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Integrated Workplace Management in Action: An Overview of IBM TRIRIGA
Jens Cajus
© 2012 IBM Corporation
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IBM TRIRIGA enterprise software and services drive business value
OperationalOperationalPerformancePerformance
Improves the efficiency of real estate and facility management functions
FinancialFinancialPerformancePerformance
Increases financial return on real estate
and facility assets
EnvironmentalEnvironmentalPerformancePerformance
Reduces energy consumption andgreen house gas emissions of
buildings and facilities
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IBM TRIRIGA Workplace Solution
Pre-built MetricsCrystal Reports
Time-trendsCAD Reports
My Reports
Enterprise-class DatabaseDocument Repository
Web-based ConfigurationUpgrade Management
TRIRIGA Business ConnectTRIRIGA Off-line
TRIRIGA Data ConnectESRI GIS Server
AutoCADMicroStation
Real EstateProjects
FacilityOperations
Sustainability
Performance Management and Reporting
Role/Process-based Navigation
Single Technology Platform
Interoperability
Workflow Based Applications
Simple-to-Use InterfaceAdapts to User Needs
RemindersQuick Links
My Bookmarks
OSCRERS Means
Energy Star
One Technology Platform, One Common User Experience
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TRIRIGA Core Components
Geographies
Locations
Organizations
Vendors
People
Specifications
Assets
Contracts
Customer Self Service
News
Graphics
Document Management
Reporting
WPM Metrics
GIS Mapping
GANTT Schedules
TRIRIGA Real Estate
Portfolio Planning
Site Selection
Transaction Management
Lease Administration
Lease Accounting
AR Tenant Tracking
Payment Processing
Client Requests
TRIRIGA Projects
Program Management
Fund Management
Scope Management
Cost Management
Schedule Management
Resource Management
Quality Management
Vendor Engagement
Procurement
TRIRIGA Facilities
Space Management
Space Chargeback
Space Requests
Strategic Planning
Move Management
Reservation Management
Personnel Provisioning
CAD Management
Receiving
Invoicing
Requests
Tasks
Contact Center
Service Management
Warranty Management
Preventive Maintenance
Facility Assessment
Security/Key Management
Inventory Management
Capital Planning
Resource Planning
CO2 Emission Tracking
Utility Tracking
Waste Disposal
Water Consumption
Green Opportunities Tracking
LEED/BREEAM Certification
Energy Star Integration
TRIRIGA EnvironmentalTRIRIGA Operations
TRIRIGA Request Central (Customer Self Service and Locator)
IBM TRIRIGA Workflow Based ApplicationsRole-based Applications
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Role-based views and actions: pre-packaged workplace roles reduces implementation costs
• Enterprise• Workplace Executive• Business Unit
Manager• Real Estate
• RE Contract Manager• RE Executive• RE Transaction
Manager• RE Portfolio Manager• RE Project Team
Member• Projects
• Project Executive• Program Manager• Project Manager• Project Team
Member• Facilities
• Asset Manager• Facilities Executive• Portfolio Manager• Move
Manager/Planner• Space
Manager/Planner
• Operations• Facility Assessment
Manager• Contact Center
Manager• Contact Center Agent• Contract Manager• Inventory Manager• Operations Executive• Purchasing Manager• Service Manager• Service Technician• External Service
Provider• TREES
• Environmental Manager/Planner
• Self-Service• Self-Service User
• Application• Application
Administrator• Application Builder
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One Source : automated links to operational workplace functions
ProjectsFacilities
OperationsReal Estate
One System, One Truth
Integrated Workplace
Management
Cascade down objectivesAnalyze plan performance
Evaluate against goals
- Space Utilization Metrics to RE
- Space Allocations
Lease Responsibilitiesto SLA (Call Center)
Acquired Assets &Warranty passed to
Operations
Work TasksTied to Projects
CAD Drawings available to construction Projects,
consistent methodology
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Analytics & Reports
TRIRIGA Reports
TRIRIGA Ad Hoc Queries
TRIRIGA Graphical Reports
• Pie, Bar Charts, Lists• Simple, easy to create• My Favorite Reports
• Pie, Bar Charts, Lists• Simple, easy to create• My Favorite Reports
• CAD based – AutoCAD/ MicroStation• Web based – DXF/GFX• User defined queries
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Analytics & Reports
TRIRIGA WPM Metrics
TRIRIGA GIS Adaptor
TRIRIGA Advanced Reporting
• Align, Analyze, Act• 160+ pre-delivered metrics• Customer defined goals
• ESRI integration• Geo Spatial Navigation/Queries• Interact with data
• BIRT• Embedded • Integrated• Translated
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TRIRIGA Offline extends the supply chain and simplifies user experience
TRIRIGA On-Line Work Task
TRIRIGA Off-Line Work Task (Excel)
TRIRIGA auto-creates and sends
emailed form auto-updates record
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GUI BuilderGUI Builder
Real Property (Single) Platform
• Robust/Configurable UI• Dynamic UI• Data validation
• Unlimited Field count• Graphical• Manage Data
Relationships
Data ModelerData Modeler
• Report any field• Report on any object• Graphs and Summaries• Incorporate into
dashboard
Report BuilderReport Builder• Localization Standards - UOM - Date/Time formats - Language - Currency• Language Editor• Currency Editor
InternationalizationInternationalization
• Automate business process
• Automate application functions
• Rich Logic• Data manipulation
Workflow BuilderWorkflow Builder
GUI BuilderGUI Builder
– Streamline and reduce the number of databases– Provide ability for systems to be more responsive to future changes to support—Support those unique business rules that make our customers competitive—Support global customers—Support communication between other key solutions
Strategic Platform ObjectivesStrategic Platform Objectives
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TRIRIGA – Request Central / ”Service Desk”
• Request Central streamlines facilities product and service requests and increases efficiency of fulfillment.
• Self-service requests for products, services, moves, and reservations submitted via a web portal
• Contact Center - Utilize a powerful but simple user interface to manage requests from calls, emails or faxes; quickly identify the caller or contact and get immediate access
• identify the Service Level Agreement criteria for the contact, the contact's organization and the problem's location
• access a central knowledge base that provides solution records based on the type of problem
• capture the conversation with the caller for historical purposes and future use.
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TRIRIGA - Operations• Operations and Maintenance
Management• Define and utilize maintenance, operations
and inspection standards, procedures and plans using procedure libraries
• Execute and manage corrective and preventive maintenance, including resource assignment, work order status, task list, and documentation
• Request, schedule and perform condition assessment inspections
• From setting goals, through assessing buildings, to analyzing the acquired data.
• Based on base TRIRIGA – contracts, SLA, documents etc
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TRIRIGA - Space Management
• Space Management – part of TRIRIGA Facilities
• Provides space management to improve space utilisation and reduce operational costs.
• Space management tracks space occupancy to identify under-utilised and vacant space
• Automates the capture and allocation of space usage, charge backs to internal departments.
• Integrated AutoCAD and MicroStation tools provide automated capture processes,
• Bi-directional links and visual management of locations, assets, people and organisations based on floor plans and other drawings
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Business Challenge
Key TRIRIGA Features
• Streamline the MAC process from request thru the move itself• Customer Self Service with entitlement rules• Move execution with automated smart tasks
Wells Fargo streamlines service delivery processes
Wells Fargo streamlined the move process to shorten the business disruption. Starting with Self Service, an employee can initiate and track the request. Automated task assignments and critical path scheduling aligns all resources required to execute move.
• Inefficient processes to know who needs to move, when & where• High churn costs• Lack of coordination between support staffs
Effective move planning and execution reduces business disruption
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From/To Graphics
Auto Approval
Employee Self Service
Web-Based Move
RequestAuto Delivers Work
Assignments
Effective move planning and execution reduces business disruption
Security Access
Mail Room
Telecom
Corporate Directory
Furniture
Personnel Supplies
IT Equipment
Signage
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Business Challenge
Key TRIRIGA Features
• Knowing how many spaces an organization is going to need in the future• Maximizing the efficiency of how space is used
• Automated space forecasts streamline data collection and validation• On-line survey provides immediate feedback on utilization• Off-line excel survey simplifies requirements gathering with business units
Nokia’s real estate division was able to reduce their overall portfolio by 3 million square feet representing significant annual savings in both base rent and operating expenses. With TRIRIGA, they are able to quickly identify under performing facilities and take appropriate actions to reduce vacancies out of their portfolio.
Nokia aligns portfolio with business demand
Automated space forecasts streamline data collection and validation
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Space TeamSends Space Forecast to
Organizations in the Field
Space Team• Compares Supply to Demand
• Visualizes Future Space Requirements• Establishes Strategy
Off-line Data Entry
On-line Data Entry
CustomerCompletes Survey &
Returns
Automated space forecasts streamline data collection and validation
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Business Challenge
Key TRIRIGA Features
• Multiple requests for limited conference room resources• Limited visibility of conference room use• Lack of coordination between parties
• Request & reserve rooms & services centrally• Provide oversight to how resources are being used• Coordinate all services for meeting reservations including vendors
Pfizer leverages TRIRIGA Reserve for all conference room scheduling. Employee’s simply log in, request meeting time, type of venue, number of attendees etc and Reserve automatically locates a conference room based on availability. Pfizer gets real time reporting on the utilization of these valuable resources
Pfizer manages worldwide conference scheduling with Reserve
Manage conference rooms and shared resources to improve utilization
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Open Reservation
Conference RoomsProject/Team RoomsAlternative Offices
Employee Self Service
Web-Based Reservation
Select Resources
• People (Attendees)• Locations• Equipment• Room Layout• Food Orders
Space TeamManages &
Coordinates Work Associated to Reservation
Manage conference rooms and shared resources to improve utilization
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Business Challenge
Key TRIRIGA Features
• Seeing graphically what the portfolio looks like• Knowing precise square footage/metering• Creating graphical WHAT IF scenarios
• CAD Integrator for AutoCAD and Microstation provides bi-directional data updates • CAD and Web based graphical reporting shows real time information• Review & approve WHAT IF scenarios graphically
University of Albert leveraged the power of the bi-directional integration between the AutoCAD and the TRIRIGA IWMS solution to reduce the time of maintaining accurate CAD information by 75%.
University of Alberta cuts 75% of man hours needed to create and update their CAD drawings
Integrating CAD/BIM floor plans with your IWMS data provides accurate spacial data to business
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Construction Operations Bldg Info Exchange
TRIRIGA is a J2EE application that supports
interoperability between a variety of architectures and
systems. Therefore, TRIRIGA supports Building
Information Modeling (BIM) by using COBIE standards as
developed by the National Institute of Building Sciences
whereby IFC classification files formatted in XML are
imported/exported through TRIRIGA.
How TRIRIGA Supports COBIE & BIM
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Autocad/Microstation• Attach Drawings to TRIRIGA
• Automate Area Measurements• Manage all Meta Data in CAD
• Run Queries
TRIRIGA Web Environment• Receive Data from Drawings
• Automate Area Measurements• Manage all Meta Data in TRIRIGA
• Run Queries
Bi-directional interface
Integrating CAD floor plans with your IWMS data provides accurate spacial data to business
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TRIRIGA Environmental and Energy Management Software - TREES• Achieve your environmental and
energy management goals. • Reduce energy consumption and
meet sustainability goals.• Identifies worst-performing facilities• Generates higher returns from
energy efficiency projects• Accelerates implementation of the
top-three tactics used to achieve facility energy reduction goals.
Energy Sources
Building
Metrics
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TRIRIGA TREES - Business Value
OperationalOperationalPerformancePerformance
Financial Financial PerformancePerformance
EnvironmentEnvironmentalalPerformancePerformance
TRIRIGA TREES reduces energy costs and helps you achieve carbon reduction goals
• Measure energy consumption• Certify facilities for sustainability• Improve green condition index
• Reduce energy costs of facility operations
• Optimize capital spending• Sell carbon credits
• Reduce emissions of facility operations• Compare facilities to EPA’s Portfolio Manager• Achieve LEED, Energy Star Ratings
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Business Challenge
Key TRIRIGA Features
Nokia, in their EMEA region, have achieved savings of 8,000,000 kWh, approximately 7% of Nokia facilities’ total energy consumption for that region. The China and Americas region achieved 7,000,000 kWh of energy saving, approximately 8% of the Nokia facilities’ total energy consumption for that region
Nokia utilizes TRIRIGA globally to manage energy saving projects
Track utility services to evaluate and report on usage and costs for environmental initiatives
• Utility data is held in a wide array of systems• Utility breakdown not known for some buildings• No centralized reporting
• Utility data loaded directly from utility bill payment providers• Integration to meters via BAS, BMS, EMS automate data load• Reports show trends and spikes in the portfolio
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TRIRIGA Collection Processes
Energy Sources
Building
Metrics
Track utility services to evaluate and report on usage and costs for environmental initiatives
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Business Challenge
Key TRIRIGA Features
Grainger implemented the TRIRIGA the TREES and Projects modules to help achieve its corporate environmental mandate. Energy consumption information is sent electronically from AdvantageIQ and Energy Advantage monthly on all facilities. With this information, Grainger is able to identify inefficient facilities, assess where opportunities exist for improvement, and manage projects to implement the improvements.
Grainger leverages TREES for their corporate environmental mandates
Automated carbon footprint calculator reduces cost of carbon measurement
• Difficult to record let alone calculate carbon footprint across your entire portfolio• Complex factors and different methodologies must be considered
• Automatically calculates carbon footprint across portfolio using GHG Protocol• Records energy consumption• Auto-calculates emissions for Scope 1, Scope 2 and Scope 3
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TRIRIGA Collection Processes
TRIRIGA Environmental Logs
Building, Land, Structure
Auto Calculated Carbon Log
Energy/Environmental Metrics
Carbon Analysis Form
Energy Sources
Utility Invoice
Building Management System
MeterEnvironmental System
TRIRIGA Collection Processes
BusinessConnect
Offline Form
Utility Invoice Form
Energy LogWater LogWaste Log
Carbon Credit LogEmissions Log
Travel Log
Automated carbon footprint calculator reduces cost of carbon measurement
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Business Challenge
Key TRIRIGA Features
City of New York manages energy projects to support local regulations
Track environmental programs and projects to reduce carbon and energy usage
• Opportunities to improve environmental sustainability often get overlooked• Environmental data and projects data often in disparate systems• No checks and balances after project completion to validate impact
• Compares projects across portfolio to optimize capital spend & environmental impact• Measures the funding required to meet environmental sustainability goals. • Validates success of projects to reduce environmental impact & costs of buildings
City of New York tracks all city wide energy projects within TRIRIGA to meet local regulatory reporting requirements. Through TRIRIGA Projects, the carbon reductions are tracked and rolled up by agency, project, program, funding source and overall city portfolio
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TRIRIGA Environmental Logs
TRIRIGA Inspection Manager
Identify underperforming locations
Opportunity Analysis
Planned work requestFunds committedCapital Project generation
List of Opportuniti
es
Perform Energy Audit
Track environmental programs and projects to reduce carbon and energy usage
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How TRIRIGA delivers business value withIBM TRIRIGA Real Estate
Lease Abstractors
Lease Accounting
Lease Administration Portfolio Managers
Customer
Monitor Critical Dates
Track CPI Adjustments
Manage Co-Tenancy Clauses
Manage Sales Reporting requirements
Track Third Party/Sublease Contracts
Process Real Estate Payments
Perform OPEX/CAM Audits
Comply with FASB Rules
Integrate to GSA Rent Bills
Generates Space Requests
Manage Real Estate Transactions
Execute Real Estate Strategies
Create Lease Abstracts
Track Lease Documents
WPM Metrics
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Customer
Vendor Sourcing
Generate Project Requests
Process RFP & Bids
Track Vendor Contracts/Invoices
Manage Procurement
Track Programs and Funds
Management Project Budgets
Monitor Project Cash Flow
Project Management
Track Project Schedules
Manage Project Resources
Report Job Site Incidents
Track Project Documents
Performs Facility Assessments
Performs Capital Planning
Program/Project Finances
How TRIRIGA delivers business value withIBM TRIRIGA Projects
WPM Metrics
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Customer
Portfolio Planning
Conference Services
Space Management
Manage Shared Resources (Conference Rooms)
Align Business Demand (forecasting)
Execute Portfolio Strategies (planning)
Space/Move Requests
Personnel On/Off Boarding Manage Space Utilization
Track Department Allocations
Track Personnel Occupancy
Manage CAD/BIM Floor Plans
Track Assets
Report Execute Order 13327
Manage Moves
How TRIRIGA delivers business value with IBM TRIRIGA Facilities
WPM Metrics
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Procurement/Inventory
Corporate Security
Building Operations
Service Team Customer
Generates Request
Manage Security Access
Track Assets
Manages Preventive MaintenancePerforms Facility Assessments
Performs Capital Planning
Manage Inventory
Manage Procurement
Allocates Work to Resources
Tracks Vendor Contracts
Estimates Work
Tracking Technician Work
Mobilize Workforce
How TRIRIGA delivers business value withIBM TRIRIGA Operations
WPM Metrics
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Customer
Generates Requests & Surveys
Manage & Reduce
Manage Programs and Funds
Track Environmental Projects
Job Estimating
Perform Capital Planning
Measure
Track Utilities & Services
Report Carbon Footprint
Manage LEED Projects
Benchmark Energy Star
How TRIRIGA delivers business value with IBM TRIRIGA TREES (Utilities &Sustainability)
WPM Metrics
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IBM TRIRIGA Application Builder : Configuring and extending application
Data ModelerCreate tables, add fields
Asset Business Object
• No programming• No DBA• No Uncompromised source code
X
Schedule PM Service
Create Repair Task
Renew Warranty
Workflow BuilderCreate business logic
Form BuilderCreate context specific forms
Asset as HVAC Equipment
Asset as Furniture
Asset as IT Equipment
Questions?
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Acknowledgements, disclaimers and trademarks
© Copyright IBM Corporation 2012. All rights reserved.
The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software.
References in this publication to IBM products, programs or services do not imply that they will be made available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM’s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth, savings or other results. All statements regarding IBM future direction and intent are subject to change or withdrawal without notice, and represent goals and objectives only.
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