Best Best--in in--class solution Class solution Gartner s Magic Quadrant Over 700 customers (GE, California Courts, Nokia, Pentagon NASA)

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Lionel Stephens
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2 Phase I - Project Status t Phase II - Modules and Timeline Questions & Answers

3 Computer-Aided d Facilities Management CAFM (a.k.a. a Integrated Workplace Management System IWMS) provides the District with a fully integrated software solution that provides better management and governance to the following: Work Order Management Inventory Management Planning Construction Management Space Assignments and Room Reservations Lease Management

4 CAFM ensures the School District s assets are fully utilized at the lowest possible cost. It provides benefits at every phase of the campus life-cycle and supports operations and strategic asset management. 5-Year Capital Plan budgets of $167M for construction and $247M for maintenance $50M annual utility bill Maintaining i i almost 28 million GSF of space with a replacement value of over $5.3B 200 campuses with 1,433 buildings Over 200,000 work orders per year Over 400 funded Minor Capital Projects per year +3,000 leases totaling over $3M per year Reporting requirements for DOE and other funders

5 Best-in-Class solution Gartner s Magic Quadrant Over 700 customers (GE, California Courts, Nokia, Pentagon, NASA) 20 Years of Industry and Enterprise Software Experience Comprehensive and integrated suite of products covering the complete real estate life-cycle Robust and flexible work flow tools 100% web-basedbased

6 Increase productivity of workforce Address audit findings Real time budget check Improve space utilization Reduce emergency work orders Streamline work order request process Improved transparency and management of projects Improved inventory management Better decision support Replaces outdated technologies (no longer supported)

7 Users Phase 1 (2010) Phase 2 (2011) Schools Facilities Services Real Estate Program Management Building Department Project Controls Planning Department Environmental Control Information Technology Transportation The Education Network School Police Capital Assets Self-Service Requests Work Orders Inventory Management Minor Capital Projects Space Rentals Centralized Reporting Condition Assessment Equipment Tracking Warranties Workplace Performance Mgmt Major Capital Projects Inspections Permits 5-Year Capital Plan Utilization Survey

8 School Centric Contact Center TRIRIGA s simple Contact Center portal with online management of work requests Intelligent Knowledge Management Self-service reports Automatic ti Dispatch Automated routing of all requests to dispatchers and appropriate technicians (flagged by priority)

9 Work Tasks are entered and automatically ti routed from School Contact Manager to Task Leader for estimation and scheduling Allows the technician to charge labor and request material for individual Work Tasks Work Tasks are automatically routed to management for approval based on estimates Ability to convert the Work Tasks to Minor Capital Projects Cost avoidance (warranty, duplicate Work Tasks) Fully integrated with PeopleSoft Better reporting and trend analysis

11 Schools and other users can submit online requests for minor capital projects Multiple level prioritization and ranking of projects Interfaces with PeopleSoft for budgeting process Tracks multiple funding sources Schools can check on the status t of projects Reports can be run to respond to requests from Board Members, press, public, parents, etc.

13 Revenue generator Replaces paper-based process Requires proper documentation (ex. risk management) and approvals Tracks use by non-profits, commercial entities and interlocal agreement agencies Verifies availability of space to avoid overlapping reservations Location specific security is in place for rentals Ability to see the Work Tasks and Minor Capital Projects during Rentals Identifies accounts receivable

15 Space Rental and Reporting Requirements, Design, Build and Testing Completed Pilot - April 2010 (after FCAT) Go live August 2010 Self-Service Service Requests, Work Orders, Inventory, Facilities Projects, and Reporting Requirements, Design, Build and Testing Completed Pilot July 2010 Go live October 2010

16 Why transition to self implementation? l ti Cost Savings - $5 Million District retains knowledge training and support Experience learned from ERP implementation Self implementation requirements: Staffing Training i Implementation support

17 Document Processes..Oct Design Documents....Dec Build/Configure. Jan.. Jan Testing and Functional Demonstrations....Mar. D i 2011 Pilot....Apr Production.....May 2011

18 Functional & Technical staff with experience in Facilities Management, Planning, Quality Assurance & Enterprise Resource Planning TRIRIGA Training & Certification TRIRIGA Platform Certification TRIRIGA Platform 1 Training i As Built Training (CFI) Implementation ti Support TRIRIGA Developer TRIRIGA Architect

19 Positions Project Manager Consultant Business Process Review Consultant Functional Lead Consultant Technical Design Consultant Implementer PM Consultant Technical Lead Consultant Engagement Manager Consultant Senior Application Developer Consultant Senior Consultant Consultant Project Administrator Consultant Senior System Architect Consultant Biz Talk Expert Consultant Business Analyst Consultant Document Specialist Consultant FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Decision to selfimplement Reports Designer & Developer Consultant CAFM General Manager Funcational Lead CAFM Specialist CAFM Specialist CAFM Specialist CAFM Specialist CAFM Specialist CAFM Specialist Project Manager IT Solutions Specialist II Specialist II Specialist II Specialist II Specialist II Legend: Full Time Consultant Full Time Staff In house Staff Transferred to CAFM Part Time Consultant Part Time Staff

20 Start Up Costs to Date Capital Budget Expenses Software $784,740 Equipment $442,994 Consulting Services $4,837,488 Misc. Expenses $26,746 Total One Time Cost to Date: $6,091,968 Reoccurring Costs Capital Funded Staff & Benefits $294,587 Software Maintenance $297,973 Misc. Expenses $1,368 Total Reoccurring Cost to Date: $593,928

21 Training and Support Phase I TRIRIGA Training and Certification - $300k* Implementation Support - $200k* Phase II Estimated Costs Staff Development/Software Maintenance - $380k * Course registration fees and contracts under negotiation

22 ROI (Data provide by Gartner Research) Work Order Management: Work Order Scheduling can reduce cost b y 5% to 10%. Space Management: Improving space use can reduce annual facilities cost by 10% to 15% per year. Project Management: Project management functionality can improve project cost by 3% to 5%. Process Improvement: Process improvements can generate labor savings of 5% to 8% of total labor costs. Lease Administration: Managing lease terms, including escalations within the CAFM, can deliver 5% to 8% in savings of the total t annual lease costs. Based on Gartner s data the SDPBC can expect a ROI within 1 year of full implementation.

Strategic Direction #7 Business Operations. Final Report

Strategic Direction #7 Business Operations. Final Report Strategic Direction #7 Final Report Strategic Direction 7 Centralize the System s business administrative functions, where appropriate, in order to leverage resources and increase effectiveness of service