Facilities Management’s IWMS Updates
CAPITAL PLANNING AND PROJECT MANAGEMENT (CPPM) – Coming Fall 2021
Our dedicated FM staff is currently implementing the AiM Capital Planning and Project Management (CPPM) module. This has been a tremendous team effort across many sections, and currently we are on schedule and within budget. CPPM is one of the five pillars of the AiM Integrated Work Management System (IWMS), and over the next few months we will finish the Standard Operating Procedures (SOP’s), walk through use cases to ensure the software meets our Business Process Analysis needs, and prepare for a fall 2021 full system launch.
The features we are most excited about include:
- The ability to have our data managed in a single database
- Accessing this shared data so capital planning will be aligned with facility maintenance
- Promoting great transparency across FM and with our university partners
Additionally, the CPPM module will help us realize the following benefits:
- Enhanced project status updates through customized reports and dashboard tools
- Further integration of Capital Construction with operations and maintenance protocols
- Manage the project lifecycle: capital request through design, construction, closeout, and turnover
- Leverage long-range strategic planning to align the mission and vision of our clients’ needs
We’ve added a page for training. It includes links to videos where you can start to learn more about AiM.
Facilities Management Customer Service is currently entering lock and key information into the live version of AiM. Unfortunately, it is a manual process.
Each key has three parts to its name. All Facilities keys begin with FAC, which is the designation that is used regularly in AiM to designate it belonging to Facilities Management. Housing and the Lory Student center will have their own designations for their keys. The second part is a 4-digit number indicating the building. For example, the building number for the Heating Plant is 0068. The third part is the room number or lock ID. An example lock ID is CB1S and the key name would be entered as FAC-0088-CB1S in AiM. Once entered into the system, this name does not change. Lock IDs come from existing information from MPAC and physical records at the key desk.
Additional information about how keys are entered:
- Key type: There are 2 types of keys, electronic and hard key. Housing has the majority of the electronic type of keys.
- Key class: There are 4 main classes of keys. Grand Master, Building Master, Sub Master, and Individual
- Serial: This is yes, or no. All FM keys are serialized.
- Restricted: This is also yes, or no. Restricted keys are generally building masters, sub masters, and grand masters. The individual classed keys aren’t necessarily restricted.
- Storage: This is the cabinet the key is kept. It is one of the cabinets in the key desk storage room.
- Slot: This is the location in the storage cabinet.
- Locations: Each room the key opens are added to the record. Individual classed keys could have one or several rooms. Grand master and building masters generally do not have locations attached to the record. There are too many rooms that would need to be maintained in the record.
Searching for keys is very easy in AiM. Any field that is attached to the record, can be searched. Having the building number attached to the key makes it very easy to search for something in any building.
The individual keys that are checked out to people will be entered in later. Most of this information will be uploaded using spreadsheets.
Until AiM gets upgraded to version 11, we will still have to request keys in person. In version 11, you can request keys through Ready Request.
Space is where it all begins. We need locations, as they are called in AiM. So far, locations are the most complete part of AiM.
All the buildings, floors, and rooms in FAMIS have been put into AiM Property. We have been taking pictures of the buildings and have about a third of them attached to the property record. We have also been putting in structures and sites that are not buildings into AiM. The next big project will be to link the floor plans to the property, so that you wil not have to go to the K: drive and look up the floorplan. After that, we will be working on parking lots and art.
One of Facilities Management’s goals with AiM is managing CSU’s assets better. Facilities created an asset manager position to reach that goal. Changing and creating assets will involve a process that goes through the asset manager. Not every asset will be explicitly tracked in AiM. For example, a small pump or valve won’t have a record in AiM. These assets will be tracked via the system they’re part of. AiM uses QR codes to identify assets.
Brian Balthazar and his crew were busy in February labeling over 500 backflow preventors with individual QR codes. Using the Go app, they synced the QR code to the backflow preventor by looking up the serial number. They would also take a picture of each one and upload it along with the geo location to AiM. Most of the backflow preventors were already uploaded into AiM. Additional backflow preventors can be easily added into AiM using a template and entering the appropriate information. Generators and elevators will also be done in a similar fashion by the time AiM goes live.
02/06/2020 Go Live Date of AiM – CSU’s New Integrated Workplace Management System
The go-live date for our new Integrated Workplace Management System (IWMS) is being moved from March 2, 2020 to July 1, 2020. Yes, that is correct, we are moving it to fiscal year end.
The July 1, 2020 go-live involves starting to use our new IWMS software, called AiM, and specifically its Operations and Maintenance Module. There are several reasons for doing this:
- The expected duration for project tasks has been longer than anticipated.
- For our partner, Housing and Dining Services, a go-live date in the middle of the semester posed concerns with how their students could submit work requests.The new go-live date will allow ReADY Request available before the start of the fall semester and will cause fewer interruptions in current business practices.
- CSU Information Systems had an employee leave the department and was forced to delay their commitment to us for their integrations.
- It also allows each partner to provide better and more thorough AiM Training to their users.
While fiscal year end is a busy time, there is no time that will be good for all our employees. We have talked with the people involved in year-end processes and they have agreed that they can make this work. This also gives us a cleaner break between the two systems and each fiscal year.
With the new schedule, the main AiM training will begin in April. In the meantime, we have started to work with small groups of people to review completed configurations of the IWMS and are training those users on the areas they are working in.
At this point, we have the AiM Space Module up and running in the Production System. We are in the process of getting the Special Asset crew’s backflow preventers (to be followed by elevators and generators) in the production system because of a failure in the system they were using.
11/05/2019 – The IWMS portion of the most recent Town Hall Power Point is available as a pdf. Please see the link at the top of the page.
10/17/2019 – The handout has been updated. Please see the link at the top of the page.
The current round of Town Halls has been complete. Stay tuned for the next round and up-dates to the FAQ page.
AiM is composed of several modules. Facilties and their partners have purchased the highlighted modules:
O&M Implementation Timeline