Upgrade and Reimplementation, Oh My! Andrew Tess, Housing - Dining - Hospitality UC San Diego

Housing Dining Hospitality UC San Diego  Almost 10,000 undergraduate beds in Apartments and Suites  2500 Graduate and Family apartments  19 Dining, Retail, Catering and Restaurant Locations  Roughly 5 million square feet, 300 buildings  80 Maintenance line staff  8 support/call center  IT also uses Maximo

Time With Maximo  First install 1997  Originally maintenance acquired system  Managed by Call Center Lead  Upgraded to 5 in 2005  Continued to use Maximo 4 methods

Manual and Limited  Maximo Admin let very few people in  All data entry limited to small admin staff  Manual reports  Maintenance management did not login  Work Orders printed to Dot Matrix Printers  Purchasing and Receiving entered…

Attempt and Change  Upgrade to 6 attempted 2008  Update Scripts with IBM Assistance  No real or perceived gains from upgrade  Very Small Buy in  No one driving person  Management Change in Maintenance

Why Me?  Reward for a job well done

Upgrade means Changes  Upgrade now 5 to 6 to  No more Back end access  BIRT for Reports and Automation  Review and update all manual reports to meet current needs  IT Ownership of the system

Upgrade!  Ran many dry runs to ensure success  Grooved update process 3 days  Included time for screen and security changes  BIRT reports, except Work Order, imported after cutover

Data issues and Cruft  Consistently Inconsistent Locations  Long Descriptions  Assets information incomplete  Many applications had issues  Base Applications deleted  Cleaning of entries not possible

The Sell  Built case based on issues experienced  Look at what would be needed in future  Upgraded system could not be reliably expanded to support department  Better results and cheaper than cleanup  Easier to use

So How do you ReImplement?  Similar Process to plain Implementation  Bring over only cleaned and verified data  Rebuild data structures for unclean data  Have backing and dedicated resources and realistic schedule  Ask “why?” a lot and communicate with everyone about everything  Stay as close to out of the box as possible

Location, Location, Location  Logic!  Time intensive  Consistency  Base of everything  Familiarity is a plus, but not essential  Mistakes will be made, just need to clean

Putting it Together  4 months from new system install to end of Reimplementation phase  Application Import in 7.5 is amazing  Preview the data and settings to group  Meet often and have clear milestone dates

Cut over and Go Live!  Process with many events not a singular occurrence  Gradual move from “Old” system to “New” system  Much behind the scenes work even after the full cutover

The Gains  Single Sign On  Better Base Data  Improved reports (not just automated!)  Stability!  Be careful, Success leads to more projects –Integrations and Process Improvements

If Only…  Classify Space  Asset Collection  Inventory Cleanup/Update Prior to Import  More exposure to new elements prior to go live

To Maximo and Beyond!  Maximo, Mobile and Tririga  Andrew Tess -