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PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)
The MAXIMUS - Asset Solutions’ FacilityMAX is an integrated facility management software system needed to replace the
current disparate end of life or non-supported systems, access databases and numerous excel spreadsheets that are no longer
meeting the needs of the Building Services Division (BSD) and Property Control Division (PCD).
The two divisions have combined efforts and talents to create a joint project that will provide a state of the art, secure, web
based, automated work flow and reporting system that will improve the management of facility assets that have been placed
in our hands by the people of the Land of Enchantment!
Problems to be Remedied. PCD has no comprehensive management information system to handle monitoring and
reporting on all aspects of construction projects, especially integrated project management and financial document tracking.
The lack of integrated project and portfolio management system leaves PCD management with little or no management
information on which to base critical decisions regarding funding, and assignment of internal resources.
BSD has a web-based work-order system, but has no supplies and equipment inventory tracking system and labor/materials
cost tracking system. This system will provide more proactive maintenance and a closer communication link to their clients.
The current work flow process to manage these facility assets involves a combination of Excel spreadsheets, various
databases and manual processes.
At present the divisions operate a Leasing Database written in SQL, a Java based Preventative Maintenance Work Order
System, a C++ based Customer Work Order System, numerous Excel spreadsheets and other now defunct systems such as
the BSD Utility Management System written in Access. Since the mid 1980’s PCD has been attempting to develop a Capital
Projects Tracking System, which has evolved to present day needs.
Scope Verification
Requirements Review Yes No Explanation/Notes
Were the project objectives (expected outcomes) accomplished? x
Were all Deliverables submitted and accepted? x
Did the IV&V vendor verify that all deliverables met the requirements? x
Have all contracts been closed? x
Have all final payments been made (i.e., invoices paid) x
Has adequate knowledge transfer been completed? x
AMOUNT
PHASES COMPLETION DATE GOALS/OBJECTIVES RESULTS
(THOSAND $)
Purchase FacilityMAX
June 2006 software/hardware. Install hardware $333.6 Completed
Initiation:
Define schedule, budget, resource
requirements, staffing to support
April 2007 system, develop as-is and to-be work $ 129.2 Completed
process flows, define data elements
Planning: and fields, install software
Complete software installation, set
up database and input data, train end
May 2008 $266.7 Completed
users and sys admin, test, user
Implementation: acceptance conduct IV&V
IV & V Final Report, Transition to
October 2009 Operations, Maintenance, implement $ -0- Completed
Closeout: Redundant Database Server
LESSONS LEARNED
The Building Services Division will likely require another “Workflow Specialist” in order to keep up with Time Card
Entry, Work Order Creation and Equipment Inventory. Currently BSD has two FTE dedicated to this issue with one
vacant position.
Additional expertise will be required to develop BIRT reports in order to fully utilize data in FacilityMAX.
Upfront training and identifying and documenting custom report requirements for quicker implementation is required
Higher levels of attention must be paid to developing training documentation and requirements
User Satisfaction Survey activities should become a separate section in project schedules
Train System Administration and end users on Security Policy and Procedures
IT System Analysis
On this document, or as an attachment, provide a summary response, including changes, to
the following IT infrastructure topics relating to this project:
Application was being hosted by DoIT on a Win 2000 server that was not being
backed up and was unstable. DoIT asked GSD to move the application to a new
environment. DoIT server to be decommissioned. The database will be migrated to a
Dell 2950 server running SQL 2005 which will be partitioned for a test/development
region which GSD does not currently have. The application requires SQL2005 by
9/08. MAXIMUS – Asset Solutions will no longer certify the software on SQL2000
after that date. The database is currently hosted on a DoIT SQL2000 server.
Environmental Requirements
Watts Amps Voltage Cooling
800 3.84 208(120v) 0.2 Tons
Executive Sponsor
(or Designee)
Arturo Jaramillo, Cabinet Secretary
Lead Agency Head
(or Designee)
CIO IT Lead
Karen Baltzley, GSD CIO