We are nearing the first anniversary of the launch of STABLE at SMU. Since the launch, we have continued to enhance the current functionality while implementing other new processes. This summer, we will introduce the warehouse management and purchasing processes and tools for technology purchases. We will also reveal the integration with our computer inventory to allow employees to view their assigned computers within STABLE and view eligibility dates for replacement. In addition, Continue reading “STABLE: Summer Implementation Plans”
Campus is settling in using the new room reservation and event management system in STABLE. In just the first month, there were 60,500 classroom reservations, 15,100 room reservations, and 337 event requests! We continue to adjust and enhance the configuration and tools available to improve the experience for both the requestor and the individuals responding to those requests. We will continue to develop the processes and functionality throughout the next year.
Since June 2021, we’ve introduced various modules in STABLE supporting numerous processes within the Office of Facilities Planning and Management including: work orders, financial reconciliation, warehouse management, stock management, asset tracking, equipment checkout, health and safety, real estate, and more. During the spring semester, we will begin implementing a few of these modules to support similar processes within OIT. Our focus will be on the computer inventory, OIT warehouse, and technology purchases. We will provide updates on these processes as they become available.
We are also working through a number of enhancements to the existing modules. We are implementing a more robust reporting framework to support more accessible dashboards and data to inform decisions. We are working on an enhancement for the room scheduling feature to address critical functionality for course scheduling. We are also working on various data validation processes to ensure the information is reliable and current.
Remember to review our wiki for new videos and information on all of the various components of STABLE. If you have any questions, please email email@example.com.
We have been posting blog updates over the last year highlighting features of the new system as they were being designed, and now we are celebrating a major milestone. On June 21, we went live with all modules for Facilities Maintenance. This included work orders, preventative maintenance, warehouse management, purchasing and financial reconciliation, assets and more. As the system was launched, we continued to adapt and modify the various forms, workflows and processes based on feedback from the community. As with any new system, there is a significant learning curve. However, we are off and running! As you interact with the new system, you may notice a few features that we hope you find helpful.
- Forms are easier to complete and navigate. These forms go directly to the appropriate teams to facilitate which should expedite the response.
- Customer Feedback Forms: You now can provide feedback on the service and response time via the portal (smu.edu/stable). Feedback forms are available from the portal up to two weeks after the request has been marked complete. The feedback is important as we continue to improve our service to campus.
- Order Lookup Gadget: You can now lookup the status of any order via the portal as long as you know the order number.
- My order gadget: This allows you a quick look at your submitted requests along with their status.
- My Keys: This gadget displays all keys that are assigned to you. There will be future processes to help us correct our key records as we know many keys are transferred within the schools and departments without updating this master inventory. However, if you notice any errors, we welcome your feedback so we can make the appropriate updates.
Below are additional features that will be implemented over the fall semester to further enhance your experience.
- Dashboards and reporting: Many areas have requested the ability to view all issues in a building or a department. We understand how powerful this access can be and will work on delivering those reports over the next several weeks.
- Space categorization and review: Several efforts are underway to update space categories for all spaces across campus and verify the data with our operational partners in departments. This will achieve improved accuracy in reporting on how space is used on campus like: available space, current utilization, and distribution of space types.
- Internal Service Level Agreements: We will enable various SLAs which help measure and monitor the response and resolution times for requests within the system. Although these are internal measurements, they ultimately ensure better service and response times for the campus.
As we continue to refine and develop the modules that are live, we are also working diligently on the next set of processes to be implemented. This month, we will launch new functionality for real estate management, health and safety features, tools for managing small facilities projects, and the functionality to report on grant allocation per space. The actual data for the grant allocation will be collected and imported over the fall semester.
Room reservations and event management implementation has extended to January 2022 in order to work more closely with each of the critical stakeholders across campus and release a much-improved process for all. We will provide additional updates throughout the fall as that work unfolds.
Finally, work is beginning on the OIT ticketing implementation. Due to the complexity of the IT processes, this implementation will extend until summer 2022.
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.