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.

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