FacilityMAX Project Certification Close-Out

1. October 28, 2009 Presented to: Project Certification Committee FacilityMAXProject Certification Close-Out General Services Department Building Services Division Property Control Division

2. FacilityMAX Costs • Current Status: Project Close Out • All deliverables have been satisfied • IV&V has been completed • System is in production and is being utilized by both Divisions • Expenditures to Date: $729,521.13 • Funding Sources: • BSD General Fund • PCD Project Admin • Recurring Costs: • Annual Maintenance: $52,000

3. Justification, Objectives and Impacts Source: Asset Lifecycle Model for Total Cost of Ownership Management Core Working Group: APPA, Federal Facilities Council, Holder Construction, IFMA, NASFA.

4. Project Goals/Objectives • Enhance GSD’s ability to better manage operation, performance and life cycle of equipment and facilities • Improve and automate the work flow processes • Eliminate separate automated and manual systems and processes to improve operating efficiencies • Leverage FMax’s features to track key operational performance measures • Improve work management processes - building maintenance, custodial services, project management, and leasing • Move agencies from leased space to State owned Campus Settings, with leased and owned facilities and land in one integrated system. • Reduce energy costs by facilitating improved data flow and management on energy consumption in state buildings. • Implement an Integrated Facilities Management System, retiring an old end of life system • reduce system support costs • provide system failover • provide higher levels of security • provide a central data repository

5. Project Accomplishments • Successfully implemented all modules in original scope • Little to no customization required • System is in production and is being utilized • Successfully completed all project requirements • Project was under budget • Project was within project schedule • Benefit to Agency/Stakeholders. • Reduction in manual processing • Capability of interfacing to SHARE for the purpose of performing a cross check against the SHARE accounting system, for financial information.  • Provides ability to now track dates on the different phases and timeline of an architect contract. i.e., how long did it takes for the architect to do the programming phase, schematic phase, design development phase, etc. • Central data repository for building inventory, property, deeds and leasing information. Eliminates stand alone data bases for this information. • Scanned project and property documents, such as contacts, deeds, etc., are now being placed into the FM central repository.

6. Business Performance Measures

7. Lessons Learned • The IV & V reports documented several recommendations. These recommendations will serve as the basis to insure that FacilityMAX remains useful for years to come. • The Building Services Division will likely require another “Workflow Specialist” in order to keep up with Time Card Entry, Work Order Creation and Equipment Inventory. Currently Building Services Division has two FTE dedicated to this issue with one vacant position. • Additional expertise will be required to develop BIRT reports in order to fully utilize data in FacilityMAX. • Upfront training and identifying and documenting custom report requirements for quicker implementation is required • Higher levels of attention must be paid to developing training documentation and requirements • User Satisfaction Survey activities should become a separate section in project schedules • Train System Administration and end users on Security Policy and Procedures

8. Approval of Close Out • Requesting approval to close the FacilityMax Project out • Questions?