CFMS, CMMS, DSS, EAM: Computerized Work Management System
Transcript of CFMS, CMMS, DSS, EAM: Computerized Work Management System
04/13/23 D. Chrusciel FP&M at Iowa State University
Don ChruscielDon Chrusciel
CFMS, CMMS, DSS, EAM, etc.
Computerized Work Management System
MAPPA 2004MAPPA 2004
04/13/23 D. Chrusciel FP&M at Iowa State University
Academic Programming and Space Analysis
Schematic Design to Occupancy – Renovation to New Facility
Maintenance, Enhancements and Upkeep
04/13/23 D. Chrusciel FP&M at Iowa State University
Today’s PresentationToday’s Presentation
CFMS, CMMS, DSS, etc.
Building Blocks to Consider
Begin with the End in Mind (Covey)
04/13/23 D. Chrusciel FP&M at Iowa State University
What is a What is a Computerized Facilities Computerized Facilities Management SystemsManagement Systems (CFMS)? (CFMS)?
Hardware, Software and People, combined with an on-going commitment of Planning and Re-Evaluation, brought together to help solve the most pressing problems relating to the maintenance and management of a facility.
04/13/23 D. Chrusciel FP&M at Iowa State University
Goals Short (tactical) & Long (strategic) Term
Save Resources?
Make Projections?
Support Operations?
Condone What You Have?
Support New Initiatives?
Communicate Important Data
Want Staff to Know More
Make Better & Informed Decisions
Fact-Based, Data-Driven
04/13/23 D. Chrusciel FP&M at Iowa State University
CMMS (Computerized Maintenance Management System) -- “Team Tool”
Planning & SchedulingOversee
Preventive Maintenance Work Orders
CorrectiveWork Orders
CMMS SystemAdministration
System Expansion
Financial & Project Accounting
Oversee
Budgets
Chargeable Work Orders
ChargebackActivity
Deposits
Invoicing
Buying & Inventory Management
BuyingProcard & PO
Facilities Inventory
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What Do You Want from What Do You Want from Your System? Your System?
Billing ModelingBudgetingBusiness FunctionsCapital Projects Tracking
(major/minor)Equipment
Mgmt./InventoryFleet Vehicle ManagementHuman Resources &
PayrollKey Issue/TrackingLabor, Equipment, &
Material Charge TrackingLeases
Materials InventoryPreventive MaintenancePlanning and SchedulingPurchase Order TrackingReport WriterReports (standard use)Real Estate TrackingSpace InventorySmall Tool TrackingUtilitiesWork Order Billing,
Tracking & CorrectionsWeb Interface
04/13/23 D. Chrusciel FP&M at Iowa State University
What Aspects Do You Want What Aspects Do You Want Involved - Project Scope ?Involved - Project Scope ?
Operations and MaintenanceBuilding, Space and EquipmentConstruction and Project ManagementUtilitiesLeases & Real EstateContract ManagementFinance, Accounting and BillingPurchasing, Stores, Human Resources and Environmental Health and Safety
04/13/23 D. Chrusciel FP&M at Iowa State University
InvestigationInvestigation
What are peer universities and/or vendors using?–Using their system, Do they get what we want?
–Can I afford their solution?
–Opportunities of collaboration?
–Can we get what they have?
–Can we copy and migrate theirs to our environment?
04/13/23 D. Chrusciel FP&M at Iowa State University
What Do I Have Now?What Do I Have Now?
Can what we want be defined?– What resources are available
– Financial, staff, students, etc.?
What level of sophistication is needed? Codes, details, recharge activities, tracking, etc.
How complex do we want to go?
Do we know our business practices?
Where will the data go and where is data coming from?
What are the campus protocols that need to be considered?
04/13/23 D. Chrusciel FP&M at Iowa State University
Reflection?Reflection?
What do we have now vs. what do we want?Involve users
Involve key customers
Identify key people – support & champion
Legacy System vs. Manual Operations
No system will meet 100% of the needs
Time, money, quality => considerations
What kind of volume do we have now and times ? for the future (capacity)
04/13/23 D. Chrusciel FP&M at Iowa State University
What is the best solution for What is the best solution for FP&M?FP&M?
Build vs. Buy?
Remember there are common costs regardless of your decision
Hardware, software, inability to react, lost opportunities etc.
Hosting, use of existing (what is salvageable), how much history, implementation plan (pilot, parallel, etc.), & scheduling (timeframe).
04/13/23 D. Chrusciel FP&M at Iowa State University
What is the best solution for What is the best solution for FP&M?FP&M?
AdvantagesMore timely
Larger Customer base (user groups)
R&D
Updates
State of the Art
DisadvantagesLess control of product
Not developed for existing integration (fit into our environment)
If we Buy a system
04/13/23 D. Chrusciel FP&M at Iowa State University
What is the best solution for What is the best solution for FP&M?FP&M?
Advantages We design
Tight integration
Better interfaces
DisadvantagesTime to develop
Resources
R&D
Reinforces status quo practices
If we Build a system
04/13/23 D. Chrusciel FP&M at Iowa State University
Project GoalsProject Goals
Maintain what we have plus more, especially if replacing a legacy system
Plan and implement a system that will meet our goals and objectives beyond the year 2004.
Short-term goals
04/13/23 D. Chrusciel FP&M at Iowa State University
Project GoalsProject Goals
Provide superior data upon which to make key decisionsProvide vital information to customersProvide data to assist in enhancing our services through the utilization of leading edge technologyMeasure our successOptimize use of our limited resourcesContinue to support vision of institution
Long-term goals
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Evaluation & Analysis resultsEvaluation & Analysis results
buyingbuying
Is it our best option?
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RFP TeamRFP Team
Campus InvolvementCentral Computing
Purchasing
Accounting
Human Resources
Legal
Central Stores
Treasurer’s Office
EH&S
Car Pool
Registrar
RFP Team Input and buy-in from all areas at FP&M
04/13/23 D. Chrusciel FP&M at Iowa State University
Bid ProcessBid Process
Get someone’s RFP as a template
Identify Potential Vendors
Talk/visit their customers
http://appa.files.associationdirector.com/PDFs/2003Computers.pdf
http://www.appa.org/GeneralContent.cfm?ItemNumber=1156
04/13/23 D. Chrusciel FP&M at Iowa State University
VendorsVendors
Famis http://www.famis.com
Maximus http://www.assetworks.com
TMA http://www.webtma.com
MicroMain http://www.micromain.com
04/13/23 D. Chrusciel FP&M at Iowa State University
Selection criteria Selection criteria Functional CapabilitiesCompatibility with Technical EnvironmentTechnical Competence of Vendor StaffDemonstrated Success in a Similar EnvironmentDemonstrated Support CapabilitiesCompleteness & Responsiveness to RFPFees and Associated CostsDemonstrated Financial StabilityExpandabilityProposed implementation schedule and planCompany longevity
04/13/23 D. Chrusciel FP&M at Iowa State University
Technical issuesTechnical issues
Existing system enhancements
Central systems integration
Real time data exchange
Enterprise solution – beyond FP&M
04/13/23 D. Chrusciel FP&M at Iowa State University
Justifications Justifications
ExternalBetter information to our customersMore timely information to our customersDirect customer access to informationReal time data exchange with the central university systemsConsistent & reliable
04/13/23 D. Chrusciel FP&M at Iowa State University
JustificationsJustifications
InternalQuicker response time to our customer requestsPuts data availability in hands of end-userIntegrated workflow managementImproved asset controlBetter and faster information to the FP&M workforceBetter use of FP&M resources
04/13/23 D. Chrusciel FP&M at Iowa State University
ScheduleSchedule
Phase 1 – Most important pieces first
Phase 2 – Next based on value and available resources. Evaluate phase 1 and look for efficiencies in system and business practices.
Phase 3 – Expansion and complementary opportunities
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Phase I – Implementation Phase I – Implementation CompleteComplete
Implementation plan and goals established
Functional teams established and roles defined
Vendor consulting services defined
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Project Information SharingProject Information Sharing
Communication – Communication (marketing to the max!)Examples
Newsletters (www.fpm.iastate.edu/famis)Bi-weekly Core Team MeetingsSteering Committee UpdatesTeam meetings and software testing on an as-needed
basisMonthly project review sessions with Vendor, Director
of Facilities and Utilities and Associate V.P. for Facilities
04/13/23 D. Chrusciel FP&M at Iowa State University
Post Implementation EnhancementPost Implementation Enhancement
Look at existing installation - what can we improve upon? (business practices)How can we integrate into existing technology? (campus systems interface)Who in the organization should be data entry, who should analyze? (staff, mgrs., etc.)What technology can we complement this install with? (Web, wireless, etc.)
04/13/23 D. Chrusciel FP&M at Iowa State University
Future Enhancement Future Enhancement
Upgrade to existing software & hardware (schedule)
Additional functionality and enhancements
04/13/23 D. Chrusciel FP&M at Iowa State University
FP&M Business Practices Impact FP&M Business Practices Impact (General):(General):
Removing the SilosData sharing
Tighter integration
Improved data validation
Using vendor customer R&D
Improved information collection & sharing with our customers
04/13/23 D. Chrusciel FP&M at Iowa State University
FP&M Business Practices Impact FP&M Business Practices Impact (Specifics):(Specifics):
Shop Managers managing the workCapital Projects initiating WOSDaily Time Entry & Supervisor ApprovalImproved PM & Equipment HistoryMaterial Stores integration – inventory mgmt.Electronic processing from manual (Purchase Requisitions) Increase to: security, reliability, accessibility, validity, etc.
04/13/23 D. Chrusciel FP&M at Iowa State University
Lessons LearnedLessons Learned
Clarify business factors first80/20 Rule applies to expectations of applicationDo process mapping to remove non- value added workImplement vendors base productBeing a beta test site vs. “going live” with a beta productSecure the software code (buy or proxy)
04/13/23 D. Chrusciel FP&M at Iowa State University
Lessons Lessons LearnedLearned
Partner with developer
Market to get buy in and commitment from entire organization (this must start at
the top)
Make sure vendor and in-house support resources are in place
Insist on documentation including data base schemas
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Thank YouThank YouClosing DiscussionClosing Discussion