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

04/13/23 D. Chrusciel FP&M at Iowa State University

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

04/13/23 D. Chrusciel FP&M at Iowa State University

Evaluation & Analysis resultsEvaluation & Analysis results

buyingbuying

Is it our best option?

04/13/23 D. Chrusciel FP&M at Iowa State University

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

04/13/23 D. Chrusciel FP&M at Iowa State University

Phase I – Implementation Phase I – Implementation CompleteComplete

Implementation plan and goals established

Functional teams established and roles defined

Vendor consulting services defined

04/13/23 D. Chrusciel FP&M at Iowa State University

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

04/13/23 D. Chrusciel FP&M at Iowa State University

Thank YouThank YouClosing DiscussionClosing Discussion

dchrusci@iastate.edu