PLANT OPERATIONS PLANT OPERATIONS IWMS FAMIS IMPLEMENTATION ADMINISTRATION AND FINANCE October 25, 2010
AGENDA P L A N T O P E R A T I O N S � Opening 2:00 – 2:05pm � Facilities Planning and Construction – Business Needs 2:05 – 2:20pm Spencer Moore, Exec. Director, Facilities Planning � Facilities Management – Business Needs 2:20 – 2:35pm Melissa Rockwell, Exec. Director, Facilities Management � Project Organization Structure and Major Milestones 2:35 – 2:50pm Rita Barrantes, Assoc. to CIO and UIT Project Mgr � Break 2:50 – 3:00pm � FAMIS – Project Team Kickoff 3:00 – 4:00pm Steve Drueke, Accruent Project Manager 2
P L A N T O P E R A T I O N S SOFTWARE SELECTION Evaluation September 2009 – March 2010 � Decision for one fully ‐ integrated Enterprise Facility Management f f ll i d i ili � system vs. multiple systems because of significant cost savings, increased efficiency, and improved control. A seamless integration to PeopleSoft was a mandatory requirement � in the selection criteria in the selection criteria FAMIS selected to meet both SPACE management and FACILITY g � management needs, including Environmental Health and Safety (EHS) and Residential Life and Housing (RLH) 3
SPACE MANAGEMENT P L A N T O P E R A T I O N S BUSINESS NEEDS Compliance with CB facilities reporting requirements � Compliance with Circular A ‐ 21 Requirements for the facilities p q � portion of the Facilities & Administrative (F&A) Indirect Cost recovery IRS reporting requirements for private and public use of facilities that IRS reporting requirements for private and public use of facilities that � � are bonded with interest ‐ free bonds Accurate and detailed facilities data needed for internal decision A t d d t il d f iliti d t d d f i t l d i i � making – occupancy, move management, etc. Integration with PeopleSoft for Class scheduling � 4
SPACE MANAGEMENT P L A N T O P E R A T I O N S The FAMIS Space Module will: � Utilize an annual web based space survey to update facilities data. Provide an online interface for maintaining accurate levels of room data using both space audits and space update request. � Provide accurate drawings and detailed space reports accessible to all college business administrators and designated space representatives for each college/division and department. � Allow designated space representatives to view and update space data as changes occur . � Track changes associated with all room information updates including 5 occupants, grants, program codes, etc
SPACE MANAGEMENT P L A N T O P E R A T I O N S INDIRECT COST RECOVERY � The University of Houston’s current combined F&A Rate is 50% � Facilities component ‐ 24% � Administrative component ‐ 26%. � The annual space allocation survey results are crucial in preparing an accurate and defendable F&A Rate Proposal. FAMIS will allow us to: � Distinguish and track separately, the space assigned specifically to a department conducting research down to the occupant level or grant level. � Support different space allocation rules e.g. by grant, researcher, room type, program, etc. 6
INDIRECT COST RECOVERY P L A N T O P E R A T I O N S Room • Multiple Approaches • Prorated Assignment • Room Type Beg/ End Date • Occupying Group Beg/ End Date • Occupant Occupant Allocation Entities Allocation Entities • Functional Use • Prorated Usage Org. Research Lab Biology • Room Administration Classroom Chemistry Chemistry • Dept/Group D /G Function Room Type Group • Occupant • Assignable Cost Level • Room Type yp Hopkins p Grant Grant Pasteur Agency Attributes Occupant/PI 7
FACILITY MANAGEMENT P L A N T O P E R A T I O N S BUSINESS NEEDS • A web ‐ enabled work ‐ order system that will allow a more efficient process of reporting and follow ‐ up of work ‐ orders. • Information for facilities managers to become more proactive instead of reactive to facilities' requirements and enable better decision making. • Tracking and management of planned work • Backlog Backlog • Reports and Productivity Tracking by Service Area • Joint system with Residential Life Work Management • Programmed Maintenance program development for warranty management 8
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Other Business Benefits of Updated and Efficient Work Order System • Efficient and streamlined processes ‐ using standardized data that is shared across the university. • Key resource for Building Coordinator Program and Facility Wide Reporting • Improve safety and environmental planning capabilities, reducing risk Improve safety and environmental planning capabilities, reducing risk from accident and regulatory compliance violations. • Data standardization across the university and the elimination of redundant information held by multiple organizations in various degrees redundant information held by multiple organizations in various degrees of quality and accuracy. • Fast and accurate reporting on critical facilities information. • EHS EHS will be utilizing system and phasing and sharing of work orders will ill b tili i t d h i d h i f k d ill benefit customers and improve services including research support 9
FACILITY MANAGEMENT P L A N T O P E R A T I O N S The FACILITY MANAGEMENT Modules include � Physical plant work order management Ph i l l k d � Preventive maintenance � Maintenance projects � Resource scheduling/labor tracking � Inventory control � Purchasing � Purchasing � Self ‐ service request management � Key control � Asset Inventory 10
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Self ‐ Service � Easy to use Easy to use � Simplifies customer involvement/feedback ‐ Web based customer access � Off ‐ load work control center from phones � Manage queries & status checks � Graphical Navigation � Email Notification � Customizable 11
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Corrective Work Orders Preventive Work Orders Preventive Work Orders � Configurable � Workbenches � Streamline � Scheduling � Simple workflow Simple workflow � Flexible costing BETTER WORK PLANNING! 12
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Inventory � Parts Management � Parts Management � Replenishment � Multiple Warehouses � Cycle Counting � Cost Tracking � Histories � Histories � Intuitive queries 13
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Key Control � Set Up Locks & Keys � Set Up Locks & Keys � Lock/Key Assoc � Track Issues, History, Holders � Returns and Reassignments � Cross ‐ charges � Integrated to Space Mgmt System p g y 14
FACILITY MANAGEMENT P L A N T O P E R A T I O N S Asset Tracking � Equipment � Equipment � Facilities � Vehicles � History 15
PROJECT TIMELINE P L A N T O P E R A T I O N S (Estimate) ( ) Phase 1 Space Management p g Phase 2 Maintenance Mgt Phase 3 RHL Maintenance (TMA) Oct ‘10 ………………......Mar ‘11……..…………….Feb ‘12……….……….………….…June ‘12 16
BUSINESS OWNERS P L A N T O P E R A T I O N S � Spencer Moore, Exec. Sponsor Facilities Planning (Phase 1) g ( ) � Melisa Rockwell ‐ Bellini, Exec. Sponsor Facilities Maintenance (Phase 2 and 3) Facilities Maintenance (Phase 2 and 3) � Bob Schneller, Stakeholder Environmental Health and Safety (Phase 2) E i l H l h d S f (Ph 2) � Javier Hidalgo, Exec. Sponsor Residential Life & Housing (Phase 3) 17
CORE PROJECT TEAM P L A N T O P E R A T I O N S Lillian Wanjagi, Project Owner � F Facilities Information ili i I f i � Rita Barrantes, Overall Project Manager UIT Office of the CIO Haseen Mazhar, Program Manager � UIT Enterprise Systems Peggy Polvado, Application Administrator � UIT Enterprise Systems Steve Drueke, Accruent Project Manager � 18
SPACE MANAGEMENT P L A N T O P E R A T I O N S � Space Utilization � Space Survey � Space Survey � Indirect Cost Recovery � PeopleSoft data integration (employee data and building/room information for CB reporting) 19
MAINTENANCE MGT P L A N T O P E R A T I O N S � Work Orders including Self ‐ Service � Work Orders, including Self Service � Preventative Maintenance � Inventory Control, including fleet and asset management � Key control � Environmental Health and Risk Management � Environmental Health and Risk Management � PeopleSoft data integration ‐ Financials � Reporting and Maintenance Planning 20
PROJECT SUCCESS P L A N T O P E R A T I O N S Stakeholder Support Appropriate Success Change Training Management Effective Communication 21
P L A N T O P E R A T I O N S For project updates, please visit http://www.uh.edu/plantops/famis/ Thank You Questions? Questions? 22
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