The Planning and Analysis phase plays a crucial role in making the implementation successful and maximizing the potential benefits.
At project onset, CFI and your team will both assign project managers, who will serve as the primary contacts for both parties. Both Project Managers should have this project as a primary responsibility and have authority to make decisions appropriate to the success of the project.
CFI will provide administrative support by hosting a collaboration website, facilitating conference calls, and posting meeting minutes, relevant documents and status reports. The key output of this phase is the project charter for the remaining phases with assignments and detailed implementation schedule.
Computerized Facility Integration, L.L.C.
www.gocfi.com
Phase 1 Deliverables:
• Project Charter
• Risk Management Plan – This document identifies potential risks and how these risks should be mitigated. This document will be reviewed often during the project to determine if any of the identified risks have had an impact on the project performance.
• Communication Plan – This is the documentation of the channels of communication between CFI and your project team. For example some organizations would prefer all project communication to flow through their team’s project manager; others prefer to have individual team members to be contacted directly.
• Roles & Responsibilities – All the key players on the CFI project team as well as on your project team are identified. It is intended to provide contact information, an individual’s role in your organization as well as their responsibilities on the project.
• Acceptance Plan – This plan lists the deliverables for each phase with dates of acceptance and criteria and standards to review the deliverables. This is revised and agreed upon at the beginning of each phase.
• Change Order Plan – This plan does not guarantee change orders will be generated; it only documents what the process should be if a situation occurs where your team requests services or software licensing that is not within the current scope of the project.
• Initial Transition Plan – This plan details the steps required in the move from legacy systems to new systems. Detailed steps from freezing current systems to migration of data and then finally to go-live on the new systems. This plan will show who is responsible and when so that the freezing of processes and systems is minimized.
• Implementation Project Plan – At the end of this phase the project managers will have agreed to date ranges for the proposed project tasks and milestones. The project plan will be updated throughout the duration of the project.
• Project Collaboration Portal – CFI uses SharePoint as a project collaboration portal where all project related documents between the University and CFI will be posted.
• Functional Requirements Validation – Requirements as understood by CFI will be validated and any modifications and additions will documented. Any requirements identified as additional customization that are not in scope will be documented and agreed upon by both parties before moving forward. This will form the base of the system design document in phase 2.
− Portfolio – Requirements pertaining to the foundational data for the system for Geography Location, Organization, People, Assets and Specification managers and their hierarchy setup and navigational flows will be documented.
− Space Management – Processes that need to align with your internal business requirements to measure and manage space, occupancy, indirect cost recovery and allocation will be documented.
Computerized Facility Integration, L.L.C.
www.gocfi.com − Move Management - Requirements pertaining to the management of
moves (employees and associated equipment) will be documented. Approvals and the levels of notifications will be identified.
− Employee Self Service (ESS) – Requirements and processes as it pertains to space, work and people request routing and approvals will be defined.
− Asset and Inventory Management – The universities requirements and processes pertaining to the management of assets and equipment, from procurement through disposal, will be documented.
− Real Estate and Lease Management – Processes that align with Lease administration and lease audit.
Assumptions:
o CFI will conduct no more than 2 days of meetings for each module specified above.
o Strategic Planning is a custom build since it is not currently available within the product.
o Components of Operations Module and the Reserve module will be used to meet Move Management requirements
o Project management is not being used under the assumption that Moves will not considered a Capital Project
Phase 2: Design
In the design phase, the information collected in the planning phase is used to create tactical design specifications. CFI will conduct design sessions to gather information on the changes to the out of box product as part of the design specification development.
These design specifications include identifying the BOs (business objects) that will be used and for each BO outlining the changes (if any) to the out of box GUI (graphical user
interface) designs, hierarchy trees, workflows, notification and approvals, and State
Transitions. Data and drawing standards, reporting definitions and the final list of data fields to be populated will also be defined. This definition may range from a simple confirmation of existing off-the-shelf features to a complete design document for new custom functionality. CFI will advise the University on what we believe is in the best interest of your organization to achieve their ultimate goals for the system. The University will have the final decision on all standards.
Phase 2 Design Deliverables:
• System Design Document
• System Specification – This deliverable defines the existing hardware and software of legacy systems to be replaced. We will also define the hardware, software, and configuration requirements of the new systems to be
implemented. Items to be defined within this deliverable include:
o System Architecture
Computerized Facility Integration, L.L.C.
www.gocfi.com • Data Standards Definition - This standards definition declares how the data
will be stored, it also captures any modifications requested and made to the standard product as well as any business rules for calculations made within the database or application. The documentation will be broken out into categories based on the software modules proposed. In addition to the Portfolio
information, background data standards specific to each module or process to be implemented also need to be defined. What follows is a proposed list of modules to be implemented and examples of the data standards to be defined for those modules:
o Portfolio – TRIRIGA Portfolio consists of foundational data for the system in Geography (World Region, Country, State, and City), Location (Property, Building, Floor, and Room), Organization (Company, Division, and Department), People (Employees, Consultants and External Vendors), Assets and Specification managers. Organization may be setup to many levels as required. Portfolio information is used by all modules and is necessary for any implementation. The extent of the data that will be loaded in portfolio is determined by the modules used and the functionality required.
o Space Management – The data standard definition activity begins with the review of the Portfolio data. Space classification, space
measurement standards, and space attributes will be defined. CFI understands that the spaces will be classified as per the PEFICM standards. Spaces will also be assigned one or many functional uses with a corresponding use percentage. Organization (department) allocation will be used as available out of box from TRIRIGA. Funding accounts will be flagged as required per the functional use. Spaces will be attached to Principal Investigators and Occupants. This setup is necessary to collect data to be exported for indirect cost recovery. Several other attributes will be tracked as specified by the customer.
o Employee Self Service (ESS) – Renders homepage portals for authorized users to submit requests and queries to the "main" system. Through self-explanatory web pages on the Internet/Intranet, users throughout your organization can quickly initiate, track, and manage any request.
o Asset and Inventory Management – Asset management typically refers to larger-scale assets such as fixtures, furniture, equipment, keys, technology (including software licenses), telephones, tools and vehicles. Some examples of data points to be documented here include location, condition, specifications, ownership status, asset value, etc.
o Real Estate and Leasing - Data standards specific to the Real Property & Lease activities also need to be defined. These data elements contain the processing of property management
documentation and workflows. Some examples of the data standards to be documented here include: Leases, Lease Types, Contacts, Options, Cost Types, and Costs.
Assumptions:
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o CFI assumes the University will take responsibility of providing clean drawings with Room labels complete on each drawing. Each drawing will follow a consistent Layering convention. CFI can provide the services of drawing clean up and aligning room numbers but is not included in this scope.
o CFI will polyline and link all drawings.
o No of TRIRIGA users – up to 1000
o Space standard followed is FICM
o Existing data being migrated will be for Space, Real Estate and Assets only.
o Move management will not require Project management capabilities • Data Mapping – CFI will review legacy systems and determine the field
structure of the proposed system. This will be documented outlining the custom fields that need to be created as wells as the fields that need to be mapped over from the legacy systems.
• Reporting Definition – Detail design specifications for reports required to meet the University’s requirements will be developed. This will include all Report fields, labels, filters, calculations and conditions including the associations when involving multiple business objects. Crystal reports will be used to develop reports which cannot be created using TRIRIGA’s inherent reporting tool. CFI and the university will jointly design and agree upon all the reports.
Assumptions:
The Tririrga standard reports match up closely with the requirements provided, however included in this proposal, CFI will create 4 new custom reports as per the university’s requirements using Tririga’s inherent reporting tools only.
• Process Definition - This is the collection and documentation of your organization’s proposed processes and workflows that will be implemented. This will give you documentation of how the system will work.
For each of the custom requirements outlined in Phase 1, a process map will be developed and workflows built in and/or modified as required. Wherever possible workflows will be built in to automate data entry based on master lists.
o Space Management – TRIRIGA inherently comes with space allocation, and space occupancy rules defined. This will be modified and additions made to align with your business processes. Required fields will prompt for user input prior to saving a record.
o Move Management – TRIRIGA Move Management improves the efficiency of move management through employee self-service and automated processes that route work and update peoples' locations. TRIRIGA Move Management automates move request processes such as management approval through the same portal used by employees to request and track moves. TRIRIGA Move Management further automates move management with processes that generate required move projects and task schedules and routes moves to applicable service providers. These automated processes increase move efficiency and worker productivity.
Computerized Facility Integration, L.L.C.
www.gocfi.com
o Employee Self Service (ESS) – The request portal of TRIRIGA called ESS is used of box for Facility, Personnel, Space, and Move requests. Request forms, workflows, notification routing and task close out processes will be aligned to the customers’ requirements.
o Asset and Inventory Management – Asset management tracks the procurement, storage, installation, assignment, utilization, value, repair, replacement and disposal of an organization's assets and equipment. CFI will review and document the University’s current processes and map them to the standard TRIRIGA application.
o Real Estate and Leasing – TRIRIGA’s real estate module has built in functionality for transaction management, contract and lease
management and finance management
Assumptions:
o ESS will be used for Move requests/Move work orders only.
o No integration points are being designed within this scope • System Configuration – This document will address the configurations
necessary to complete the system. This includes:
o Portal design
o Security Groups
o Roles
o Graphic User Interface review/design
Assumptions:
o Number of Portals – 5
o Executive Portal - 1
o Number of Security Groups – 2
o Visualizers - 5
o Security will be organization based and not location based.