The STABLE implementation is full swing. After more than a year of planning and discussions about required functionality, the software is finally in our hands to configure and populate with the necessary data prior to Go Live. This project is extremely complex and involves many different departments, business processes, and integrations with existing SMU systems. The implementation timeline is very aggressive but dictated in part by the expiration of several critical software solutions currently in use. Therefore, the implementation timeline and plan has been revised to span three distinct Go Live phases.
Phase 1: June 2021
During the first phase, we will introduce several modules to be used by Facilities staff for managing work orders. In this phase, our campus will be introduced to a new ticket submission portal that allows them to request facilities services and track those requests to completion. Facilities teams will begin using this new platform for the following processes:
- Reactive Maintenance: Customer requests of issues, needed repairs, or requests for services
- Preventative Maintenance: scheduled checks or maintenance tasks to avoid future issues
- Key management: including requesting or returning keys and tracking key assignments
- Asset Management: tracking facilities Assets and maintenance activities related to those components
- Tools and Reservations: internal process for reserving tools and equipment required by technicians to complete the work
- Small Projects: Ability to aggregate costs from multiple work orders as they pertain to a single scope of work
- Warehouse Management and Purchasing: Various functions related to the facilities warehouse of parts used for work orders and the financial reconciliation of those costs
- Financial accounting for all services, parts, etc.: integration with Financials.SMU to streamline the accounting reconciliation for work orders and small projects
Work is currently underway in all of these modules. Data is being collected and imported into the system for use. Processes are being refined and the various fields within the software are being configured. The initial testing is nearly complete. Our attention will now focus on developing the training to support the Go Live, review the processes with the business owners and make adjustments as needed, and complete the next round of testing. Communication and marketing plans are being solidified. The campus should expect more detailed information pertaining to the Phase 1 Go Live towards the end of April and the beginning of May.
Phase 2: August 2021
During the summer, we will complete the configuration and testing of several additional components. These will be implemented prior to the start of the Fall semester. These include
- Room Scheduling
- Event Management
- Grant information mapped to space data
- Real Estate management
- Health and Safety
Work on each of these modules is underway now, although most of the attention is on items critical for phase 1. Additional information on each of these modules will appear in the weekly blog posts (https://www.smu.edu/BusinessFinance/facilities/IWMS_Implementation). There will be plenty of training opportunities and increased communication with stakeholders in each of these areas beginning in early summer.
Phase 3: December 2021
Finally, we will gradually implement several of these modules for OIT to replace the current ticketing system. Once this is in place, the campus will be able to request services and support from Facilities, OIT, and several other campus departments all within one portal.
We are excited to introduce this technology to campus and more importantly transform the way we support SMU. Please refer back to the project site regularly as blog updates are posted weekly to provide additional context for each of the modules being implemented. As always, if you have any questions, please reach out to either Allison Day or Rachel Mulry.