1. COLLABORATING AND COMMUNICATING WITH YOUR IT GROUP HOW DO YOU SAY “PROPERTY” IN THE TECHNICAL WORLD? Sunflower Systems Skip Adolph, CPPM CF Yudiann Carlo, CPPS

2. WHAT IS YOUR FUNCTION?

3. True or False: Management of property requires IT knowledge Property management activities require IT interaction IT should be involved in the management of property Does Managing Property Involve IT? 3

4. True or False: System management does not involve Property Management of IT assets involves Property IT management and asset management are separate functions Does IT Management Involve Property? 4

5. What is a CLIN? – pronounced “Klen” What is SQL – pronounced “Se-quel” What is an example of a Government Source – pronounced “where did this come from?” What is a Source Table – pronounced “behind the scenes” Property And IT Speak Different Languages? 5

6. IT IS NOT A FOREIGN LANGUAGE

7. Ideal Situation 7

8. Be specific – Be brief Avoid “short stories” Get to the point Describe or show the actual result What is happening that shouldn’t? Where is the problem/error? How can you reproduce it? Describe or show the desired result What should be happening instead? IT Communication Checklist - Learn to Use 8

9. Help them reproduce the problem Ask your IT to Experience the Issue Understanding the Cause and Solution Let them draw a picture Inquire about possible solutions (and LOE!) Ask for input and recommendations Nurture the relationship Ask them to communicate the progress Don’t be afraid to ask questions Expected Outcome – Use to Teach 9

10. DESCRIBING “PROPERTY” IN IT TERMS

11. Explain to a total stranger what you do Be explicit while being relative Use terms that not only you relate to – “Acquisition” means… – “Disposition” means… – “Activity transaction” means… Asset Life Cycle in 25 word or less! 11

12. Define Your Property Terms Property TermIT Definition AssetsRecords With Identifiers AcquisitionInitial Date And Description Purchase OrdersDocuments CustodiansPeople UsersPeople (Note Difference From System Users) DispositionEnd Of Life Date And Description 12

13. The Audit Trail is about integrity A continuous roadmap from start to finish Disposition is a transaction based on Direction The end of the Audit Trail and equally critical to Acquisition at the beginning Disposition Without Deletion 13

14. Integral and contiguous trail of asset events The electronic historical trail of asset activity Integrity of the audit trail is critical to Audit “Posting Reference” – What is that? Audit Trail: Paper or Electronic? 14

15. Business Rule – Communicate the requirement “outcome” established by the Business Rule i.e. Annual reports of capital NBV by Organization Code(s) Regulatory Compliance – Communicate the requirement “outcome” established by the Contract T&C i.e. Monthly reports of acquisitions “Required” Versus “Requirement” 15

16. TRANSLATION EXERCISES

17. Requirement: – I need a list of assets that I cannot get from the property system Techie Translation: – I need a new report of all records that meet the following criteria (1,2,3) – I want to see the following fields on the report (A,B,C) Reporting 17

18. Requirement : – I need to know what happened to an asset 14 months ago Techie Translation: – Does the asset record have historical data? – If so, I need to see the historical data for the following records (1,2,3) as of the following date (mm/dd/yyyy) Audits 18

19. Requirement : – I need to get data from another system into the property system Techie Translation: – I need a new interface that will import data from System X into the property system. What is the source? What is the Target? – If the interface already exists but stopped working: I need you to look into the existing interface process that imports data from System X into the property system Interfaces 19

20. Business Rule: – The information in the system is wrong Techie Translation: – We need to perform data cleanup – Bonus Points: We need to perform data cleanup… to ensure data integrity Data Cleanup 20

21. Business Rule: – I have a lot of data that I do not want to enter manually Techie Translation: – Can we create a process for bulk data loads? – We have a big data migration coming up. Can your provide a process to migrate the data? – We currently duplicate data entry into two systems. Can we look into system integration? Migrations 21

22. How IT views Property… 22

23. How Property views IT… 23

24. Find a common ground... Communication 24

25. Be specific – Be brief Describe or show the actual result Describe or show the desired result Reproduce the problem Understand the causes/solutions Nurture the relationship Bring Candy… IT Pocket Guide 25

26. Questions?