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Integrated Workplace Management System(IWMS)Planon Implementation ProjectMonty Combs, Director of Systems & ServicesNovember 2019
Topics IWMS Project – Goals and Scope IWMS selection process Planon Implementation Project
Planon Project Goal Themes1. Customer Service - Reliability & Predictability2. Effectiveness & Efficiency3. Decision Support– Business Intelligence; Metrics & Reporting4. Data Interoperability – system interfacesWe are implementing a technology solution that will enable FM to betterserve both our customers and the mission of Brown University. We arepositioning Brown to take advantage of new technologies and for us toperform our jobs more effectively.
IWMS Project - Why? Replace aging FAMISsoftware New capabilities andfeatures that align withour goals
SystemIntegrations
Product Selection Process
Fall 2015 IDENTIFY PRODUCT CANDIDATES REVIEW PEER INSTITUTIONSSchool NameMaintenance ManagementBrown UniversityAccruent - FAMISColumbia UniversityIBM - MaximoCornell UniversityIBM - MaximoDartmouth CollegeAccruent - FAMISHarvard UniversityIBM - MaximoJohns Hopkins UniversityIBM - MaximoUniversity of New Hampshire Accruent - FAMISAssetworks - AIMUniversity of PennsylvaniaUniversity of VirginiaAssetworks - AIMMITSAPPrinceton UniversityIBM - Maximo, InterPro - EzMaxMobileNorthwestern UniversityAccruent FAMISStanford UniversityOracle EAMYale UniversityAccruent - FAMISDuke UniversityInfor EAMGeorgia TechAssetworks - worksFM SystemsMegamationTMA SystemsInforSAP11 Oracle12 8192021222324252627Four ance ConnectionNetFacilitiesBIGCenter(Accruent)Bigfoot MaintenanceGEEagle TechnologyMCS SolutionsPRODUCTFAMIS CLOUDMaximoTririgaPlanon UniverseAIM (was Maximus)FM InteractDirectLineTMAEAMFM Insight (by NPQ)COMOS (integrates with SAP)Oracle EAMFALM‐Facility and Asset LifeCycle MgmntAcquired PrimaveraAcquired Skire UnifierArchibusSchooldudeProLeaseAcquired ManhattanCenterstone was acquired by ManhattanTMSBuilding OPS (part of BIM360 Suite)CorrigoMaintenance ConnectionNetFacilitiesWas Cushman & WakefieldBigfootFacilityConneXEagle cmmsmyMCS
March 2016 PRODUCT DEMONSTRATIONS REGROUP CONSULTANT ENGAGEMENTConducted interviews with60 Stakeholders
April 2017 PROCESS DESIGN SESSIONS
June 2017 RFP DEVELOPMENTREQ #Sub‐CategoryM1Configuration andDisplayM2Configuration andDisplayM3Configuration andDisplayM4Configuration andDisplayM5Configuration andDisplayM6M7M8M9M10M11M12M13M14M15Configuration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplayConfiguration andDisplaySub‐Category TopicFunctional RequirementSystem administrators can setting active/inactive flags or start and expirationActive and Inactivedates for work order LOVs, such as maintenance types, priority codes, statusValuescodes, and other request categorizations.The system administrator can identify multiple sub‐groups within each crewCrew Configurationwith the ability to assign a crew chief or leads to each sub‐group.System administrators can configure email notification templates and integrateEmail Configuration data into the email body from the service request information fields.System administrators can configure which input fields on the customer portaland service request forms are required or optional.System administrators can configure which work order fields are displayed, addForm Configuration customized attributes, and arrange the fields on printed work order ticket andmobile devices.System administrators have the ability to create context sensitive help forHelp Screensusers.System administrators can configure and brand the requestor portal with colorPortal Configurationschemes, images, icons, and typography specific to Brown University.System administrators can make configuration change requests and auditPortal Configurationconfiguration changes.The system allows user‐definable work order priority codes.Priority CodesForm ConfigurationPriority CodesPriority CodesRequestorConfigurationRole AssignmentStatus CodesStatus CodesThe system can automatically set work order priority codes based the workorder type, service requested, location, equipment involved, or requestorpreference.When requesting high priority work, the system can ask be configured to askthe user additional questions before assigning the priority codes.The system can store multiple phone numbers and emails into a requestor's orcontact's profile.System administrators can define user roles and assign role access to forms andprivileges.System administrators can define custom work order status codes.System administrators can define reason codes for cancelling a work order orplacing it "on hold."
August 20179 proposals received RFP SCORINGRFP FINAL IZ MAX60.95%EBIZ PLANON68.53%TMA54.82%15 EFUNCTIONALPRICINGWEIGHT20%10%30%20%20%100%
Sept 2017The contenders:IWMSIWMSIWMSPoint Solutions
Nov 2017 DEMONSTRATIONSNovember 2017
Dec 2017 EVALUATION RESULTS28 ContributorsCOMBINED SCORINGVENDOR1st Choice 2nd Choice 3rd Choice 4th 1411total votes95
Dec 2017 EVALUATION RESULTS16 ContributorsNKFAccruentPlanonAssetworksEase of FunctionalOverallCompanyTOTALSuse 8067445349165271076544441563
Dec 2017 TEAM PRODUCT SELECTION KNOWNS IWMS vs Point Solutions Cloud vs On-Premise Solution Incredibly tough choice Several factors to consider
Team Discussion Points Future proof – IoT/BIM/GIS What does Brown FM want to be?Best-in-Class! CostsUse by other departments? Use of existing software tools? CAD/MeridianAbout the company Long term partnership Ownership
Planon Implementation Project
IWMS Project Timeline
IWMS Project Timeline
Planon Project Dashboard
Planon Project – Lean Training76 staff
Current State Process Designs
Planon Project – Design RetreatDecoupling time cards; Time-Off in Workday; iPhones for Trades and Custodial staff
WorkDay Mobile AppDecouple Time Tracking Time card entryTime Off entry
Planon ProjectPlanning and Scheduling DesignTrade Leads
Resource Planner - Planning and Scheduling
The Value of Preventive Maintenance (PM)PM Strategy Goals Prolong the useful life of equipment Lower operating costs associated withValueofPM 1.73maintaining equipment Reduce utility costs and energy Reduce unplanned system interruptions “70x19”Source: Sightlines
Preventive Maintenance Transition toPredictiveMaintenance mindset Planon MaintenancePlanner Stock Kit-of-Parts
Building Automation Systems Service ResponseCenter Monitoringand Notifications Trades Staff BASMonitoring Integration betweenJohnson Controls(JCI) and Planon
Building Automation Systems 8,000 pieces ofmonitored equipment 110,000 monitoredhardware points Elimination of nuisancealarms duringshutdowns and PMs,etc.
Supply Chain & Logistics Management Stock Management Stock Replenishment Products Purchasing Storage Locations Mobile truck stock Customer Experience - Cx
Supply Chain & Logistics ManagementMaterials Ordering - Current Process
Supply Chain & Logistics ManagementMaterials Ordering - Future Process
Event Management & Support University Event &Conference Servicesadoption of Planon Event Management &Support Greater visibility andclarity into eventplanning for Grounds,Custodial, Electrical, etc.
Planon Customer App Submit a Service RequestRoom QR Codes (27k rooms)
Planon North America Pioneers GroupMonthly Conference Calls / Shared Practices Dartmouth College Cal State Long Beach Cal Poly, San Luis Obispo Michigan State University Illinois Institute of Technology Zurich Insurance Brown University
www.CFTA.org
www.CFTA.org
Questions?Copyright 2019 Brown University
21 Maintenance Connection Maintenance Connection 22 NetFacilities NetFacilities 23 BIGCenter(Accruent) Was Cushman & Wakefield 24 Bigfoot Maintenance Bigfoot 25 GE FacilityConneX 26 Eagle Technology Eagle cmms 27 MCS Solutions myMCS IDENTIFY PRODUCT CANDIDATES REVIEW PEER INSTITUTIONS Fall
