SHIFT Project Status - September, 2021

I’m pleased to provide the monthly 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) and the department of Facilities Management. SHIFT represents a unique and innovative project that involves the collaboration of facilities groups across campus for the first time.

This past month was extremely productive as we finalized phase 1 of our process documentation, and the TEC began their proposal evaluation process.  Tremendous milestones reached included:

• Receiving proposals from approved vendors (8/9)
• Business analysts finished analysis of collected information, and created some standardized language for categorization based on industry best practices (8/13)
• Created a video explaining process documentation, which will be sent out to you soon.
• Started Phase 2 of process documentation: Stakeholder interviews, Observations, and analysis (8/16) - Call For Information

Over the next few months the SHIFT team will be extremely engaged with TEC responsibilities as they go through the proposal review process.  At the same time, the team is continuing to  facilitate process mapping and development activities, and determining the best approach for alignment with the Elevate project. Key upcoming project milestones include:

• Platform demonstrations (9/24 - 10/1)
• Notification of Intent to Award (10/18)
• Approval of award  (12/7)

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

• Serving as a key subject matter expert (SME) to support the work of mapping current processes, aligning across multiple divisions and re-engineering and designing facilities processes to align with industry best practices and system capabilities. 
• Attending platform demonstrations and providing feedback on key features and functionality.
  • Mark your calendar NOW to attend demos! 
  • Tentatively scheduled each day from Friday, September 24 through Friday, October 1 from  10 - 11 am  (dates and times will be confirmed as soon as finalist vendors are selected)
  • There will be 3 locations around campus where you can participate as part of a group or you can join on your own from any computer using Zoom
  • Spanish and Haitian Creole interpretation will be provided
  • After each session, provide your feedback to help with the selection of your new system!