AssetWorks IWMS Implementation Project

 The current moving and hauling request form will be decommissioned at 12 noon on Friday, June 30 and the new ReADY Request system will launch on July 5, 2023.

• The new ReADY Request system will go live on Wednesday, July 5, 2023. 
• The current Moving and Hauling request form will be decommissioned at 12 noon on Friday, June 30, 2023.
• You won’t have the ability to submit a service request online until the new system launches on July 5.
• Please contact our property services group at 303-492-6524 or email propserv@colorado.edu with any questions. 
• Starting July 5th all moving and hauling requests will have to be submitted in the ReADY system before they can be scheduled. No moves will be scheduled before the request is submitted. No Exceptions.

The current dry ice and liquid nitrogen request form will be decommissioned at 12 noon on Friday, June 30 and the new ReADY Request system will launch on July 5, 2023.

• The new ReADY Request system will go live on Wednesday, July 5, 2023. 
• The current Dry Ice and Liquid Nitrogen request form will be decommissioned at 12 noon on Friday, June 30, 2023.
• You won’t have the ability to submit a service request online until the new system launches on July 5.
• Please contact our Distribution Services group at 303-492-6369 or email invorder@colorado.edu with questions

To ensure a smooth transition and accurate processing of payrolls and billing, we are asking that everyone enter their worked hours for the period up to midnight on June 30th into FAMIS.  If you are scheduled to work any hours after 12noon on June 30, please enter all your scheduled hours into a timecard before 12 noon so your supervisor can approve it by noon.

All submitted hours must be approved by 12 noon on Friday, June 30th. Please note that FAMIS access will be restricted to read-only mode starting at 2 pm on the same day.  After 2 pm, if you notice any errors, please promptly reach out to Erin Lind and Tanya Patzer.

On Friday, June 30th, we will be conducting the final bi-weekly payroll, monthly payroll, and WO feed from FAMIS. We need all timecards with supervisor approved status by 12noon on June 30th. 

Should you have any questions or concerns, please reach out to Tanya Patzer.

Building Proctor and Manager Training on the AssetWorks ReADY request system will be offered during the week of June 26-30. If you are interested in sitting in on one of these training sessions, please feel free to join. The ZOOM information and links are included below.  This is an optional training which will show the building proctors and managers how to navigate the new “ReADY Request” system which will be going live on July 5. 2023.

Building Proctor and Manager Training Sessions

Training will be provided from June 26 through June 30, 2023

Sessions will be offered via ZOOM and are open to any CU Boulder staff members who have a building manager, proctor or coordinator role. There is no need to sign up in advance, you and your building colleagues are welcome to attend any session.

There will be two training sessions offered each day:

Morning session: 9am - 10am https://cuboulder.zoom.us/j/94240305019

Afternoon session: 1pm - 2pm https://cuboulder.zoom.us/j/96406159382

AssetWorks O&M module training is starting on Monday morning and we’re excited to see many of you over the next three weeks. If you have questions about which training sessions you are signed up for, please reach out to your supervisor and/or a representative from the Core Team to make sure you have the correct dates and times on your calendar.  All the trainings will be held on East Campus, in Research Lab 2 (RL2). The building address is 1540 30th Street. Parking is available on the east side of the building (lots 560 and 561).

Parking options

If you drive a FacMan vehicle down, park in one of the service spots in lot 560, eastside of RL2. FacMan vehicles don’t need a special parking permit…but don’t park in 561 (the rows closest to the ARCE building) as those are short term paid parking only.

If you drive your personal car to RL2, a $5 daily parking permit can be purchased directly via the CU Boulder Online Parking Portal.  Log in using your IdentiKey and choose lot 560 as your location. If you only want to park for an hour or two in your personal vehicle, hourly parking can be purchased in the Park Mobile Meters near lot 561.

Thanks to our friends at Access Services, the back door (east side of RL2, closest to the dock) will remain unlocked from 7:30am - 4:30pm Monday through Thursday for the first 3 weeks in June.

We are at the final stages of the FAMIS to AssetWorks work management software transition and there is a lot going on in the coming weeks. This is the push to the finish line on a multi-stage project that we’ve been working on for over three years. The last 10% of any project always seems harder than the first 90%...and our core team is working diligently to clean up all the punch list items that need to happen in order to launch the O&M module on July 5. We know there will be bugs and some clean up items that will be addressed after we launch. We’ll need help from all of you to get through this launch, and then our work begins again, as we learn to navigate this new system. 

AssetWorks Key Access Control Module and its Key Request tile in ReADY Request are Live!

Key Access Control and ReADY Request for keys launched on May 22. These two components complement each other: the key request tile in ReADY Request allows key liaisons to request keys. These requests create tickets in AiM Key Access Control (KAC). AiM KAC is the system that manages everything related to the key (from the creation of access points, locks, keys, to the actual release/return/renewal of the key. 

• We have over 100 authorized key liaisons who have been granted access to the new system already. 
• A big thanks to Adam Garrett, Danny Gallegos, Steve Pflipsen, all the members of our Access Services team, Bea Antequera and Phil Coyle, all the members of our FMIS team, and all the members of our IWMS core implementation team who helped with this successful system launch. 
• Questions about the key module should be directed to FMaccess@colorado.edu 

Operations and Maintenance (O&M) Module Updates

• The Operations and Maintenance module is the largest piece of the AssetWorks puzzle. The O&M module will be used to manage work orders, record staff time, manage and issue parts and supplies, invoice customers, and produce management reports, among other functions.
• We are in the final stages of data clean up and testing on the O&M module.
• O&M training for FM staff and our campus building proctors is scheduled through the month of June. You should have already heard from your core team representative with information about what training you will need, and when those training session(s) are happening.
• Training is mandatory and access to the new module cannot be granted without training.
• FAMIS will sunset at 5pm on Friday June 30, 2023
• Since we are a 24/7 operation, we will have plans to accommodate all the scheduled (and unplanned/emergency work) that happens from 5pm Friday June 30 through midnight on Tuesday, July 4. More information on this phase will be communicated in the coming weeks.
• The O&M module will go live on Wednesday, July 5. 

AssetWorks Key Request System (ReADY Request) is Live!

The new AssetWorks key request system is up and running! To request a key, click here:  AssetWorks ReADY Request

Key requests are only accepted from authorized key liaisons. If you are not an authorized key liaison you can request to become one. 

If you have questions please email fmaccess@colorado.edu or come into our office at the stadium (lower level of Folsom Stadium, below Gate 8, room1B53). We will be open from 7:30am to 4:30pm Monday through Friday this week.

Q&A

Below are answers to a few questions that came up during the forum. For those who asked about classroom security, those answers will be coming soon.

Topic	Questions	Answer
Maintenance Prototype	Is there no “other” category where we can write in our concern if we can’t find something that fits?	TBD
Maintenance Prototype	Will others who are not Building Proctors be able to submit a request?	Yes, anyone with an identikey.
Maintenance Prototype	Do you access via mycuinfo or via a website?	Via a website.
Key Request	Can more than one person order keys for our department?	Yes, if departmental leadership authorizes an individual to administer keys then they will be granted access to the key request module.
Key Request	Can a key liaison only be responsible for their home department and not the whole building?	Yes.
Key Request	Do current Key Liaisons need to re-apply?	Yes, authorizations expire after one year.
Key Request	Can a  person order keys to more than one building/location?	Yes, these types of requests will be worked through on a case by case basis with Access Services personnel.
Key Request	Can you request general keys for a department rather than a named individual?	No
Key Request	Is this process also good for requesting a key transfer to another individual?	Not at this time.  Please contact Access Services directly either by phone (###-###-####) or email at fmaccess@colorado.edu to ensure the transfer is updated in our Key database.
Key Request	Can we reassign a key after its been turned in?	Yes, contact Access Services directly either by phone (###-###-####) or email at fmaccess@colorado.edu
Key Request	Are the users in the new key system still populated by the BuffOne Card process?  Meaning, when new employees start, it appears the current system won’t populate their name until they get their BuffOne card.  Is this still the same case for the new system?	Yes, a buffone card is required to both request and receive keys.
Key Request	Can we request keys for students using their student identikey or will they need an exchange	You can use identikey.
Key Request	So we no longer have the option of just walking over to access services and requesting a key?	You are more than welcome to make a request in person at the Access Services’ counter during business hours..
Key Request	Can you request multiple keys at once or do we need to submit a request for each key?	The form allows you to select the quantity of keys you are requesting.
Key Request	When will we need to re-apply?	Authorizations will expire in one year.
Key Request	Will there be a similar change and reapplication for using CCURE and granting swipe access?	Once AssetWorks is implemented we will be undergoing work process revisions surrounding the electronic access program. If changes are required we will communicate with everyone in advance of making adjustments.
Key Request	Will individuals also need to re-apply to be one who grants CCURE swipe access as well?	At this time the key liaison departmental authorization forms do not apply to CCURE.
Maintenance Prototype	With multiple people able to turn in work requests how will we keep multiple requests for the same issue from being reported?	This scenario currently occurs as anyone on campus can submit a work request, and frequently multiple requests are received for the same issue. The OCC dispatchers filter these requests so that the appropriate work unit only receives one work request rather than duplicates.
Key Request	We can see who has what key at the moment in our building. Will we be able to see that in the new system?	You can request a report. (Phil question)
Key Request	It looks like the authorization request is assigning key liaisons for a single department.  Right now, as building proctor & key liaison, I can authorize keys for tenants.  The building has many different departments and programs as tenants.  Does this new process mean that tenants will now need to work with their home departments/programs to request keys for the building?	TBD
Key Request	We request the key with an identikey and the requestor additionally needs a Buff card?	Yes, this is the current practice.
Key Request	So when separating is the system prompted to notify them to turn in the key or is that still on the proctor to get them back?	If a request is submitted the system will notify the key liaison that a person has picked up a key. Currently there is not a workflow for a key liaison to initiate a key return through the system. Key return processes during separations should continue to be completed as directed by your specific department.
Key Request	For the key requests and BuffOne access, I have access to the Access Services system to add people for access to EHSC. Will I still have that access?	As long as you have completed the key liaison departmental authorization form you will have access to submit key requests.
Maintenance Prototype	If someone else does submit a work request will the building proctor get notification like we do now?	Yes.
Key Request	Currently, we can see who has what key and the number by building, will we be able to see that info in the new system	Yes, I think we can BUT they will be able to see any building across campus- we need to talk through what this looks like. Really needs a ready enhancement. They could go window shopping is the risk. Two reports- put in campus mail box code and get the entire department or 2 they can put in a building and see everybody in the building and what key they have, but they can’t see what rooms those keys open in either of the reports. Need to talk with Brian and Jodi.

More information and resources will be emailed out in the coming weeks and months. If you need clarification on any of the answers above, or have any additional questions, please reach out to me.

Thanks for attending the Building Manager and Proctor Forum this morning. For those who were not able to attend, here is a link to the recording.

Key Authorization Form

This form provides a means for departments to formally authorize a key liaison for the purpose of submitting key requests to Access Services: Key Liaison Authorization form

Q&A

We are working on a question and answers (Q&A) document to provide answers to all the questions that came up at the session. I will send that to all of you out via email as soon as we have all the answers.

Training

In the meantime, I am setting up some ZOOM sessions. For those who would like additional training or have questions regarding the new key request process and requirements.

Zoom session 1: every day, Monday through Friday at 9:00am https://cuboulder.zoom.us/j/91631984612

Zoom session 2: every day, Monday through Friday at 1:00pm https://cuboulder.zoom.us/j/95865029548

Please feel free to join any day at either of these sessions, I will be there to answer all your questions.

Timeline

Access Services will be open on May 19, 2023 but the FAMIS key request portal will be discontinued on that day. Going forward, any new key requests will need to be processed through the new Ready Key Request Module which will be up and running on May 22, 2023.

For nearly 20 years, FAMIS has been the heart of CU Boulder Facilities Management operations. It sends work orders to technicians, provides automatic billing and cost distributions to departments, and captures labor and material costs for our 399 owned or operated campus buildings. It also tracks over 13 million gross square feet of campus space and occupancy, supports a preventative maintenance program for equipment and building systems, tracks staff hours, manages inventory, and allows tracking of keys across campus. Lastly, it also supports procurement processing and the operations control center (OCC). 

Why AssetWorks? Over the coming months, FAMIS will be replaced in phases by a new software system called AiM by AssetWorks. AiM is an integrated work management system used by over 60 colleges and universities nationwide. 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.

Why is the change necessary? FAMIS has worked remarkably well for us since 2003, but IWMS software platforms have come a long way since 2003 and our work demands additional functionality that the current system can no longer support. 

How will this implementation impact staff? It takes a village to implement a new system. The core implementation team includes staff from Facilities Operations, Work Management, Outdoor Services, Campus Building Services, I&S IT, Procurement, Finance & Accounting, I&S Human Resources, Planning, Design & Construction and the Office of Space Optimization, all committed to making this transition successful. 

What are the next Steps?

Timeline and Transition Plan: We have three primary “modules” within AssetWorks:  Space, Keys and Operations & Maintenance (O&M).  The Space module is already up and running.

Important Dates: More detailed information on the Keys and O&M cutover plans will be available in the coming months. In the meantime, mark your calendars for these key dates:

• Operations & Maintenance (O&M) Training - first three weeks of June 2023.
• Operations & Maintenance (O&M) Go Live -  Saturday, July 1, 2023. 
• FAMIS sunsets at 5pm on Friday, June 30, 2023.

Training 

• Facilities Management staff trainings are scheduled for the first few weeks in June with new staff onboarding to take place periodically. Training will be recorded and posted online with user guides incorporated into the AiM application help screens.  
• A how-to-submit-a-work-order guide for the greater CU Boulder community will be available on the Facilities Management website in June. 

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.

Core team members continue to meet each week to discuss various aspects of the project.
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.

O&M:  

• 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.

We had a productive week last week going through our business processes with Mike Keelin from AssetWorks. Coming out of those meetings, here are our next steps:

• 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.

Mike Keelin was in town to give an overview of the AssetWorks/AIM system. Watch the session recordings:

• 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

Mike Keelin was in town to give an overview of the AssetWorks/AIM system. Watch the session recordings:

• 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

Mike Keelin was in town to give an overview of the AssetWorks/AIM system. Watch the session recordings:

• 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

Mike Keelin was in town to give an overview of the AssetWorks/AIM system. Watch the session recordings:

• AssetWorks Conceptual Overview - Monday 10/4 Session 1: General Navigation, Roles, Document Management
• AssetWorks Conceptual Overview - Monday 10/4 Session 2: Accounts, Subcodes, Locations, Properties

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.

Initial work is continuing on the key and space modules. High level backend system configuration is continuing. Mike is working with Jon at AssetWorks to provide a more detailed Gantt chart and timeline for the project.

High level system configuration has begun. At this point, Eric and his Information Systems team members are working with Mike and the team from AssetWorks on standing up the system, and doing some basic backend configuraation. Initial work has also started on the key and space modules.

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)

Core Implementation Team Members:

• 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.

What’s next?

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.

A project manager will be assigned and a core implementation team created. The team will include many of the same staff who participated in the selection process. The core implementation team will be tasked with working with AssetWorks to review business processes, configure and test the system and migrate data. We anticipate finalizing the contract in the coming weeks with a project kickoff meeting occurring in April.

The campus has experienced a significant amount of growth in its facilities inventory over the last 10 years resulting in a growing number of work orders, increasing staffing, and a larger volume of competing service needs. FM’s role on campus is ultimately to manage all of this work in the most efficient and productive way possible. Our current system (FAMIS) has worked remarkably well for us since 2003, but integrated work management software platforms have come a long way since 2003 and our work demands additional functionality. Based on an extensive and highly competitive procurement process, we believe that AssetWorks is the right vendor to meet our future work management needs. AssetWorks will provide a more intuitive, user-friendly interface using mobile and desktop platforms, integrate time reporting for payroll and customer billing, improve access to current and historical information and metrics, improve process automation and streamline workflow, allow for predictive maintenance, and expand customer communication and data sharing options.

Our department currently relies on FAMIS to manage service requests, work orders, record staff time, track keys, manage and issue parts and supplies, invoice customers, and produce management reports, among other functions. We will continue to use FAMIS until the new AssetWorks system is configured and tested.  Although Facilities Operations and Services will be most impacted by this change, Planning, Design and Construction personnel will use AssetWorks for time reporting.

The anticipated phased roll-out will begin as early as fall 2021 and complete by June 30, 2022 for a go-live on July 1, 2022.