Frequently Asked Questions

What is the EAM Program?

The Enterprise Asset Management (EAM) program enables the strategic management of assets (facilities, equipment, land, space, leases), resources, construction projects, and technology through process and systems redesign. We will leverage the best of what already works here at the University along with leading industry practices to help shape our future asset management program across all University of Minnesota campuses. Asset management is a strategic discipline which gives rigor and accountability to the way organizations make decisions. Please click here for more information.

What is an IWMS?

Gartner, the leading technology research institute that evaluates software and technology, initially defined an IWMS (Integrated Workplace Management System) in 2004 as an an enterprise-class software platform that integrates five key components of functionality, operated from a single technology platform and database repository. These functional areas are: Environmental Sustainability, and Real Estate, Lease, Facilities, Space, Maintenance, and Project Management.

What is the current status of the Enterprise Asset Management project?

The EAM team is coordinating with stakeholders to determine timelines, resources, and actionability of improvement opportunities while gearing up to submit an RFP.

How were the Improvement Opportunities created?

An external consulting team and the EAM Team conducted Business Process Redesign workshops to elicit pain points for current processes. The pain points were investigated for similarities and grouped into a common issue. Issues were compared with leading practices, and actionable improvement opportunities were created.

How were the Leading Practices established?

The leading practices have been collected from a variety of sources such as: the external consulting team's previous client projects and subject matter experience across multiple industries in public and private sector. Leading EAM organizations, associations, and publications were also researched as part of this process.

What should I be doing right now to help?

Please click here.

What should I do to prepare for EAM?

  • Review information on the EAM website.
  • Request access to final deliverables from the first stage of EAM. Click here to request access.
  • Contact an EAM team member to request more information. Click here to contact an EAM team member.
  • Join the EAM team as an Advance team member.
  • Retrieve EAM bulletin board materials from the EAM team and post them in your department. Click here to download the materials.
  • Attend an EAM event if possible.

Some people in my department are on an advance team. What is this?

The EAM Team is recruiting Advance Team members from a variety of support areas. These volunteers participated in early EAM sessions and were recruited to provide information/training for their department.

Is training available? 

The EAM Change Management, Communications and Training Team are currently analyzing the requirements for Tririga training. We will have eLearning, classroom and On-the-Job-Training (OJT) opportunities available for all the groups impacted by the Tririga implementation. Look for more information in Q2 2018. If you have any questions about EAM Training, please contact Brent Whittaker - EAM Learning and Development Lead (Contact the EAM Team).

How will Project Managers be chosen for the Improvement Opportunities?

The EAM team and key stakeholders for each improvement opportunity will discuss the needs of the project and the best fit for the role.

Will the Integrated Workplace Management System replace my XYZ software?

The Enterprise Asset Management program's plan for software tools is to reduce but not reduce overall functionality. Planned software/system removal will be associated with a function that can be performed by the IWMS.

Will Enterprise Asset Management Program replace my XYZ process?

During Phase 1, Subject Matter Experts discussed pain points associated with current processes and determined how they could be enhanced for the future. Any proposed change is an endeavor to align the University with leading practices and drive toward our ultimate vision of creating a better campus experience at lower cost.

Has leadership been involved in the initial stages of the project?

Our project sponsor, Pam Wheelock, has been involved since the beginning of the project and is currently working to steer its future. A steering committee consisting of a cross section University leaders, including system campus representation as well, has been active in the project as well.

Where can I find recent changes and news for the project?

As the project progresses and major milestones are achieved, the EAM team will report these efforts to stakeholders via the "News" portion of the EAM website and an EAM newsletter.

Is the Enterprise Asset Management program a Facilities Management project?

The Enterprise Asset Management program will be a system-wide program. As such, we rely on representation of subject matter experts from all areas and locations to ensure a well-rounded solution.

How will we ensure these new processes are sustainable over time?

Process changes will be vetted by necessary stakeholders and data will be entered into the Integrated Workplace Management System to allow for continual process evaluation and to aid decision making. Training programs will be designed to ensure team members are knowledgeable and able to use the EAM program tools at their disposal.

How will the Enterprise Asset Management Program impact the U, my department, and me?

Please click here.

What is the current priority level for the Enterprise Asset Management Program?

The program is currently in its preliminary stages. Given the magnitude of value that an Integrated Workplace Management System (IWMS) would provide for the Enterprise Asset Management program, our project sponsor is currently investigating resource and budgetary decisions. Once the resource plan is completed and the budgetary decisions are made, the program will increase in priority.

Are all system campuses involved in the Enterprise Asset Management Program as well?

Yes. The system campuses contributed a great deal during Phase 1 of the EAM project, and the EAM team will seek their continued engagement in the phases to follow.

Will there be a system interruption?

The first stage of EAM will include enhancing and refining current business practices. Future stages may include a new software tool, which may require a system interruption in order to transition to the new system.

 

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