1. Program Update Implementation (Test) Phase June 28, 2017
GENERAL SERVICES DEPARTMENT Facilities Management Division CAMPS-NM PROOF (Process Reengineering & Optimization of O&M Functions for New Mexico) Project
Program Update Implementation (Test) Phase June 28, 2017

2. CAMPS-NM PROOF Project Goals & Objectives
Ability to track Total Cost of Ownership and Total Cost of Maintenance down to the Asset Level
Integrate O&M Support Systems with Asset, Project and Business Operations functions
Deploy Mobile Computing in support of:
Electronic Work Dispatch
Reprioritizing work based on emergent conditions
Capturing work performed
Real time reporting of work completed
Define and implement Key Performance Indicator (KPI) Reports:
Maintenance – Wrench-Time, % W/O’s completed w/in required time frames by priority, type and work group
Warehouse Management – Inventory Turns, shop stock control, inventory control, transfers and loss control metrics
Define requirements for transaction-based interfaces/queries to SHARE (Deployment following SHARE Upgrade)

3. CAMPS-NM PROOF Overview
Scope expanded to Include Development of O&M Standard Operating Procedures (SOPs) and Warehouse Reorganization
Key Performance Indicators Defined:
Invoice Accuracy
Wrench Time
Maintenance Cost per Square Foot
Schedule and PM Compliance
Procurement Cycle
Action Items – 127 Opened; 116 Closed; 0 Overdue
Schedule / Budget
Slightly Ahead of Schedule and Budget
No Contingency Funds Utilized to this Point

4. CAMPS-NM PROOF Schedule

5. CAMPS-NM PROOF Accomplishments
Completed Business BluePrint (BBP) Sessions
Work Management, Preventive Maintenance, Inventory, Purchasing and Accounts Payable
No Customization
Business BluePrint Report (BBPR) Approved 11/30/16 (Design)
Developed 27 Standard Operating Procedures
Expanded Payment Application SHARE Query to include O&M
Defined Five (5) Operational Reports & Eight (8) KPI Reports
Reorganized Warehouse
Conducted Road Shows for FMD, Steering Committee, LFC & DFA
Installed AiM Version 9.0 and FiRE for O&M in TEST & TRAIN Environments
Developed 158 Test Cases
Developed Requirements Traceability Matrix (RTM) with 100% Requirements Coverage
72% Complete, 69% Spent (Labor) as of 06/23/17
Cost Performance Index of 1.05

6. CAMPS-NM PROOF Risk Management
Prob.
Impact
Rating
Contingency Plan
Mitigation Plan
Planner / Scheduler position goes un-filled - work planning and scheduling processes have been defined based on the assumption that a Planner / Scheduler position will be created and filled during the project lifecycle. If not filled, alternative roles must be assigned to those tasks that would otherwise be performed by the Planner / Scheduler
Expected
Med.
0.41
Alternative flows were defined at the conclusion of the BBP Sessions to account for this risk. In the event that the Planner / Scheduler position is not authorized and filled, there would be some impact in terms of optimizing the planning and scheduling functions, but an alternative approach is in place.
Continue emphasizing the need for the position, and work with leadership and the State Personnel Office to get the position authorized and filled in time to support PROOF-NM Project implementation.
Adoption and use of the AiM Modules may be hindered through resistance, or end users who seek to find work-around methods rather than utilize the system as designed
Likely
0.30
Should this risk manifest, options will be considered including retraining of staff, scaling back scope and staging the roll-out across the business to increase adoption
Mitigation Strategy: A multi-faceted approach will be employed to mitigate this risk, given the significance of the possible impact. Elements of the mitigation strategy include the following: 1. Communication roadshows conducted regularly 2. Identification / Leverage early adopters 3. ‘Weekly Talking Points’ memo produced and distributed by the Project Manager to all stakeholders detailing project accomplishments, plans, and decisions made each week.
Loss or replacement of project sponsors - impact on business ownership, participation, support and adoption. Impacts can include reduced benefits recognized or delayed, training attendance, and utilization of the system by end users and management alike
Possible
Medium
0.19
If project sponsors are changed, we will engage the new leadership as soon as possible following the change, and work to enroll them as a sponsor and champion of the PROOF-NM
1. Developed vision documents for each process area 2. O&M Bureau Chief to participate in all BBP Sessions 3. Ensure that any changes in leadership following BBPR approval have the understanding that changes subsequent to BBPR approval are subject to the Change Management process and Steering Committee Approval. 4. Integrate project deliverables and support of the system and workflows into individual performance goals.

7. CAMPS-NM PROOF Project-Budget
Project Appropriation
$1,960,200.00
Encumbered
($1,870,009.33)
Uncommitted Balance/Contingencies
$90,190.67
Paid Expenditures
($1,022,157.04)
Open Encumbrances
($847,852.29)
Anticipated Expenditures
($1,960,200.00)

8. Opportunities Moving Forward
Provide access to Risk Management Division to developed system capabilities to support GSD Incident Reporting, Semi- Annual Self Inspections, & System of Record for Evacuation Plans related to FMD owned buildings
Expand to include Santa Fe DPS Campus – pending FMD Maintenance MOU
Explore/Leverage Interface/Query Opportunities with SHARE (NM ERP) Financials

9. GENERAL SERVICES DEPARTMENT
Questions?
GENERAL SERVICES DEPARTMENT