Asset Management & Capital Project Management System Review

Transcription

1 Asset Management & Capital Project Management System Review October 21, 2013

2 Citywide Capital Systems Review Introduction 2 Goals Share findings of Controller s Office survey of asset management and capital project management systems Highlight IT systems being used for asset management and capital project management Identify opportunities for collaboration and strengthening citywide processes

3 Citywide Capital Systems Review Introduction 3 Definitions Asset Management: Lifecycle management of capital assets including facilities, utility infrastructure, and roadway infrastructure Capital Project Management: Management of capital improvement projects scope, schedule, and budget through all phases of project planning, implementation, and close out Scope: 7 departments (6 Capital Assets + 1 IT Assets) Capital Assets Airport Port Public Works Recreation and Parks MTA PUC IT Assets Technology

4 4 Asset Management Systems

5 Asset Management Systems Introduction 5 What is Asset Management? Asset Management: Lifecycle management of capital assets including facilities, utility infrastructure, and roadway infrastructure Work Management Asset Information Asset Management Financial Accounting

6 Asset Management Systems Introduction 6 Questions to address What agencies are/should be responsible for managing various aspects of capital assets? What IT system is/should be the system of record for capital assets information tracking?

7 7 Asset Management Systems Handout Details

8 Asset Management Systems Citywide Summary 12 CCSF Current State of Asset Management System IBM Maximo Manager PUC Data PUC System TMA Manager Rec & Park Data Rec & Park System MS Excel/Access Manager MTA Data MTA System Oracle eam Manager Port Data Port System CMMS (Infor) Work Management Manager DPW Data Public Works, Real Estate, Client Departments Asset Information Asset Management System COMET Manager Rec & Park Data Rec & Park Financial Accounting System FRRM Manager Capital Planning Data General Fund Departments System Asset4000 Manager Airport Data Airport System FAMIS Manager Controller s Office Data All Departments

9 Asset Management Systems Citywide Summary 14 Common challenges System is decentralized Data management is burdensome and requires time and skills Lacking integration with project and work order management Interfaces are lacking or need enhancement Reporting is lacking features

10 Asset Management Systems Citywide Summary 15 Opportunities for Consolidated Solution Infor: DPW and Real Estate are underway with development and rollout and recently MTA has reached threshold for unlimited licenses IBM Maximo: PUC has developed Maximo for utility assets eam: Port further developing eam to include more assets and project management Airport currently has RFP out for asset management system

11 Asset Management Systems Citywide Summary 16 Asset Information System Example: DPW Infor Facilities, metadata Fields are customizable Asset Information Work Management System Keeps track of all corrective work orders Analysis includes: Work Management Financial Accounting Number of work orders at building/floor/system level Time to repair Etc

12 Asset Management Systems Citywide Summary 17 Example: DPW Infor

13 Asset Management Systems Next Steps 18 Vision for future CCSF Asset Management System Enterprise system (e.g Infor/Maximo/eAM) Manager RED, CPP, DPW Data General Fund (+ Enterprise Departments) System Enterprise system Manager Enterprise departments Data Enterprise departments Work Management Asset Information Asset Management Financial Accounting System Successor to FAMIS Manager Controller s Office Data All Departments

14 Asset Management Systems Next Steps 19 Benefits of shared enterprise asset management system Single system of record Comprehensive list of citywide assets Lifecycle costs (total cost of ownership) for assets Complete work history Enhanced ability to develop proactive lifecycle management

15 Asset Management Systems Next Steps 20 Next Steps Coordinate Asset Management Working Group Goal: Further develop vision and implementation strategy for citywide asset management Business requirements Software options Responsibilities of each stakeholder Sponsors: Capital Planning Members: RED, DPW, DT, Controller s Office, and GF stakeholder departments Focus efforts on General Fund departments, Enterprise departments have access to tool, if desired

16 Asset Management Systems Discussion 21 Questions and Discussion

17 22 Capital Project Management Systems

18 Capital Project Management Systems Introduction 23 What is Capital Project Management? Planning Capital Project Management: Management of capital improvement projects scope, schedule, and budget through all phases of project planning, implementation, and close out Closeout Project Reporting: Scope, Schedule, Budget Design Construction

19 24 Capital Project Management Systems Handout Details

20 Capital Project Management Systems Citywide Summary 25 Ex. MTA: Capital Program Controls System (CPCS) Primavera P6 SCHEDULE & RESOURCE CONTROL EcoSys EPC COST CONTROL Oracle CM13 SCOPE CONTROL SharePoint ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

21 26 Capital Project Management Systems Citywide Summary

22 Capital Project Management Systems Citywide Summary 27 Ex. DPW: Enterprise Project Management (EPM) DPW Adopted the Microsoft Enterprise Project Management (EPM) Technology The Technology Domain Consists of the Following Microsoft Products SharePoint server 2010 Project Server 2010 MS Office Project Professional 2010 Project Web Application (PWA) SQL Server 2008

23 Capital Project Management Systems Citywide Summary 28 Ex. DPW: Enterprise Project Management (EPM)

24 Capital Project Management Systems Citywide Summary 29 Challenges Small departments cannot afford robust project management tools Small projects (<$20M) are more challenging to track Reporting process is manual and/or un-customizable Data entry is burdensome System is uncoordinated with project management/business processes

25 Capital Project Management Systems Next Steps 30 Improving collaboration between departments Provide forum for departments to share lessons and tools Develop enterprise capital project management systems Capture small (<$20M) projects Provide tool to small departments Develop standard reporting metrics

26 Capital Project Management Systems Next Steps 31 Next Steps Coordinate Capital Project Management Working Group Goal 1: Develop citywide enterprise tool that departments can opt-in to use Goal 2: Establish citywide reporting standards Common fields of which all projects should report Best practice research Formal approval from CPC and other bodies (?) Sponsors: Capital Planning and Controller s Office Members: RED, DPW, DT, and General Fund stakeholder departments Integration of project management system with asset management, financial, and other systems Controller s Office exploring Tableau for common reporting tool

27 Capital Project Management Systems Discussion 32 Questions and Discussion

28 Questions & Comments 33 onesanfrancisco.org Brian Strong, Director Kaitlyn Connors, Assistant Director Eliot Chang, Administrative Analyst Sunny Chao, City Hall Fellow