EAM Update September 2013

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These are exciting times in the Enterprise Asset Management area.

The EAM project has completed the visioning phase of the project and in addition deveoped a road map and an operating model for the rest of the project.

With the help of over 140 key stakehholders and subject matter experts from accross the entire Univesity of Minnesota system and our consulting partners from Deloitte Consulting, we defined the vision and strategy for EAM at the University.

The EAM Visiong: To define and implement enterprise-wide integrated asset management for the entire university of Minnesota system. The key in-scope areas are Strategic Planning, Capital Projects Management, Real Estate Management, Space, and Operations and Maintenance. Disciplines that pertain to one of more of those areas and that are also in scope are: Energy & Sustainability, Infomration & Measurement, Financial Management & Grants, HR/Payroll, FCA/Code, and Security/DEHS.

The EAM Program has completed the Visioning Phase with input of over 140 subject matter experts from accross the entire University of Minnesota System. The direction our stakeholders and SMEs have pointed us in is clear. We need an enterprise-wide focus. Significant opportunities exist in implementing an asset management lifecycle approach to manage the University's enterprise assets. Significant opportunities also exist in the area of space management and space information and reporting in relation to research. Other opportunities include improved processes and implementing new EAM/IWMS technologies that enable the University to vastly improve how we do enterprise asset management.

VISIONING UPDATE: Phase 1 - Interviews

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Below are the key updates for the time period Jan 2nd through Jan 14th

An Executive Steering Committee has been formed to help provide guidance to the EAM program. This committee includes UServices Vice President Pam Wheelock, Chief Financial Officer and Vice President Richard Pfutzenreuter, Chief Information Officer and Vice President Scott Studham and Rochester Chancellor Stephen Lehmkuhle. This group will meet on a regular basis (schedule is yet to be determined) throughout the life of the EAM Program.

The interviews with stakeholders began January 9th per schedule. To date over 15 interviews have been conducted and the remaining 5 interviews will be completed by January 18th. This information will be used to build the business case for the project.

A Functional Steering Committee (FSC) has also been formed comprised of departmental leaders from various functions performing maintenance activities at the TC campus as well as Morris, Crookston and Duluth. The FSC will meet regularly to provide direct oversight to the EAM project.

Please click on the Committee Members tab above to learn who is on the various committees.

We would like to thank the participants in phase 1 and ask for your feedback in the comments portion of this blog so that we can improve our process and approach of this project.

Project Schedule for Visioning

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The visioning phase will officially kickoff with a Functional Steering Committee meeting tentatively scheduled for Jan 8th.

The visioning phase will consists of 3 phases:
Phase 1 [Jan 9th - Jan 25th]: One-on-one interviews with key stakeholders to analyze as-is processes in preparation for developing the enterprise asset management strategy. Expectations for these meetings is to have ready any/all as-is documentation.

Phase 2: [Jan 28th - Feb 22nd]: Visioning sessions. These will be approximately 2 hour meetings where the possible future states will be discussed.

Phase 3: [Feb 27th - March 12th] - Documentation developed. The consultant and U of M representatives will collaborate in the development of a visioning document that will be used to guide future EAM activities.

Visioning is underway!

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On December 17th, Deloitte representatives Steve Dahl, Tim David, Rana Lahiri, and Eric Joehl began work on the visioning phase of the EAM project. Over the next 12 weeks they will meet with U of MN EAM members in a variety of methods (one-on-on interviews, workshops or group meetings) in their effort to create the U's Enterprise Asset Management Strategy.
The Deloitte rep's will be located in Room 316 of the Donhowe Building.

EAM Program Update to Functional Steering Committee

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Here is a brief update from the SMART (Strategic Management of Assets, Resources & Technology) project team;
1. RFP issued, and Deloitte was selected. The steering committee met for the first time (10/3/12) and selected Deloitte to lead us through the Visioning sessions. The goal of the visioning phase will be to understand if / how enterprise asset management can be implemented in practice, organization/change management, and technology across the university (business lines & campuses).

o Terms and Conditions are being negotiated by the University and Deloitte.

o Stay tuned for upcoming meetings for you and your selected team members

o Continue to send your department's documentation to familiarize Deloitte (mission / vision, business goals, processses, organizational chart)

2. Integration with the (ESUP)Enterprise Systems Upgrade Project (PeopleSoft)

o Jonas Nygard (SMART_EAM) project manager has joined the Uservices Huddles, which meets monthly to learn of the ESUP functional steering committee activities.

o Integration with ESUP is critical, as many of our process (payroll, procurement and time&attendance) are performed in our current application, and are also performed in PeopleSoft applications.

SMART EAM - ESUP Integration

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The University of Minnesota Enterprise System Upgrade Project (ESUP) is underway to upgrade the U's PeopleSoft system. This project will require integration between PeopleSoft and EAM. SMART core members have become part of EFS huddles to ensure understanding and communication between the enterprise programs.

The current CMMS (Computerized Maintenance Management System), FAMIS, acts as a UServices payroll and financial system for Facilities Management, EHS, Public Safety, USIT, HR and Finance. Facilities Management does most of our procurement through the FAMIS application. The SMART-EAM and ESUP teams will need to determine how and where these functions should reside.

This is what makes our next phase of SMART-EAM so important. The Visioning phase will ask and answer questions like this, as well as scope our future for asset management.

Visioning Phase Update

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The SMART_EAM program is pleased to announce the selection of Deloitte Consulting as our partner who will help the UMN develop an Enterprise Asset Management Strategy.

10/10/2012: Negotiations are underway during the development of the SOW. Initial estimates are the Visioning phase will begin prior to the end of 2012.

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