FacilityMAXFacilityMAX

General Services DepartmentGeneral Services DepartmentA Joint Project of the Building Services and Property Control Divisions

Presented to:

DoIT Project Oversight CommitteeDoIT 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

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1stQtr

2ndQtr

3rdQtr

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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