1. Project Update - Accomplishments March 28, 2018
GENERAL SERVICES DEPARTMENT Facilities Management Division PROOF-NM Project (Process Re-engineering & Optimization of Operations & Maintenance Functions ) (Formally CAMPS-NM Phase II Project)
Project Update - Accomplishments March 28, 2018

2. FMD MISSION & Performance Measures
“To ensure that the citizens of New Mexico and state agencies receive the best value in design, construction and management of state-owned and leased facilities. To provide clean, safe, energy-efficient work environments for our employees and customers and to support the sustainability, energy efficiency, and capital improvement of state facilities.”
Performance Measure :
Maximize percent of work orders completed on time
Reduced cost of maintaining state facilities
Enhance Work Order backlog management
Improve inventory management (i.e., supplies, materials)
Visibility into total cost of maintenance

3. PROOF-NM (Phase II & II-B) Project Objectives
Deployment of the AiM Operations &Maintenance (O&M) modules supports GSD, FMD and customer State Agency objectives:
Link work history to a serialized asset
Provide complete & current view of Warehouse Inventory & Cost
Provide electronic work dispatch & submittal of work performed
Standardize Internal Purchase Request (IPR) process across FMD
Define data standards and processes in support of location identification
Define methodology for location data collection
AiM O&M is being used across FMD to improve customer service through improved work planning and scheduling, application of best practice warehouse management, and deployment of mobile devices.

4. PROOF-NM (Phase II & II-B) Project Accomplishments
KPI’s – Designed 7 Key Performance Indicator Reports
Typically follow implementation
Designed during PROOF-NM, and developed reports that were highest FMD priority
Provides ability to measure what was previously unmeasurable
Maintenance Cost per Square Foot and PM Schedule Compliance in production
Purchasing – automation of the IPR process;
Replaces paper process
Reconciles with SHARE as processed
Real Time status view
Inventory – enabled cost allocation to individual work order/asset/building
Cost Tracking stopped at Warehouse prior to PROOF-NM
Precise value of warehouse is available today
Material costs are tracked to the Work Order, Building and Asset
Due to lack of history, measurement of change isn’t quantifiable
Ability to track Inventory turns
FiRE for O&M – enabled electronic dispatch and reporting
Voice dictation using native iPad technology
Ability to take before and after photos and transmit to Work Control Center (WCC) and Maintenance managers

5. PROOF-NM (Phase II & II-B) Project Accomplishments
Customer Request – Implemented problem codes; Risk Management/Safety Tracking
Work Management – 5.5% increase in Work Orders completed on time in Q1; additional 3% increase in Q2
Improved management review prior to committing resources
Costs are tied to the building and work order
Custodial costs tracked to the building and compared on a per square foot basis
Asset Management – added categories for better tool and IT equipment tracking
Expanded SHARE Paid Invoices and Payment Application Queries and scheduled extract and upload to include O&M
27 Standard Operating Procedures developed, approved and implemented
Project Scope completed on Schedule and within Budget

6. PROOF-NM (Phase II & II-B) Project IV&V
RESPEC IV&V recommendations were implemented
All RESPEC IV&V Status Reports indicated GREEN for the following reported areas:
Requirements Analysis & Management
State Oversight
Configuration Management
March 9, 2018 Bi-Monthly Status Risk and Change Report, the IV&V analyst commented – “The PROOF-NM Project continues to make good progress overall and is following a best practices structure for project planning, project execution, monitoring and control activities, as defined by the Project Management Institute (PMI)”
Closeout Report expected no later than March 30, 2018

7. PROOF-NM (Phase II & II-B) Project & Operations Next Steps
Closeout contracts and financials for PROOF-NM
Location data collection for South and Central Campuses
Develop, test and implement six (6) remaining KPI reports that were identified as lower priority by FMD Management

8. GENERAL SERVICES DEPARTMENT
Questions?
GENERAL SERVICES DEPARTMENT