Real Property Branch. Real Property Business and Systems Transformation Project. RPBST Project Team RPIC Breakfast June 20, 2013 RPB

Transcription

1 Real Property Branch Real Property Business and Systems Transformation Project RPB RPBST Project Team RPIC Breakfast June 20, 2013

2 Agenda 2 Welcome 3 RPBST Project Overview 12 NOVUS Solution Overview 16 Cross Process Scenario New space requirement 25 Overarching Change Impacts 30 Alignment and Modernization 31 Management Benefits of NOVUS 37 Closing, Q&A 2

3 RPBST Project Overview RPBST Project Overview 3

4 RPBST Project Overview RPBST and NOVUS Overview The Real Property Business and Systems Transformation (RPBST) will implement the NOVUS solution. The "Business Transformation" component involves the national adoption and integration of industry-standard real estate business processes. The "Systems Transformation" component involves the replacement of several existing standalone systems with a Commercial Off-The-Shelf (COTS) integrated information technology system. Change Management activities including stakeholder communications and engagement, training and ongoing technical support will facilitate the transformation. The combined solution will be called NOVUS. Its initial release, targeted for early 2014, will provide the foundation for ongoing development by Public Works and Government Services Canada (PWGSC), as well as possible adoption by other government departments. 4

5 RPBST Project Overview NOVUS - Core Solution Portfolio Management (PRT) Project Management (PRJ) PRT 010 Plan Portfolio PRT 020 Plan, Acquire and Dispose of Real Property PRJ 010 Define Project PRJ 020 Plan Project PRJ 030 Develop Project Design PRT 030 Manage Real Property PRT 040 Monitor Asset / Portfolio Performance PRJ 040 Implement Project PRJ 050 Close and Evaluate Project Maintenance Management (MTM) MTM 010 Develop Annual Plan MTM 020 Acquire & Manage Resources & Equipment MTM 030 Identify and Plan Maintenance Facilities Management (FCM) FCM 010 Develop Annual Plan FCM 020 Provide Tenant Services MTM 040 Schedule Maintenance MTM 050 Execute Maintenance MTM 060 Analyze and Report on Performance FCM 030 Analyze and Report on Performance General Business (GNB) GNB 020 Manage Finances GNB 030 Manage Human Resources GNB 040 Procure Materials and Services Core Solution includes key aspects of Portfolio / Accommodation Management Project Management Investment Planning & Budgeting Core Solution does not include Maintenance Management Facilities Management Client Stakeholder Management 5

6 RPBST Project Overview Why NOVUS? Why are we implementing the NOVUS solution? The current Real Property information management and technology systems are old, costly to maintain and stand-alone. (This means they don t talk to one another or make it easy to link information from one system to another.) This has made it difficult to: Report results thoroughly and consistently; Obtain up-to-date information; and, Ensure Real Property business streams are fully aligned. 6

7 RPBST Project Overview Why NOVUS? The NOVUS solution is intended to: Improve efficiency and effectiveness by aligning and integrating Real Property processes and systems, streamlining data entry and information exchange and improving service delivery; Help Real Property find better ways of working, enhance accountability, decision making, and reporting; and, Allow Real Property to manage our real estate portfolio more strategically. 7

8 RPBST Project Overview NOVUS - Strategic Principles / Benefits Information Integration Greater visibility and more timely access to information through integration and automation Better information exchange through standardized processes and data formats Core RP need improved information interoperability with private sector and enterprise level decision making Elimination of duplicate efforts and/or hand-offs between employees Increased integration of business processes, technology and people Greater alignment nationally Core RP need increased resource efficiency Integrity Greater ownership of information Increased system QA features Single source of data Core RP need stewardship and accurate reporting 8

9 RPBST Project Overview RPBST Project History RFP1 (Cancelled) / RFP2 Completed Contract Award TB Approval March 22, 2011 Full Scope, Cost, Design definition and Implementation Planning Completed Dec 2011 EPA for Full Adjusted Scope - January 2012 Core Scope, Cost, Design definition and Implementation Planning Completed March 2012 EPA for Core Completed June 19, 2012 NOVUS Design, Build, Test and Deploy Completion Target Date January 2014 Initiation Phase Definition Phase Implementation Phase Project Close-Out Completion Target Date June

10 RPBST Project Overview Dependencies Solution Development Solution Development Activity Accountable Sector(s) 1 Implementation of industry standards APMRES & PTSM 2 AutoCAD drawing preparation APMRES & PTSM 3 Data Conversion SPAR KM&S 4 HR and Organizational transition / preparation 5 Full technical and solution integration with SIGMA / Project coordination All SCC, NSBAS, ITS-RP & KM&S 10

11 RPBST Project Overview Dependencies Deployment & Benefits Realization Solution Implementation Activity 1 Business Alignment Complete Roles and organization aligned to new processes Run organization in place 2 Site Readiness Logistics People, process, data, technology Accountable Sector(s) All APMRES, PTSM, SPAR ITS-RP, NCA PM, NCA OPS & Regions 3 Full participation as required in NOVUS training APMRES, PTSM, SPAR, NCA PM, NCA OPS & Regions 4 Legacy Systems Decommissioned SPAR KM&S, ITS-RP 5 Leadership support in place to ensure use of the NOVUS solution 6 Continuous improvement to integrate & decommission remaining legacy systems All KM&S 11

12 NOVUS Solution Overview NOVUS Solution Overview 12

13 NOVUS Solution Overview System Context Current Environment 13

14 NOVUS Solution Overview System Context Post NOVUS Go-Live 14

15 NOVUS Solution Overview Solution Overview End to End Master Data Real Property Contracts Annual Building Planning Projects SP #1 Building and Land Data Modeling SP #3 Lease-In Contracts SP #7 Annual Building Investment Planning SP #12 Project Management - Appropriation Based SP #2 Infrastructure and Works Data Modeling SP #4 Lease Out Contracts for Occupancy Instrument SP #8 Annual O&U Cost Budgeting SP #13 Project Management - OGD/Reimbursing SP #5 Lease Out Contracts for Commercial SP #10 Annual Revenue Planning SP #6 Lease Out Contracts for Housing Instrument SP #9 In Year Forecasting and Control SP #11 Portfolio Planning 15

16 Cross Process Scenario Overview The NOVUS sub-processes provided a framework for the detailed design of the solution. However, real-life business scenarios will tend to cross sub-processes. By enabling the sub-processes in the integrated SAP SIGMA-NOVUS system, there will be synergies and integration points between sub-processes, and likewise across SAP modules. The following cross-process scenario has been defined to highlight some of these integration points and synergies. During Product Test and User Test, this type of cross-process scenario is used to validate that the overall solution hangs together. This type of scenario is also a means to facilitate collaboration and discussion amongst Business Process Owners (typically directorate heads) as we conclude the detailed functional design. 16

17 Cross Process Scenario Additional Space Requirement A long term tenant requires additional space in 24 months which will be funded as part of an approved TB program. Tenant also wants to consider replacing their current lease-in space due to moderate satisfaction with landlord performance. The current lease-in space is deemed not to be ideal as the cost/quality of space is in the bottom quartile. This scenario incorporates the following sub - processes SP11 - Portfolio Planning SP07 - Annual Building Investment Plan SP03 - Lease-in Contracts SP01 - Building and Land Data Modeling SP12 - Project Management Appropriation Based SP04 - Lease-out Contracts for Occupancy Instruments 17

18 Cross Process Scenario Planning for new space Master Data Real Property Contracts Annual Building Planning Projects SP #1 Building and Land Data Modeling SP #3 Lease-In Contracts SP #7 Annual Building Investment Planning 11 SP #12 Project Management - Appropriation Based 3 SP #4 Lease Out Contracts for Occupancy Instrument SP #8 Annual O&U Cost Budgeting SP #13 Project Management - OGD/Reimbursing SP #11 Portfolio Planning 18

19 Cross Process Scenario Long term tenant requires additional space STEPS Portfolio Assessment 1. NOVUS-enabled APMR is used to evaluate current space 2. The existing RE-FX Lease-In Contract is reviewed because this details the existing commitments to the current landlord along with extension, renewal, and termination clauses. 19

20 Cross Process Scenario Long term tenant requires additional space STEPS Portfolio Assessment 3. RE Search Request representing a CARQ outlines the client space needs (the hard demand). 20

21 Cross Process Scenario Long term tenant requires additional space STEPS (cont d) Portfolio Assessment 4. A strategic decision is taken that a space search (for new space) is warranted 5. A PLAR entry is created in RE-FX to assess lease grouping opportunities and to capture key dates. 21

22 Cross Process Scenario Cross Process Scenario Long term tenant requires additional space STEPS (cont d) Investment and Cost Planning 6. An IM-AR is created for the space search project which will begin in the current fiscal year. 7. A planned contract is created (against a regional planning building) to estimate the planned costs of the lease, and to represent the soft supply that is expected to be added to the inventory next year. 8. An IM-AR is also created to plan for the fit-up costs of the new space. These costs are expected to be incurred in the next fiscal year. The value of the IM-AR is based on estimating standards for fit-up cost per square meter. 22

23 Cross Process Scenario Long term tenant requires additional space STEPS (cont d) Adding New Inventory 9. The space search identifies viable new space in a building where PWGSC does not currently lease-in space. This leads to the creation of new RE- FX master data both Architectural Objects (Site / Building / Floors), and Usage Objects (Business Entity / Building) 10. A lease-in contract is developed in the system based on the real building thus, replacing the planned contract against the regional planning building. 23

24 Cross Process Scenario Cross Process Scenario Long term tenant requires additional space STEPS (cont d) Building Planning 11. A BMP is developed for the new leased building which will be part of the PWGSC portfolio in the upcoming fiscal year. The RE-FX Lease-In Contract is leveraged as the source for the primary operating expense which is Rent. 12. The fit-up project is more fully detailed and cost estimates within the IM-AR are updated. The IM-AR is also re-pointed to an IM hierarchy node which relates to the actual building that was created within RE-FX. The fit-up project will be a primary component of the Business Investment Plan for the building. 13. The IM-AR representing the Fit-Up is approved and advances to a status of Approved and Funded. 24

25 Change Impacts Overarching Change Impacts 25

26 Change Impacts Organizational and HR Implications Overarching organizational impacts (future state) Five legacy systems to be decommissioned - functionality subsumed by SAP - Some current roles no longer required (e.g. WINFIS and OI officers) Single instance of SAP (departmental system) - increased integration between real property and finance branches Changes in Terminology 26

27 Change Impacts Organizational and HR Implications Overarching organizational impacts (future state) Managing the data & Working in the system - new COE for managing Master Data - change in responsibilities for multiple roles (accountability at point of entry) Integration - new points of integration between groups/activities - new business relationships (governance implications) Standardized reporting - new look and feel - Increased data mining and analytics capability 27

28 Change Impacts Change Impact: Standardized Reporting All data contained in the SAP ERP Central Component (ECC) will be accessible in standard formats End users will have access to all data within the parameters of their General Security Access (assigned by data, by transaction) End users can manipulate the standard reports using dynamic fields to change layout, add or remove fields, changes the order of the fields etc. Data can be collapsed or expanded to focus on roll-ups or detail as required Users must understand the data base, how it s structured and what the objects are The ability to create will be limited to designated individuals or groups ECC reporting includes query abilities but does not allow users to slice and dice data across modules for this capability, users will have to use B-I 28

29 Change Impacts Change Impact: Standardized Reporting 25 Objects 59 Objects The iceberg represents the total work effort for the BW/BOBJ design defined through Design sessions. The upper two quadrants represent the analytical tools to be put in place. This is what the end-user will see and use. 78 Objects 17 Objects The lower two quadrants represent the technical solution infrastructure and business rules transformations required to provide all the information needed by the analytical tools. The end-user does not see or interact with this. 29

30 Modernization NOVUS will allow PWGSC to modernize its operations and align with the GC strategic direction by: Leveraging the ongoing development and support that are inherent in the adoption of a Commercial-off-the-shelf (COTS) system Standardizing for greater national consistency (processes, reporting, roles) and the ability to be more responsive to future and ongoing change Integrating real property functionality with financial and materiel management in a single Enterprise Resource Planning solution Enhancing its reporting capabilities to respond to increased demand Providing the foundation for a standard Government of Canada approach to the management of Real Property information 30

31 Benefits of NOVUS Management Benefits 31

32 Benefits of NOVUS General NOVUS will enable PWGSC to realize efficiencies and alleviate shortages of resources and expertise through: Increased integration of business processes, technology and people Reducing the effort around collection and reconciliation of data from multiple sources Greater focus on higher value (strategic and analytical) activities Creation of a single accountable information source - Transactional data is entered directly into the system at the point it is collected - Fewer handoffs, greater accuracy and efficiency 32

33 Benefits of NOVUS General NOVUS will enable PWGSC to realize efficiencies and alleviate shortages of resources and expertise through: Greater alignment of business streams Automation (data auto-populates multiple downstream transactions increases accuracy and efficiency) The decommissioning of existing systems Increased capability to accurately record, track and report on risk factors, performance indicators, trends and other key information 33

34 Benefits of NOVUS Real Property Portfolio Management NOVUS will provide: A single repository for reliable and relevant information to support decision making Better alignment / integration of policy and strategic objectives with project activity to link funding approvals to investment plans 34

35 Benefits of NOVUS Real Property Portfolio Management (cont d) NOVUS will provide: Formalization of a portfolio planning process and greater integration between the planning and the funding process A more comprehensive record of corporate history to support knowledge transfer 35

36 Benefits of NOVUS Accommodation Management NOVUS will provide: A single integrated system to support standardized processes and greater data integrity Automated business rules and rigour to support knowledge transfer of policies and practices Better tracking and visibility of space utilization data to manage the implementation of space standards for the Government of Canada Better linkages between space and financial information to track savings 36

37 Benefits of NOVUS Project Management NOVUS will provide: A more accurate database of project activity (e.g. milestones) Increased standardization of project structures and more consistent reporting The capture of OTOBOS indicators Greater visibility into total project costs Enhanced project forecasting capabilities 37

38 Closing, Q&A, and Questionnaire Q&A 38