project Background


In 1985 PCD began a journey to develop
an automated “Capital Projects Tracking
System.”


Since 1999 BSD has been attempting to
implement a full scale work management
system.


Both divisions require a “Total Facility
Asset Management” system!

Rationale for the Project


Improve and automate the work flow processes of both
Divisions.


Eliminate separate automated systems with lacking
support and numerous Excel spreadsheets.


BSD purchased, never implemented
DataStream


BSD
Customer Work Order System

(C++) (ISD Developed)


BSD
Preventative Maintenance System

(Java) (ISD Developed)


BSD
Utility Tracking Database

(Access) (ISD Developed)


PCD
Lease Database

(SQL) (ISD Developed)


PCD
“Project Nothing Drops”

(Excel)


PCD
Facility Condition Survey

database


Hundreds

of Excel
Project Budget

worksheets

Justification


Facility assets can represent 25
-
40% of an
organization’s value.


PCD owns: 700 + buildings / $1 billion


PCD leases: 400 leases / $50 million / year


Total Facility Asset Management considers the
overall lifecycle of facilities, from
planning/design/construction through operations
and maintenance and facility renewal.

Business Objectives


Facility Asset Management tracks a
facility, its components, warranties,
maintenance requirements, work
performed and cost of ownership over the
life cycle of the asset.


Fixed Asset / Copy Machine: Does not track
the cost of each toner cartridge, maintenance
nor supplies.


Facility Asset Management does track these
type of costs


Performance Measures


BSD & PCD will rely on FacilityMAX to
track key performance measures.


% of buildings occupied


% of project on schedule on budget


Number of Work Orders Completed


Preventative Maintenance / Customer


Life of Equipment


Greenhouse Gas Emissions


Utility usage

Asset Lifecycle Model

Source: Asset Lifecycle Model for Total Cost of Ownership Management

Core Working Group: APPA, Federal Facilities Council, Holder Construction, IFMA, NASFA.

Schedule


Key Dates


Project Initiation Phase


Start: March 2006


Purchased Software: June 2006


Project Planning Phase


Start: June 2006


June 2006


April 2007


Test/Dev System


Configuration/Installation of FMAX Software: March 2007


Kick
-
off: April 2007


Project Implementation Phase


Start: April 2007


Test/Dev System


April, 2007


Configuration/Implementation of Database Instance


New Data Input and Data Conversion from Legacy Systems


Production Application System


April 15, 2008


Configuration/Implementation


Win2003 Application Server


Migrate FMax Software to Production System & Test


Employee Kick
-
off Meeting: April 16, 2008


Employee Training: April 21


May 2, 2008


Project Closeout Phase


End June 2009


Current Phase

What is FacilityMAX


“A comprehensive facilities and asset
management solution that enables
organizations to improve, automate, and
integrate their facilities management,
asset management, and maintenance
operations.”

Features of FacilityMAX


State
-
of
-
the
-
art Internet Java Technology


Currently linked on BSD Webpage


User Authentication based on User Security Roles and
Permissions


MS Win2003 System co
-
located
-
Simms Enterprise Data Center


MS SQL2005 Database System


FacilityMAX “WorkDesk”


Customizable to Divisional needs.


Business Intelligence Reporting Tool Reports (BIRT)


Adhoc or custom reports available


Open Source, free reporting software


Facilities Condition Assessment


Integrated into the system


FacilityMAX Modules


Work Management


Time Management*


Inventory


Purchasing*


Accounts Payable*


Finance*


Asset Management


Preventative Maintenance


Project Management


Contract Administration*


Property


Human Resources*


Customer Service


Facility Condition Assessment **


Lease


Utility Management


System Administration


* Modules do not replace existing SHARE system


** Module purchased by Amendment Number 2

Questions

0
10
20
30
40
50
60
70
80
90
1st
Qtr
2nd
Qtr
3rd
Qtr
4th
Qtr
East
West
North

General Services


Marilyn Hill, Deputy
Cabinet Secretary


Karen Baltzley, CIO


Building Services


David Simpson, Director


Selby Lucero, Dep.
Director


Property Control


Bill Taylor, Director


Larry Miller, Dep. Director


FacilityMAX


Additional Information

FacilityMAX Modules


Work Management


Work Order creation


Time Management


Time Cards (BSD)


Used to track work orders.
Not a timekeeping system.


Inventory


Warehouse supplies used
against work orders.


Purchasing


Order supplies against
work orders.


Accounts Payable


Used to closeout costs on
work orders.


Finance


Tracks Shop costs


Asset Management


Facility Components


Equipment



FacilityMAX Modules


Preventative
Maintenance


Create PM Work Orders


Create PM Standards


Ties to Asset Management


Project Management


PCD Capital Projects



Contract Administration


Setup contracts


Property


Buildings and Facilities


Human Resources


Tracking employees
including training


Customer Service


Customer Work Orders

FacilityMAX Modules


Facility Condition
Assessment


Facility’s long term
needs


Estimated future costs


Deferred maintenance


Lease


Lease tracking


Lease Costs


Utility Management


Tracks utility usage.


Not available in SHARE


Utility Types


System
Administration

New FacilityMAX Terms


Shop:


Shop Rate:


Equipment Group:


Campus

vs Complex
vs Facility:


Rapid Entry Time
Card: (Sample)


Work Order: (Category)


Phase:


Phase Status:


Administrative (BSD/PCD)


AE (PCD)


Construction (PCD)


Planned (BSD/PCD)


Preventative Maint.(BSD)


Customer (BSD)


Common (BSD)


Routine (BSD)


Sample Property Profile

Sample Project Contract

Sample Project Transaction History

Sample Work Order