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SHIFT Project Status - July, 2021

This is the third update on the search for a new work management system for UMD. The SHIFT project will purchase and implement a system that supports all Facilities Management operations on campus including the Division of Student Affairs (Department of Residential Facilities, Dining Services, RecWell and Stamp). SHIFT represents a unique and innovative project that involved the collaboration of facilities groups across campus for the first time.

 

During the month of June, we finished gathering our desired requirements for a future system. In all the project team held 49 requirements gathering sessions, and numerous 1:1 sessions. Our SHIFT workstream leads and technical experts, representing both FM and Student Affairs, spent 6 hours in the Stamp Student Union reviewing more than 1,000 requirements that we collected from meeting with you. This team came to consensus on the final list of system requirements that will be included in the RFP and had a bit of fun along the way. Congratulations and thank you for your hard work and dedication!

 

Now, our team is moving on to the Request for Proposals (RFP) process. I have been working with my co-owner, Nicole Miskimon in Student Affairs, to ensure that our RFP effectively describes our organizations and our shared and unique needs with other facilities organizations across campus. The RFP will be reviewed by our workstream leads and technical experts next. 

 

Below is a brief summary and timeline that outline the next steps in the SHIFT process:

  • Release of RFP (mid July)
  • Business process analysis and development (July through November) 
  • New system demonstrations (late August through early September)
  • New system selected (end of September)
  • Implementation Kick-off (early November)

We have developed a process that involves everyone. Here are some ways that you can continue to be involved in SHIFT: 

  • Serve as a subject matter expert (SME) to support the work of mapping current work flows and designing new work flows to align with industry best practices and system capabilities. 
  • Attending system demonstrations and providing feedback on key features and functionality.
  • Share your feedback. Please call or email me with your comments, questions and ideas. 

 

Thank you for taking the time to contribute to SHIFT.

 

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