End of EAM Preparation Phase: Workstream Leaders Tell Us What They Think...

Publication date: 
July 18, 2017
 

End of Project Preparation Phase:

picture of workstream leads

What have we learned & what we are looking forward to?

We just completed the project preparation phase of the Enterprise Asset Management (EAM) project in June.  Over the past several months, we have worked with our system designers to analyze our processes and document our system requirements.  We told them what to build in the Preparation phase; they will now build it for us to test in the Prototype phase.  The Prototype is a preliminary functional model that will let us see how the new Tririga system will meet our business needs.

What does this mean for you?

We asked three of our workstream leads to tell us in their own words what the biggest changes and benefits will be, what they learned in the preparation phase, and what they are looking forward to in the Prototype phase.

We spoke with:

  • Andrew Munsch - Real Estate Workstream Lead
  • John Vilandre - Construction Projects Workstream Lead
  • Andrew Chan - Strategic Facility Planning Workstream Lead

What are the biggest changes and benefits for my group?

There are two really big improvements for Strategic Facility Planning: 

#1 – “The new system and process changes will give colleges and business units a place to analyze their existing facility portfolio (size, type, condition, etc.), a process for communicating improvement or expansion ideas, and the ability to track progress from initial concept to implementation.

#2 – “Better linkage to Facility Condition Assessment (FCA) – Knowing what you have and its condition is fundamental to managing an asset. Tririga will bring that information front and center for service providers and facility occupants to improve planning and operations.”

-    Andrew Chan, Strategic Facility Planning Workstream Lead

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The biggest change for Real Estate is:

“We will be eliminating shadow systems and will realign processes and systems.  This will reduce errors and increase efficiencies in how we manage leases.”

-     Andrew Munsch, Real Estate Workstream Lead

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The benefits for Construction Projects are two-fold:

 “For facility-type projects (around the state) or U-Construction projects, having the ability to connect project plans directly to execution in one system, specifically, project managers will be able to load project schedules and directly assign labor, equipment, and purchase materials all from one place.

“For Capital Projects and Project Management (CPPM), the ability to leverage the Tririga system to streamline the communication and execution of contract and invoice activities with our many designer / builder partners throughout the state.”

-          John Vilandre, Construction Projects Workstream Lead

What did I learn in the Preparation phase?

“We don’t have a tool for managing Strategic Facility Planning today, so much of the preparation has been about “how should we do it?”  Despite some pain, this phase has been a wonderful catalyst for convening the right people to document new enterprise processes, including release of an updated ‘Capital Improvement Process’ map and supporting website (coming soon).”

-          Andrew Chan, Strategic Facility Planning Workstream Lead

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“I learned how important our data is to others at the University.  Space Management works closely with the leasing department.  Today there may be dual entry when we lease University space because our systems are not linked and the data is not transparent.”

-       Andrew Munsch, Real Estate Workstream Lead

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“I have learned how incredibly diverse our organizations are, even within University Services.  It appears that our two primary Construction offices do the same thing, we both build projects for the institution.  However, the way we deliver them is distinctively different.  This provides interesting challenges around finding commonality and working towards operating out of one system.”

-       John Vilandre, Construction Projects Workstream Lead 

What am I looking forward to in the Prototype phase?

“I think everyone is excited to see our end-to-end functional story played out in the Tririga environment.  We are looking forward to more hands-on interaction with the tool.”

-             Andrew Chan, Strategic Facility Planning Workstream Lead

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“We are looking forward to seeing what the Tririga system will look like.  It will be a great way to get people involved.  People will start to see the benefits it can offer when they can see it, touch it, and try it out.  It will become more ‘real’ and concrete.”

-             Andrew Munsch, Real Estate Workstream Lead

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“We’re energized about the prospect of putting our ideas into action with eCIFM in a realized Tririga environment! 

Configuring this environment together will let us expand engagement with staff and partners, which will enable cycles of testing and feedback that will help us build out how we will work in the future.  It is very exciting!”

-                John Vilandre, Construction projects Workstream Lead

As you can see, we have made some great progress on the EAM project.  We are looking forward to many exciting developments and continued participation by many of you in the Prototype phase, where the system will really start taking shape. 

Follow the EAM journey, by visiting the EAM website

Key Terms:

Preparation Phase:  Project phase where the process and system design business collaboration sessions take place

Prototype Phase:  Project phase where we develop and test the prototype for the Tririga system

Prototype:  Preliminary model of what the solution would look like

Workstream:  A collection of related core processes that span multiple functions and/or campuses.

Workstream Lead:  The person who leads all implementation activities for the workstream and manages the workstream schedule.

Workstream Team:  A team of subject matter experts (SMEs) who represent the voice of the business unit in the workstream tasks and activities.

Did you know?Did You Know?

  • In fiscal year 2016- 2017, the Real Estate Office purchased 3.616 acres of land at a cost of $2,350,619. This equates to an average cost of $15 per square foot.
  • The University of Minnesota owns and operates 30 million sq. ft. in 900 buildings throughout the state of MN.

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