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SHIFT Update - July 2023

July 19, 2023

Good Afternoon Facilities Team,

Summer is well underway, and likewise, things are heating up with the implementation of AssetWorks as our new Integrated Workplace Management System! Today, we’d like to share another progress update with you.

Accomplishments:

  • In our last email, we shared that the AssetWorks implementation launched with the Operations & Maintenance module, led by Patrick Rhodes in DRF. This work has progressed on schedule, and we are ready to see a first draft of our new work processes and Standard Operating Procedures (SOPs) in action.
  • Fran Becker, from FM, has launched the implementation of the Space and Property Management module. This module will provide a campus inventory of space and allow us to assign work tickets and maintenance on specific spaces across campus. This module is critical to the O&M module implementation.
  • The kickoff for UMD’s new customer service portal, called ReADY Request, led by Kelly Ridings in DRF, officially launched this month. ReADY Request will be the way our customers submit work to facilities units and will provide them with an easy-to-use website providing updates as their ticket is assigned and work is completed.
  • To this point, the Asset & Inventory workstream was led by Greg Stup, from FM. A deeper dive into our implementation has shown us the sheer size and breadth of each one of those areas, and all the associated work processes. As a result, Greg Stup will continue to lead the Asset workstream. Sean Wynn, from FM, will lead the Inventory workstream and will shortly be building his team of Subject Matter Experts (SMEs). 

Coming up:

  • Current facilities data will be added to the O&M module to allow us to test out our new work processes and get your feedback. Stay tuned for ways to get involved with User Acceptance Testing (UAT) this fall.
  • Later this summer and after workflow processes are drafted for the Space Management module, we will develop SOPs, which will be used to configure the system. We will begin planning UAT for Space this Fall.
  • The design and set-up for our ReADY Request customer service portal is set to begin in the Summer/Fall of 2023.

Connecting with Workday

As you know, Workday is the other BIG campus-wide technology implementation and is scheduled to go-live on November 15, 2023. This new launch date has not impacted SHIFT progress and we expect to integrate with Workday when AssetWorks launches in the Spring of 2024. Workday will be the system of record for our financial transactions and for payroll time tracking.

The SHIFT project offers opportunities for you to be engaged in the process. Upcoming opportunities include:

Together, we will support each other as we learn new ways of working collaboratively with our new technology. The SHIFT project will have challenges but thanks to the tireless efforts from each of our Workstream Leads, SMEs and stakeholders, we will achieve success.

Have a great summer,

Aynsley Toews
Project Owner
Facilities Management

Andrea Crabb
Project Owner
Division of Student Affairs

 

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