UNIVERSITY OF MINNESOTAENTERPRISE ASSET MANAGEMENT PROGRAM

Update November 2016

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EAM AT THE UNIVERSITY

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EAM versus IWMSEnterprise Asset Management (EAM) Integrated Management System (IWMS)Enterprise asset management (EAM) is the optimal lifecyclemanagement of the physical assets of an organization. It covers subjects including the design, construction, commissioning, operations, maintenance and decommissioning/replacement of plant, equipment and facilities.

An integrated workplace management system (IWMS) is a software platform that helps organizations optimize the use of workplace resources, including the management of a company's real estate portfolio, infrastructure and facilities assets.

Management the lifecycle of assets. "Enterprise" refers to the scope of the assets across departments, locations, facilities and, potentially, business units.

IWMS integrates five core functional areas within an enterprise which were organizationally and operationally independent and showed minimal interdisciplinary synergy, prior to an IWMS system.

May included multiple software applications One software whose core components include:• Real estate management• Capital project management• Facilities management• Maintenance management• Sustainability and energy management Aligned to EAM processes

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Enterprise Asset Management (EAM) at the University of MinnesotaThe University has initiated a program to enable the enterprise-wide strategic management of assets, resources and technology.

The expected benefits of the program include: Standardized and streamlined business processes and automated workflows Smarter user-friendly technology with better user experience Enhanced business intelligence capabilities, reporting, and control Mobile capabilities Attachments and images Automated KPI’s and metrics/dashboards Increased flexibility and ability to easily integrate with other systems Lifecycle Cost Savings

Benefits align to President Kaler’s Initiatives and Priorities

Students First

Teaching and Learning

Discovery

Research and Innovation

Stewardship

Funding and ROI

Champion Our University

Impact and Reputation

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EAM PHASES

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The EAM Journey: Building a Foundation for Optimized Asset Management

Phase Gate Check

Phase Gate Check

Phase 1 Gate Check

Phase 1.1 Gate Check

Phase 2 Gate Check

Phase 3 Gate Check

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Phase 4 Gate Check

Phase 5 Gate Check

Strategy DevelopmentCompleted August 2014

Planning & ValidationCompleted October 2014

Business Process Redesign (BPR)Completed July 2015

Improvement Opportunities (IO) FocusCompleted:July 2016

RFP’sCompleted November 2016

PrepTarget Completion: March 2017

PrototypeTarget Completion: September 2017

ImplementEAM ToolsetTarget Completion: TBD

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Phase 1 focused on: Current & Future State Process Design completed Improvement Opportunities Identified / Prioritized University / SME Engagement

Phase 2 focused on: Established Phase 2 Governance structure Requirements identified Completed draft of RFP components Published RFP Scored RFP responses

Created demonstration scripts Completed and scored vendor demonstrations Received BOR Approval Awarded RFP Create SOW and complete contract

Phase 3-5 will focus on:• Onboard Consultants • Launch workstreams• Preparation activities (i.e., data

migration/cleanup)• Solidify future state processes

• Testing and training• Assess and prepare employees for

changes • Complete phases of Planning,

Prototype, Implementation, Support and Maintenance

Phase - Visioning focused on: Introduction of EAM concepts and methodology

EAM Consultants PMO Consultant System Integrator (SI)Understands the University needs based on their previous experiences working on the EAM project

Systems Integrator (eCFIM Solutions) will be focused on the implementation and execution of the software

Will serve as a true "owner's rep" to ensure the University’s best interests are met by overseeing the SI activities to ensure that the requirements are meet during design and configuration

Will be “in the weeds” of the implementation and focused on specific tasks critical to each phase

Will proactively work with the University and System Integrator to challenge scope changes to help reduce change orders and cost increases

Will configure the software to meet the business requirements of the University

Will facilitate sessions to update and validate the “to-be” process maps

Will use their tools and methodology to migrate existing data into the new software

Will provide change management structure and direction to the EAM project

Will provide training to system administrators and materials for end-user training.

Will Provide guidance and oversight of the prep phase of the project to include asset hierarchy structure, data migration and clean up, data definition / dictionary, reporting analysis, process validation, interfaces and functional design documentation, roles and responsibilities, etc.

Software setup, actual data migration

Will lead the end-to-end processes for the prototype area across all IWMS modules and the full asset lifecycle

Will provide and oversee and assist training to end users

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EAM TECHNOLOGY OVERVIEW

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To-be Technology Schematic A Leading Practice Integrated Workplace Management System (IWMS) provides the

functionality of over 40 current applications and integrates with additional business unit applications

*Need further IT systems rationalization to determine integrations, replacements and retention.

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IT Systems to be SunsetIT System (Application) to be sunset

Description

FAMIS (Compass Instance) TC, Morris,Crookston

Current Asset Management system

FAMIS (Instance) Duluth Current Asset Management system

FAMIS Self Service Custom add-on to Compass to allow non-FM users to enter own maintenance work orders

FAMIS (Instance) Space (Includes Visual Map)

Allows for space assignment, occupancy status and graphical reporting

FAMIS (Instance) Space Survey Tool Customized (3rd Party) web based survey tool to manage space data gathered by end users

Unifier Capital Projects planning tool and Financial tracker

ISES/FCA Facilities Condition Assessment for proactive longer-term building maintenance planning

Real Estate Real Estate system to manage leases

Payroll app Combination of Compass and custom tool

IT System (Application) – Still to be determined

Description

Kronos Time & Attendance system

BEST Physical Keys and key locks (non-electronic)

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Out-of-the Box / Configurable / Customizable

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Out-of-the-Box: Any functionality that comes shipped directly from the software vendor or can be modified easily (where “easily” means by a trained user, but does not necessarily need to be an IT staff) with built-in workflow tools, templates, and/or best practices provided directly by the vendor.

Configuration: Any functionality that can be created using built-in workflow tools shipped by the vendor or by an IT staff. To be considered configurable, functionality should be forward-compatible with future releases and saved within the application.

Customization: Any functionality that is configured outside of the application, and may not be forward compatible with future releases, often by an external developer. Contains the risk of being costly to maintain over time. Requires Steering Committee or Executive Committee approval, as there is a significant cost associated with customization.

EAM GOVERNANCE MODEL

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Current IWMS Framework

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EAM Executive Committee

EAM Functional Steering Committee

EAM Project Management Office Program Manager / Project Manager

PMO Consultant/ System Integrator

Business Work Streams Technology Deployment

Portfolio Planning

Construction Projects

Space

Real Estate

O&M

Admin Support

Sustainability

Application

Integration / Interfaces

Infrastructure

Test

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Deployment

Reporting & Data

Reporting / BI

GISData Migration / Cleanup / Validation

Disaster Recovery & Business Continuity

EAM Support post go-live

BA Support / Project Coordinator and Support

EAM Executive Sponsor

Advisory Committee

Integration Team

EAM PROGRAM Phase 3 - 6 “Development, Prototype, & Implementation”

Communications

Training

Change Management

Communications

Energy

Mobile

Training

Training

Note: The EAM Program reports to the AVP of University Services

Request Central

Security

EAM NEXT STEPS

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EAM Critical Path & Key ActivitiesEAM Program• Complete SOW & contract for Definitive Logic• Complete SOW & contract for eCIFM

Committees / Meetings • Send out charge letters for Steering Committee

and Track / Workstream Leads• Schedule future Advisory meetings• Schedule Steering Committee kick-off meeting• Schedule Track & Workstream lead kick-off

meeting

System Campus Visits• Crookston – 11/11/16• Duluth – 11/16/16• Morris – 11/30/16

Communications• November EAM Connection newsletter

November 2016

EAM Program• Onboard Lead Definitive Logic Consultant

(proposed 12/6/16)• Prototype area identified

Committees / Meetings• Steering Committee meeting • Track / Workstream Kick-off meeting

System Campus Visits• Rochester – TBD

Communications• December EAM Connection newsletter

December2016

EAM Program• Onboard all Definitive Logic Consultants (proposed

1/3/17)• Update project plan with Definitive Logic activities

Committees / Meetings• Steering Committee meeting • Advisory kickoff meeting • Track / Workstream team meetings• EOC meeting

Communications / Change Management• January EAM Connection newsletter • Stakeholder interviews

January2017

EAM Program• Onboard eCIFM (proposed 2/1/17)• Update project plan with eCIFM activities

Committees / Meetings• Steering Committee meeting • Track / Workstream team meetings• Integration meeting• EOC meeting

Communications / Change Management• February EAM Connection newsletter

February2017

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Activities by Phase 17

Phase Expected Duration Activities

Phase 3: Preparation 2 Months + 1 Month Stage Gate ● Review, update, and finalize to-be process maps● Conduct IWMS readiness assessment for each process area● Document Functional design for technical solution● Conduct core team training on IWMS solution● Validate and work on Improvement Opportunities

Phase 4: Prototype 6 Months + 1 Month Stage Gate

● Design and configure prototype ● Run end-to-end processes for 3-5 buildings across all IWMS modules and the

full asset lifecycle, including activating several interfaces● Load University data into new IWMS system● Develop light training materials● Provide a change management, communication, and training plan● Testing the prototype

Phase 5: Implementation 12 Months + 1 Month Stage Gate

● Configuration of TRIRIGA system to meet the business needs of the University● Comprehensive deployment and “go-live”● Deliver full capabilities – both by function and organization● Full training of end-users, application developers, and system admins● Provide all pertinent documentation, configuration files, and support

information● Begin implementation of transition plan

Phase 6: Post-Production Support 2 Months

● Execute services warranty on tier-1 and -2 issues● Catalog tier 3+ (software platform) issues● Additional training of end-users● Integrator(s)/knowledge transfer

QUESTIONS?

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Visit us at eam.umn.edu or email us at eamteam@umn.edu.