Client Case Study. Industry. Education

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1 Client Case Study Facilities Condition Assessment / Project Management Solution Industry Education ecifm Solutions Inc Crow Canyon San Ramon, CA USA Telephone: Fax:

2 Problem Difficulty maintaining timely and accurate information on the condition of old facilities Disparate systems and decentralized information Poor visibility into facility and space utilization Need Condition assessment on facilities to develop annual budget and capital funding initiatives About: K-12 School District Founded in 1851, this particular K-12 is an urban school district in Portand, Oregon. The largest school district in the Pacific Northwest comprises of 47,000 students in 81 schools. The district includes 250 buildings and sites spread over 145 square miles, and occupies approximately nine million square feet. Prior to seeking ecifm s Facilities Condition Assessment solution, the K-12 school district maintained buildings and assets using the IBM TRIRIGA Operations and Facility Management application. The school district utilized the software to gain a holistic view of the facilities assets and to automate preventive maintenance requests among other operational and maintenance tasks. Solution Components Software IBM TRIRIGA Modules IBM TRIRIGA Facility Assessment Project Management Challenges: Infrastructure Deficiency and No Single Version of Truth One of the biggest concerns for the school district was to accurately perform facility condition assessment of each building averaging 67 years of age, and presenting the data for the development of annual budgets and the capital funding initiatives. Without a proper software system it was difficult to analyze the repair cost of buildings versus their replacement cost. It was difficult to determine if it was cost effective to remodel a building, or build a new one. Other challenge for the school district was the use of desperate systems and database to manage its buildings. Decentralized and distributed information was not only hard to maintain and control, but it also failed to provide a single version of truth. Furthermore, the school district lacked efficient space management and transparency into facilities utilization. Page 1

3 Solution: Implementing Facility Assessment and Capital Project Management to Overcome Infrastructure Deficiencies With the support of ecifm, we upgraded and went live in September ecifm s support prior to go live helped us get a feel for the new version and they worked with us as we finetuned the system to meet our processes. Following go live, there was an expected adjustment period for the users that occurs with any new system. During that time ecifm was always there to support the implementation team with prompt response and critical on the fly training. ecifm also supported us when technical issues arose by taking the issue to TRIRIGA customer support and supporting us to resolve the issue promptly. ecifm has continued to support us as we gradually fine tune reports, add and adjust user groups, and implement additional modules. ecifm implemented the IBM TRIRIGA Facility Assessment Application that allowed the school district to precisely capture the infrastructure deficiencies for annual capital planning purpose. ecifm made it possible for the district to accurately measure the condition of its buildings and present the assessment data to the executives and the community to secure funding for the rebuilding or remodeling projects. ecifm integrated IBM TRIRIGA with the district s enterprise resource planning, human resource, and the timecard systems. Integrating the systems gives the school district a single version of truth whereby the staff can view and manage the entire endto-end work order management process using a single application. For instance, the total cost of repair, technician time, materials purchased etc. can be viewed and managed from a single system accessible to the team from any location in the school district. ecifm implemented the CAD integrator. CAD building drawings are used as a graphical interface to the facility information providing the staff visibility into exactly how big each space is, what it is used for, and when additional space is needed to support the area s growing student population. - Data Analyst, K-12 School District Page 2

4 Business Benefits Over 300 percent return on investment (ROI) Facilities management costs reduced by 15 percent through increased productivity Identifiable building improvements that decrease annual expenditures Transparent and auditable data to executives and community Results: Integrating Information Drives Greater Efficiency The IBM TRIRIGA Facility Assessment Application provides the school district reliable space area data to capture and track operational cost and Facilities Condition Index (FCI) - benchmark to compare the relative condition of a group of facilities. The system uses industry standards to calculate the replacement cost of each building system and provides a comprehensive list of building systems for each facility using UNIFORMAT II. The UNIFORMAT II classification enables a seamless link of all phases of a building life cycle - from facilities development through facilities management. Capital planning is now integrated with maintenance planning. Armed with this insight, the organization can better plan for and communicate new funding requests as part of its capital planning process. By having an integrated system the school district has reduced the amount of data entry required. They can now see and plan for high demands of work activity, who to hire and when. Maintaining production hours for the maintenance workforce above 75 percent is now easy. All maintenance workforce time, including non-production hours such as sick, vacation and supervision time, are entered into the IBM TRIRIGA timecard module. Having the data granularity of this KPI in IBM TRIRIGA allows maintenance managers to identify which work groups or individuals are performing well and those that are not. Increased productivity has led to reduced facilities management costs by 15 percent. Page 3

5 How Can We Help? Founded in 2001, ecifm Solutions Inc. is an AAA accredited IBM Premier Business Partner providing Integrated Work Place Management Systems (IWMS) for organizations looking to improve their organization s real estate portfolios, facilities and workplace management. The AAA accreditation relays that IBM has endorsed ecifm s ability to provide advanced deployment professionals for the IBM TRIRIGA software suite. ecifm has over 12 years of experience implementing IWMS solutions for various clients in the corporate, education, federal, state and local government. ecifm s value added solutions boost organizations overall operational effectiveness and helps its clients achieve significant return from their investments. For more information about ecifm Solutions Inc., visit ecifm.com or call (925) Visit ecifm.com/iwms/index.php/technology/ for information about IBM TRIRIGA. Copyright ecifm Solutions Inc Crow Canyon Road, Suite 240, San Ramon, CA Office: (925) Fax: (925) Please consider the environment before printing this case study Page 4