The Vendor is required to provide work management software solution to manage work orders, record staff time, manage and issue parts and supplies, bill customers, and produce reports among other things; it is a complex system that has met the department’s needs, but the department is ready to make some changes and modernize their work processes.
- Facilities Management is responsible for supporting the needs of both the campuses. The stakeholders in this project include all Building Maintenance and Operations staff, Auxiliaries providing construction and autoclave services, custodial support services, building engineering and automation, grounds and roads, the central utility plant, and administration and finance personnel.
- New system would include providing a more intuitive, user-friendly interface using mobile and desktop platforms; planning/scheduling of work; improved access to current and historical information and metrics; process automation and streamlined workflow; integration with other campus systems including Finance and HCM; key management; predictive maintenance; and expanded customer communication options.
- Software as a Service (SaaS) solution, accessible from anywhere, with updates, support, and maintenance provided as a service.
- Service Requests/Self Service
• Create service request
• Check request/WO status
• Review request/WO billing details
- Work Order Management
• Workflow management
• Small project grouping and parent child relationships
• Crew assignment
• Task codes/Work types
• Material requests and issuing
• Estimates
• Billing rollup
• Split billing
• Maximum expenditure (not to exceed)
• Customer billing
- Location Identification
• Campus
• Building
• Floor
• Room
- Labor Tracking (time entry)
• Billable and non‐billable
• Charge rates (individual and crew specific)
• Shift differentials
• Overtime
- Planning/Scheduling
• Person/Crew specific
• Calendar based
• Load balancing
• Carry over
- Mobile
• Work Order management
• Status updates
• New WO alerts
• Prioritization
• New Requests
• Time entry
• Parts requests
• Equipment bar code functionality
• Offline capable
• Documentation lookup (floor plans, manuals)
- Assets/Equipment Management
• Component classification grouping i.e. (Uniformat)
• Equipment details (status, type, manufacturer, model, serial number, specifications, and parent equipment)
• Service history
• Bar codes
• Warranty management
- Preventive Maintenance
• Route processing
• Scheduling
• History
• Procedures and materials needed
• Labor charges
• Meter data and meter based PMs
- Inventory/Parts
• Storerooms and bin location
- Accounting
• PeopleSoft account structure (speed type/chart of accounts)
• Period billing
• Miscellaneous cost tracking
• Credit/debits
Materials Ordering
• Dry Ice request
• Billing
- Document Attachments and Management
• Photos
• Notes
• Manuals
• Drawings
• Classification tools (metadata)
Reporting
• Comprehensive standard and ad hoc reporting across all modules
• Analytics and Dashboards
• Report scheduling
• Time reports for supervisors
Key Management
• Lock IDs (campus, building, room, door)
• Requests portal
• Search and reporting
• Key rings
• Key request (building, floor, room, and door or by lock ID)
• Lock classification/type
• Restricted keys
• Change Keys, Sub Masters, Building Masters, Grand Masters
• Key cut information: (keyway, key cut, key angle)
• Email notifications
- Daily Logs
• Information sharing between Day and Shifts
- Training/Help
• Embedded help
• Site specific training materials
• On site classes
• On‐line library
- System characteristics
• Attribute/User defined fields
• Mandatory field configuration
• Configurable Group/Role based security
• Workflow
• Prod and Test environments
• Transaction auditing
• Single Sign On, SAML compatibility
- Integration with other campus systems (API or direct database processing)
• PeopleSoft Finance and HCM
• Kahuna construction project management
• Archibus Space
• Facilities Condition Assessment
• Kronos
• StarRez
• Designated support contacts must be available during business hours and contact information must be provided.
- Contract Period/Term: 2 year
