Matrix Settles Architecture & Interior Design November, 2005

1. Computer-Aided Facilities Management (CAFM) for the U.S. Customs and Border Protection U.S. Department of Homeland Security Matrix SettlesArchitecture & Interior DesignNovember, 2005

2. What is CAFM? CAFM is an off-the-shelf management tool that allows physical assets to be managed by linking data to graphic images or files.  CAFM combines facility, HR, information technology, SAP, and furniture data in ONE central repository. There are numerous systems to choose from to meet client-specific needs. Systems are scalable, and capable of expanding to manage increasing amounts of data. Matrix Settles

3. What Assets Can CAFM Track and Link?  Real Property and Lease Management Space Management Furniture, Fixtures and Equipment Management Human Resources Accounting Telecommunications and Cable Management (TED Boxes) Building Operations Management Computers Fleet Management Documents Matrix Settles

4. What Are The Benefits of CAFM to CBP? Results in increased efficiency for the CBP and MS facility team, and provides CBP management with accurate data to make better decisions.Communicates streamlined processes to facilitate strategic thinking. Provides immediate access to critical operational and physical data on a need-to-know basis. Allows customers to access space plans of their group(s) on their desktops and generate reports. Results in dramatic savings in personnel time, which equates to huge cost savings. Matrix Settles

5. How Will CAFM Improve Process Workflow? Space Vacancy Reports Process - Without CAFM Research past projects. Update CADD drawings. Survey floors for vacancies and plan discrepancies. May need to repeat. Update vacancy and plan info on CADD drawings. Submit hardcopy of CADD files and vacancy reports. QA/QC QA/QC QA/QC 120 Hours = 3 Weeks Space Vacancy Reports Process - With CAFM HR record and CADD files continuously updated via CAFM. Verify floor vacancies and plan information. Access vacancy reports and floor plans via CAFM. QA QA 24 Hours = 3 Days Matrix Settles 5

6. Why Does CBP Need CAFM? CAFM manages assets by linking information in ONE central repository. 1.Space / Personnel Management2. Furniture / Equipment Management3. Emergency Planning / Disaster Recovery Matrix Settles

7. Phase 1. Space Management: Past / Present / Future Space is managed at division level as CAFM tracks changes by generating:  Personnel Locations / Real Time Vacancy Reports Renovation Updates / Real Time Changes Department Space Utilization Reports “What If?” / Planning Scenarios Cost Benefits Analysis  Trend Analysis / Forecasting Matrix Settles

8. Phase 2. Furniture / Equipment Management CAFM tracks furniture. Cort bar code system used to track conventional rental furniture. All Steelcase deliveries go directly to CBP warehouse. CBP tracks with in-house bar code.  All deliveries to and installations at all facilities will be performed by CBP personnel.CAFM tracks equipment. Telephones: Cell Phones, Pagers, PDAs  Computer Networks: Desktops, Laptops, Plotters, Printers, Scanners, Faxes, Copiers Matrix Settles

9. SAP Versus CAFM What does SAP do for CBP? What will CAFM do for CBP? Enterprise Resource PlanningFinanceProcurementFleet MaintenanceInventory ManagementHuman Resources Facilities Information ManagementFacilities Master PlanningSpace Management and AccountingAsset Tracking / FFE Personnel ManagementMove Management / RelocationSpace Trends /Forecasting Matrix Settles

10. SAP INTELLIGENT DRAWINGS Space IT FFE CBP CAFM System SAP and Other CBP Databases • Vacancy Reports • Space Accounting • Personnel Locator • Furniture and Equipment Inventory • Personnel Asset Tracking • Customer Service Request • Telecom and Cable Management • Building Operations Management • Disaster Recovery Knowledge Base CBP CADD DRAWINGS (Matrix Settles) Matrix Settles SAP + CAFM = Success 10

11. 100 $ 90 Customer Satisfaction 80 70 60 Total Cost of Ownership 50 Percentage of Total 40 30 20 10 0 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Matrix Settles Year One CAFM implementation 11 SAP + CAFM = Success

12. Phase 3. Emergency Planning / Disaster Recovery Emergency Planning: Intelligent data tied to drawings  HR resources required for operations – type, grade, skill sets, quantity Space resources – quantity and type Infrastructure replication – building and IT Cost to replicate physical and human assetsDisaster Planning: Real Time Tracking of Personneland Physical Assets Personnel tracked with radio frequency ID tags (RFID) Reports generated on personnel and assets affected Matrix Settles

13. Phase 1. Implementation Information Gathering 1.Gap Analysis: Where is CBP and where does it wish to go?2. What are CAFM system requirements?3. What is the availability and condition of existing CAD, personnel, furniture and equipment data? Matrix Settles

14. Phase 1. Implementation Course of Action 4. Assist CBP in selection of a CAFM system that will meet current needs and offer open enterprise scalability.5. Assist in implementing selected CAFM application.6. Update data – plans, personnel, departmental, furniture and equipment.7. Import CAD plans, space and personnel data into CAFM. Matrix Settles

15. Phase 1. Schedule Matrix Settles