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(ITS Staff only)
The current Maintenance Management System (MMS) has been in place for 28 years and has not been updated since 1998. HSU is the last remaining user of the system in the world, and support is extremely limited. By adopting a new solution, Facilities Management will be able to move to a more efficient web-based environment for work requests, work order processing, purchasing, inventory control, chargebacks, key control, and fleet maintenance, as well as enable both staff and customers to monitor and track work requests.
10/29/14: Process review worksession results have been approved and current business processes and solution requirements are being documented. While it appears the CO will not be immediately publishing a system-wide RFP, VP Joyce Lopes and Traci Ferdolage are researching recent developments from the CO that may offer solutions for (1) Facilities Conditioning, (2) Deferred Maintenance and Prioritization and (3) a Maintenance Management System that would include Work Order/Inventory management. In the meantime, requirements will continue to be documented, regardless of whether they will be incorporated into a published RFP or used to measure CO-offered solutions viability for HSU; timelines will be revised once a direction has been determined.
9/23/14: The results of the process review work sessions are in Facilities' hands for review and feedback. Traci is working with the CO to determine the timeline and next steps for the system-wide RFP, which will help inform our next steps. The timelines identified for this project remain estimates only and the status active; however, this project may be placed on hold until information from system-wide activities and other efforts indicate otherwise.
8/26/14: Process review work sessions are expected to continue for a few more weeks. Traci has learned of a possible upcoming RFP issue by the CO; this is expected to result in multiple Master Enabling Agreements (MEA), which will offer campuses a choice of Facilities Maintenance & Management Systems. Traci is in touch with the CO for HSU's possible involvement in the development and work on this RFP, which may eliminate the need for HSU to issue their own RFP; any solicitation, either system-wide or campus-level, will benefit from the process review and business needs work the Facilities teams have already done. Project timelines remain estimates only and will be updated as appropriate.
7/15/14: As part of the project planning and RFP development, the Facilities Management team is participating in process review worksessions, the first of which was held on 7/11/14. These meetings will continue in order to ensure input from all members of the management team, as well as from additional administrative areas. In parallel, Traci Ferdolage is conducting additional product research which will be considered in the RFP development and distribution process. Project timelines remain estimates only and will be updated as the product implementation begins.
6/20/14: We are preparing the Request for Proposal (RFP) and planning business process review worksessions with the various teams that will be involved. We hope to release the RFP in mid-July, with the goal of making the final product selection and issuing the contract by October 2014; the project would start shortly thereafter. Project timelines remain estimates only and will be updated as the product implementation begins.
5/8/2014: This project has been approved and will begin with a process review, scheduled to run from July through September 2014. Depending on the solution selected, implementation is targeted to take place between October 2014 and June 2015.