We have initiated the process of replacing our current integrated work management system, FAMIS. We are excited about this project and have assembled a great team of representatives from across the department to guide us along the journey.
Our current Integrated Work Management System (IWMS) system is used to manage work orders, record staff time, track keys, manage and issue parts and supplies, invoice customers, and produce management reports, among other functions. Considering the complexity of our current FAMIS system and that it was originally implemented in 2003, it has worked remarkably well for us. But we are ready to take it to the next level. Our goals for the new system include providing a more intuitive, user-friendly interface using mobile and desktop platforms; integrated time reporting for payroll and customer billing; improved access to current and historical information and metrics; process automation and streamlined workflow; predictive maintenance; and expanded customer communication options.
Access the AiM test environment:
Keys/Access: Jason Schlosser and Brian Lindoerfer are working with the Access Services team to finalize a process which ensures access requests are coming from authorized key liasons. Once this process is finalized we will work on a roll out of the Keys Module in AiM.
O&M: Bea Antequera and members of the core implementation team have been conducting "round 2" testing over the past month and great progress is being made in working through multiple test cases and scenarios. Carolina Pire is also beginning to proof and edit the AiM training guides which will be rolled out prior to system launch.
Staff and proctor training on these modules is being scheduled for Spring 2023. Both modules will be live in time for the 2024 fiscal year which begins on July 1, 2023.
Keys/Access: Steve Pflipsen and the Access Services group are working with the Integrity, Security and Compliance (ISC) team to ensure our door and lock processes meet campus guidelines. Once these decisions have been made, we will create a plan to roll out the Keys module and customer-facing portal (which is called “ReADY”) to our campus key liaisons.
O&M: Bea Antequera and members of the core implementation team have been conducting testing over the past ten weeks and great progress is being made in working through multiple test cases and scenarios. Questions have been identified through this process and we need time to address the outstanding items.
Staff and proctor training on these modules will be scheduled for Spring 2023. Both modules will be live in time for the 2024 fiscal year which begins on July 1, 2023. We will send out another update as soon as we have a revised schedule and project milestones.
O&M: The core group is gathering for a testing and training session for 2 weeks in early September. These sessions will allow the core team to test out the new system in the test environment prior to the production environment being fully built out.
O&M Project Timeline: The O&M project timeline has been revised. Our launch date for the remaining AiM (IWMS) modules including ReADY (the customer-facing self-service module) is December 1, 2022. The O&M working group has been meeting weekly to address setup questions and clean up some of the category types and asset classifications.
Ready Request (Keys): We are working on some back end configuration and the SOP for keys is in development.
Space: The Space Survey module of ReADY is live and accepting survey responses.
Space: The Space Optimization team is live in the Space Management Module of AiM with official space data being maintained in the system along with building floor plans being updated by the GIS/CAD & Document Management Team. We will continue to feed space management data to FAMIS until the remaining modules are completed with implementation. The Space Survey module of ReADY is also live, and CU Boulder is the first University to go live with this ReADY module! Space Optimization is using the module to conduct the Facilities and Administrative (F&A) Indirect Costs Space Survey and update the space data for campus’ rooms and buildings. This survey was administered to I&S organizations as well so some of you will be able to help the campus out and check out the tool.
O&M Project Timeline: The O&M project timeline has been revised. Our new estimated launch date for the remaining AiM (IWMS) modules including ReADY (the customer-facing self-service module) is December 1, 2022.
CPs: Even with the O&M module adjusted timeline, our CPs still need to be closed out by June 30, 2022 in advance of fiscal year end. Please contact Katherine Dunklau if you have any questions on any outstanding CP.
Keys/Access: Steve Pflipsen and the Access Services group will be going through their business process analysis (BPA) next week. The goal is to go live with the Keys/Access module this fall.
Project Staffing Updates: Carolina Pire will serve as our Interim Integrated Work Management System Training and Development Lead. Carolina will be shifting her focus over the next seven months to work on the AssetWorks implementation as well as lead our front-line training for the new program.
Space: The Space module launch has been delayed due to the scope of work needed to be completed. Our revised timeline is to have both Space and the Ready Space modules launched by the end of March.
O&M: Over the past 2 weeks the core implementation team has been reviewing and discussing the draft SOP document (standard operating procedures) for the system. This SOP document will continue to be refined as the project progresses and outstanding questions or issues are resolved.
Project Timeline: The Space module is running behind schedule but the O&M module is still on schedule. Overall the project is still running on time. We are still planning for late April for system testing and walkthroughs to begin with go-live anticipated for July.
Space: We are working on “Ready Space” which is the self service environment of AiM which we will provide to our campus users. In this case, it will be a survey for room use. We are planning some testing for early January. Our goal is to have both Space and the Ready Space modules launched by the end of January.
O&M: We are beginning to shift from the Design phase into the Execution phase of this module. We will be finishing up core business process discussions this week. Next, AssetWorks will draft our SOP document (standard operating procedures) for the system. We should have that first draft ready later in January. The SOP document details the framework for AssetWorks to use to start building the system and will be refined as the project progresses and outstanding questions or issues are resolved.
Project Manager Update: Jason Schlosser is going to take over the project management role from Dana Chesley. Dana will be here until January 7 and they are working through the transition together. Please include Jason and Eric Miller on any project communications moving forward.
Project Timeline: Documentation is trending a little bit behind but overall the project is still running on time. We are currently planning for late April for system testing and walkthroughs to begin with go-live anticipated for July
Space: Work on the space module is ongoing. We anticipate a go-live in January 2022.
Key Control/Access: We are continuing to work on data analysis and fit. The conceptual overview for subject matter experts will be the next step for this module.
- Time Collection/Leave Tracking/Comp Time: we believe that the new AssetWorks system, in conjunction with MyLeave will be able to handle this functionality. Tanya Patzer and the ISHR team members, along with Eric Miller and Bea Antequera are planning to test out this functionality in the coming weeks.
- Inventory and Accounting: decisions need to be made around the annual inventory process, warehouse and truck stock, etc. Some accounting items still need to be discussed and answered. Jon Sherman and Erin Lind are working with Dana Chesley, Eric Miller and Mike Keelin on this.
- Category Types and Work Codes - we worked with Katherine Dunklau, Jason Schlosser and Jessica Bradley, set up a list which could be used for testing. Those items need to be added to the template and then into the AssetWorks sandbox.
- Standard Operating Procedures(SOPs) - We are working on drafting the SOPs and are getting these prepped for folks to review.
- Preventive Maintenance - as we move into AssetWorks we hope to improve the standardization. Tentative solutions are being discussed with Dana Chesley and team.
- Space: Work on the space module is ongoing. It’s nearing completion and we are awaiting some consultant work to be finished before moving forward with final steps.
- Key Control/Access: We are currently working on data analysis and fit. The conceptual overview for subject matter experts will be the next step for this module.
- O&M: We are setting up a series of meetings to take a deeper look at our processes and discuss some internal action items. Subject matter experts will be called in as needed for these deeper discussions. Feel free to reach out to members of the core team if you have any questions.
- AssetWorks Conceptual Overview - Thursday 10/7 Session 1: Inventory
- AssetWorks Conceptual Overview - Thursday 10/7 Session 2: Purchasing
- AssetWorks Conceptual Overview - Thursday 10/7 Session 3: Contract Management
- AssetWorks Conceptual Overview - Thursday 10/7 Session 4: Accounts Payable and Work Order Billing
- AssetWorks Conceptual Overview - Wednesday 10/6 Session 1: Work Management, Planning & Scheduling, Projects
- AssetWorks Conceptual Overview - Wednesday 10/6 Session 2: Time Management
- AssetWorks Conceptual Overview - Wednesday 10/6 Session 3: Asset Management
- AssetWorks Conceptual Overview - Wednesday 10/6 Session 4: Preventive Maintenance
- AssetWorks Conceptual Overview - Tuesday 10/5 Session 1: Shops, Employees, Depts, Orgs, Requestor
- AssetWorks Conceptual Overview - Tuesday 10/5 Session 2: Work Classifications, Codes, Work Orders
- AssetWorks Conceptual Overview - Tuesday 10/5 Session 3: Phase Priorities, Status, Problem Codes
- AssetWorks Conceptual Overview - Tuesday 10/5 Session 4: Emails, Purchase Request, Shop Stock
Preparing the Core Implementation Team for Conceptual Overview Week (Oct. 4-7)
The purpose of the conceptual overview week session is to prepare the core implementation team members to move into the business process definition phase and get ready for decision making which will be coming in the weeks and months ahead. We want the core team to understand how the system fits together. Mike Keelin will be on site Oct. 4-7 to demo AssetWorks base systems to the group and show examples for use-cases.
We are planning a phased roll-out that will occur over the next 12-18 months. The phased project approach will allow all of us to learn the new system and make adjustments as we transition from FAMIS. The working group is pushing hard to have the project complete and the system configured for a go-live time of July 1, 2022.
Space Management Module
We have completed the business process analysis and initial configuration for the new space management module. Next steps will be data migration and finalizing configuration before setting up training for users of this module. Kevin Griffin and team are hoping for a 'soft' go-live for internal users as early as October. The rollout for other campus users is tracking to be later - in January or February. Kevin and team are working on training materials and a survey which will be sent out to all the space coordinators on campus to update space utilization data.
Key Control Module
Key-related data is currently being evaluated and data migration work will need to be assessed. Phil Coyle will work with the Access Services group (and other interested core team members) to schedule the initial conceptual overview sessions in late September or early October.
Operations & Maintenance (O&M)
The O&M module is our largest application module and also the one that affects the most users. This module includes customer requests, work order creation, small projects, inventory management, purchasing, finance and billing, time keeping, work order scheduling, asset management, and preventive maintenance. O&M Conceptual Overview week is tentatively scheduled for Oct. 4-7 and Business Process Consultancy week is tentatively scheduled for Oct. 18-22. Sessions, dates and times will be sent out to the core team as soon as the sessions are confirmed.
Is FAMIS going away soon?
No. The department will continue to use FAMIS until the AssetWorks system is fully operational and all staff have been fully trained. Everyone will receive advanced notification prior to the transition to AssetWorks. Please keep in mind that different modules may transition away from FAMIS at different times.
O&M Conceptual Overview week is tentatively scheduled for Oct 4-7, 2021. Sessions, dates and times will be sent out to the core team.
Business Process Consultancy week is tentatively scheduled for Oct 18-22. Sessions, dates and times will be sent out to the core team.
Work continues on the AssetWorks space module. Kevin and team are hoping for a 'soft' go live for internal users as early as October. The roll out for other campus users will probably be later - in January or February. Kevin and team are working on some training materials and a survey which will be sent out to all the space coordinators on campus.
The working group is pushing hard to have the project complete and the system configured for a go-live time of July 1, 2022.
We are happy to announce the Core Implementation Team for the new AssetWorks system has been finalized:
Project Sponsors: Jodie Ferrera, Brian Lindoerfer
Project Lead: Eric Miller, Information Systems (Technology Lead)
Project Manager: Jon Ellis (AssetWorks)
- Bea Antequera, Information Systems
- Carolina Pire, OCC
- Wilson Batdorf, Space Optimization
- Jessica Bradley, Campus Building Services
- Katherine Dunklau, Planning, Design & Construction
- Alan Fasick, Information Systems
- Kevin Griffin, Space Optimization
- Don Inglis, Outdoor Services
- David Laliberte, Outdoor Services
- Erin Lind, Finance & Accounting
- Tanya Patzer, Human Resources
- Nancy Portner, Website comms/Change Management
- Jason Schlosser, Trades Services
- Jon Sherman, Distribution Center
- Andrew L. Calvo, Work Management
Contract awarded/Design work has started
As you may remember, this project was temporarily placed on hold in May while we sorted out logistics and budgeting resulting from the COVID-19 pandemic. Since then, funding was approved and work has continued behind the scenes to finalize the procurement contract with AssetWorks. After negotiating the final approval on the contract, our information systems (FMIS) team has started to work with the vendor to set up a test environment and develop an initial plan for the project.
What is the revised timeline?
The implementation phase of the project will formally start early next calendar year. We are expecting a phased roll-out that will occur over the next 12-18 months. The phased project approach will allow all of us to learn the new system and make adjustments as we transition from FAMIS. We also want to take the opportunity throughout the project to examine our business processes and make sure the new system is configured to meet or exceed our operational requirements.
Which groups will this affect?
The department will continue to use FAMIS as we are today, until further notice. As we develop the implementation plan, it is likely that our initial focus for the new AssetWorks system will be within our key control and space management groups, although rest assured that maintenance management and other modules will quickly follow.
A core implementation team will be established and we will schedule a project kickoff meeting in January. We will continue to provide regular updates to keep you informed as this project proceeds. Please reach out to either of us at any time if you want more information on the process.
Over the past couple of months we have been working with AssetWorks on the procurement contract for replacing our integrated work management system (IWMS). During this time, the COVID-19 pandemic began, and as a result, we want to update you on how we’re approaching this project.
We know there will be challenges ahead, and we will meet these challenges by focusing on our core mission, by doing our best to support one another, and by looking for creative solutions. While it is too early to quantify the potential budget impacts of the pandemic on the university, we are able to address a few of our department’s immediate financial needs in a thoughtful manner. As always, but especially now, we must be good stewards of our resources.
For this reason, we have decided to put the FAMIS Replacement/AssetWorks project on hold until fall 2020. This is not a decision we make lightly, as we know the replacement of our current work management system must take place in the near future. By fall, we will have a better idea of the financial challenges facing the university and will be able to re-assess the project timeline and scope through that lens.