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SHIFT Project Status - March 2023

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Early this year, facilities teams from across UMD began implementing AssetWorks as our new IWMS technology.  The suite of AssetWorks tools is many and it will be implemented in phases. Many of you were able to see a live demonstration of our first module earlier this year. Today, we’d like to share our process, timeline and guiding principles. 

Phase 1: Started in November 2022

  • We are beginning implementation with the Operations & Maintenance module, led by Patrick Rhodes in DRF. This module will handle the movement of work tickets, related assets and inventory, scheduling of staff, purchasing, contracts, and invoicing. For our team members in the field, it will be accompanied by mobile apps (for phone or tablet) that will allow you to receive live work ticket data and update, add notes, track time or close tickets from your location on campus. 
  • This module will be followed closely by the Space and Property Management module, led by Fran Becker in FM, that will provide the space assignments and data (including drawings) that can be identified as part of work tickets, work assignments, projects and reporting.
  • Beginning this spring, we will start work on ReADY Request which will be our customer service portal and led by Kelly Ridings in DRF. ReADY Request is an easy-to-use, online application for our customers to request facility services. The system opens a channel of communication between the requester, the facilities department, and technicians in the field (using mobile apps) for each customer request. 

Throughout our implementation, we will not be “doing what we’ve always done.” Our teams are hard at work making our workflows simpler and based on current higher education best practices. Our Workstream Leads will ensure our workflows accurately reflect the processes that we will follow in the new system. They will be following the guiding principle of “One System. One set of processes.” as they do this work. This is a challenge given the various processes that exist between the multiple units, but it is one we have all committed to and one that we believe will improve communications and efficiency between our departments and units.

If you compare the SHIFT project to a child learning to walk, we are in the crawl phase of implementation. We are discovering what works for us from a process perspective. Once we go live with SHIFT we will begin walking. This is when we will identify what is working well and what may need some tweaking. After walking for a period of time, we will begin making adjustments. We will run with our new technology one to two years after going live based on feedback from the community. 

The Crawl, Walk, Run analogy helps us be patient as we work together on this massive undertaking. It will take some time, but we are all working towards making the university, and our facilities units, more responsive, better communicators, and better prepared for the daily challenges we face.

For every module we implement, we will be seeking feedback from you in the following areas:

  • Future state design - what can your new processes do to help your work?
  • Testing - does the system help you get your work done in the right way?
  • Training - How can I learn more about these new work tools?

Get Involved

The SHIFT project offers opportunities for stakeholders to be engaged in the process. Upcoming opportunities include: 

  • Subject matter experts on one of the 6 workstreams:
    • Technical Workstream led by Jim Maloney
    • Operations and Maintenance Workstream  led by Patrick Rhodes
    • Project Management Workstream  led by Marge Bershtein
    • Facilities and Space Planning Workstream led by Fran Becker
    • Asset Management and Inventory Workstream  led by Greg Stup
    • Reporting and Administration Workstream led by Ileana Kure
    • Work Management Workstream led by Kelly Ridings
  • Review and test future business processes
  • Become a Change Champion
  • Participate in training and become a trainer  
  • Visit the SHIFT website
  • Share your thoughts with us at shift@umd.edu

Together we will crawl, walk and then run in our new workplace management system. Thank you for your contributions to SHIFT!

Kind regards,

The SHIFT Project Team

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