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Vision

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Calgary Archibus Team

on 13 April 2015

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Transcript of Vision

Terms
Data:
Facts that have not yet been processed.
facts that have not been processed or dealt with. Facts in their rawest form. A piece of a puzzle. Always changing.
Information:
Certain data that has been used and processed to make it useful.
The entire puzzle composed of a complete set of pieces (data). A snapshot.
Occupancy data/information:
Elements pertaining to a commercial real estate space or its inhabitants.e
Information
data
Here
VISION
<Govern individual and group behaviour>
Accurate data information
+CPB goals
Customer focus
Strategic awareness
<Vivid description in 5-10 year>
Deliver excellent customer service and optimal solutions for Corporate Real Estate data.
<Clear and compelling goal to unify efforts. Crisp, clear, and engaging.>

None
STRATEGY
Check:
1) Does it follow the Vision?
2)Did you focus on the following?
Data integration: single source, standardized
Analytical models: value added, ownership set, link together
Tools: intuitive, integrate into day-to-day, lead to action
3)Will you overcome these barriers?
Investment priorities of management
Balance between speed, cost, and acceptance
Acceptance by front line
ACTION
=
Metrics, Projects and Operation activities
Enables
Hierarchy
CPB
Bldg. Infrastructure
Space Planning
Archibus Group
Reporting
1st Liz
2nd Darrel
Positions
Facility Analyst: keep occupancy and CAD data accurate.
Program Manager: BRG project manager
Issue Strategist:
Contractor
Relationships
Outside CPB: HR, Remedy, IDM, AS7
Project: TW, IWMS
Inside CPB: Designers, Moves, Business Systems
Skills, attitudes, interests, biases, personal traits of:
Administrators
Facility Analyst: know databases, CAD, data gathering, buildings
Program Manager: Master Archibus, CAD, data gathering, process mapping, customization of software, implementation, project coordination of technical resoruces, troubleshooting
Issue Strategist: %50 - Managing BRG contract, supervise administrators, Archibus, business processes, liason %50 - strategic planning and special projects
3rd parties
BRG: solutions support, projects, ongoing maintenance, provisioning, strategic planning
TW: metrics, stakeholder/partner/end user
End users
CofC employees: personal information, work requests
Managers: business intelligence
Consumer
NEFPP(external)
Managers/director
Supports CAD & occupancy data initiatives and service desk, leasing
What is used to capture, process, store and distribute information?
Hardware
Servers - On-site
Software
Main: Data & SWO (Archibus), DWG Display & BI (OSIS)
Tools: ACAD (AFM Overlay)
Feeds: PeopleSoft HCM, NESAA, Forefront (Active Directory)
Feed into: PeopleSoft HCM, Remedy, Forefront (Active Directory)
Telecomm
Intranet (SWO)
Email (SWO & data pull)
Goals
Hard goals: Improve Business Management
Improved accuracy through smaller pods
Core Activites
What is
critical
to the success of our group?
Accurate information - auditing processes
Tracking location data
Troubleshooting technical problems
Remediation of data and technical problems
Data integrity - pods
Providing reports as requested
Chargeback reports
Polylining CAD drawings
CAD Library for polylined drawings
Product Market Focus
Concentrate on where you face the keenest competition.
SAP - location data, OSIS Drawings
All employees - location data
IT - location data
HR - location data
Space Planning - OSIS Drawings
Project Planning - OSIS Drawings
OWC - OSIS Drawings
Cap. Plan. - location data, OSIS Drawings
Value proposition
Providing accurate space and occupancy information to allow for informed corporate real estate decisions.
`
Gathering data
Space Planning: Robust processes
exist
to provide data to Archibus but are
not always followed
.
Archibus group: Processes mostly followed because not written. Need to identify all critical processes.
Rest of organization: processes provided upon request.
IT/HR relations: data gather through automatic dump of data, we lack map of how data flows to/from us.
Turning data into information
Archibus group: starting to document processes but long way to go. Processes mostly followed because not written. Need to identify all critical processes. Some reports are available. Requests often created manually and checked manually (data integrity).
Delivering information
Current state: information pull - results in creating custom reports.
Customer engagement
Rest of organization: lack of communication to audience about data standards, processes, existence of Archibus group.
Customer support
Archibus group: no clarity between troubleshooting of Archibus problems vs. IT's.
Rest of Organization: no communication that support is available.
Interaction
Lack of comm. because not confident in occupancy data.
Low confidence in data occuracy leading to manual work on reports
No set communication media to make Archibus group and processes known
No process - technology linkage when data changes in different databases
Need to map data flows
Interaction
Space Planning informs AFM Group
are users of data
Rest of CPB
starting
to see value of data
Not enough exposure to end users
Value of occupancy data not clear to organization -
value to them = value to organization is not realised
Relationship with IT is critical
No applications support
IT has not approved Archibus
Interaction
Lack of consistent resources
Direction unclear and frequent changes
IT relationship is critical:
Lack of communication between IT & CPB
Increase awareness of Corporate Real Estate data
Interaction
No process - technology linkage when data changes in different databases
Interests aren't aligned between Archibus Group and other database owner groups
Over reliance on on ourselves to fix issues - need to work with other departments
People finding work arounds in terms of providing data to Archibus group example: not closing projects because data was incorrect
Interaction
Lack of communication that technology exists
Lack of understanding the importance of data
End users not reporting on occupancy data
Have executive support of information but not Archibus
Interaction
CPB's
Asset Optimization
Actions that encompass best management of an asset.
Considering every expertise we have in making a decision on an existing or new asset.
Embodying a triple bottom line analysis, “whole” life approach.
Excellent Customer Service
Knowing our customers’ business.
Understanding what our customers need.
Determining how our customers want to be communicated with.
Sharing with our customers what we will do and delivering it.
Putting ourselves in our customers’ shoes.
Excellent Teams
Cross-functionally across sections and divisions.
Including others who may contribute to an outcome or product.

ASESS PERFORMANCE
CURRENT STATE
FUTURE STATE
This is where we were
This is where we are
Soft goals: social conduct of business
What is the goal structure (priorities)?
1 priority - increase data accuracy
Check:
1)Does it portray a desirable & feasible destination?
2)Is it reached without jeopardizing flexibility to maneuver as circumstances change?
3)Does it stretch (challenge) the group?
Check:
1) Does it follow the Vision?
2)Did you focus on the following?
Data integration: single source, standardized
Analytical models: value added, ownership set, link together
Tools: intuitive, integrate into day-to-day, lead to action
3)Will you overcome these barriers?
Investment priorities of management
Balance between speed, cost, and acceptance
Acceptance by front line
ACTION
=
Metrics, Projects and Operation activities
Interaction
Interaction
Interaction
Interaction
Need to expand data accuracy goal to include raising awareness and customer experience formalizing the Archibus group
Need to include soft goals regarding "Excellent Teams" to increase collaboration between groups.
Expand Hard Goals to include hard targets
Interaction
If we had accurate data = benefit to IT, HR as they will be faster at responding
Target IT as a more important customer
Interaction
Should not be troubleshooting IT problems
Currently housing a duplicate copy of CAD library that includes polylines
Should still continue creating polylines
BRG Recommendation:
1x CAD/CAFM manager: data admin, central contact point, processes
1x Program manager: AFM project manager, develop standards

Importance of Archibus Group and its work not clear.
Lack of processes tied to positions.
VISION
Be the sole source for architectural, furniture and occupancy information used in making corporate real estate decisions.
<Clear and compelling goal to unify efforts. Crisp, clear, and engaging.>
<
Name
> provides architectural, furniture and occupancy information to support business units and their services.

Refine data accuracy
Provide value to customers
Push information COMMUNICATION
User experience
Align with CPB direction
Raise Awareness
Foster positive relationships - amongst ourselves and others
KISS (out of box Archibus)
STRATEGY
Enables
Hierarchy
CPB
Bldg. Infrastructure
Space Planning
Archibus Group
Reporting
1st Liz
CAFM Manager reports to Liz
2nd Darrel
Positions:
Processes clearly and logically established.
Use BRG/HOK recommendation
BRG Recommendation:
1x CAD/CAFM manager: data admin, central contact point, processes
1x Program manager: AFM project manager, develop standards
HOK:
Occupancy data manager/group manager
CAD data manage
r
Facility analyst: data management, data auditing, CAD updates, report creation & distribution,
Issue Strategist:
Relationships -
expand on relationships
Outside CPB: HR, Remedy, IDM, AS7, IIS - interact with more. Find common goals. Create process/plan for constant communication, touch points, troubleshooting.
Project: TW - user of information, proof of concepts, data provider, NAIL DOWN THE METRICS TO BE PROVIDED
Inside CPB: Designers, Moves, Business Systems,
FM, SAP: Work in compliance with their standards
Outside org: CBE, UofC as bases points and soundboards, explore Grant @ Mount Royal
Skills, attitudes, interests, biases, personal traits of:
Administrators
CAFM Manager: Archibus, databases, CAD, buildings, process mapping, people management, strategic management, communication, integrator (i.e. partners from structure)
Program Manager: Master Archibus, CAD, process mapping, customization of software,
data gathering,
implementation, project coordination of technical resoruces, troubleshooting,
Facility Analyst: know databases, CAD, data gathering, buildings, communication
Issue Strategist: %50 - Managing BRG contract, supervise administrators, Archibus, business processes, liason %50 - strategic planning and special projects
3rd parties
BRG: solutions support, projects, ongoing maintenance, provisioning, strategic planning
TW: metrics, stakeholder/partner/end user
End users
CofC employees: personal information, work requests
Managers: business intelligence
Consumer
NEFPP(external)
Managers/director
Supports CAD & occupancy data initiatives and service desk, leasing
What is used to capture, process, store and distribute information?
Hardware
Servers - On-site
Software
Main: Data & SWO (Archibus - KISS), DWG Display & BI (Archibus)
Tools: ACAD (AFM Overlay) - better than average city machine - overlay problem?,
Leasing module - WHY?
Feeds: PeopleSoft HCM, NESAA, Forefront (Active Directory)
Feed into: PeopleSoft HCM, Remedy, Forefront (Active Directory)
Telecomm
Intranet (SWO)
Email (SWO & data pull)
Communication (data push)
Service desk (SWO, data push-report requests, data pull-update your info)
Goals
Hard goals: Improve Business Management
Improved accuracy through smaller pods
Core Activites
What is
critical
to the success of our group?
information integrity - auditing processes
Tracking location data
Troubleshooting archibus only technical problems
Remediation of data and technical problems
reports
Chargeback reports
Polylining CAD drawings
CAD Library for polylined drawings
Enforce OSCRE standards
Solicit feedback to determine if service provided is valuable
Services Market Focus
Value proposition
Providing accurate architectural, furniture and occupancy information to allow for informed corporate real estate decisions.
`
Gathering data
Space Planning: Robust processes
exist
to provide data to Archibus become more consistent with training communication:1.) reminder to follow processes, 2.) clarification of roles to have them followed - awareness and empowerment.
Archibus group:
Continue to formalize and document processes - use technology like Visio.
Rest of organization: Push processes - IDIOT PROOF- to customers.
IT/HR relations: data gather through automatic dump of data, work closer to data providers to have transparency of data flow.
TW's and Neighbourhoods: change in data capture to accomodate new ratio of space useability (i.e. ratio<1:1)
Turning data into information
Archibus group: Continue to document processes.
Identify all critical processes and prioritize them, regular check: are we providing all the valuable information that is needed?
Fleshed out PM process (adopt PMO)
Delivering information
Current state:
Information and end user processes push - through tech channels
Communication
Rest of organization: communicate to audience about data standards, processes, existence of Archibus group.

Repeat communication to ingrain it.
Customer support & engagement
Archibus group: Clarify troubleshooting responsibilities with partner groups, regularly review strategy - are we still providing value (i.e. neighborhoods constantly changing)?
Rest of Organization: Communication
Interaction
Lack of comm. because not confident in occupancy data.
Low confidence in occupancy data occuracy leading to manual work on reports
No set communication media to make Archibus group and processes known
No process - technology linkage when data changes in different databases
Need to map data flows
Value of occupancy data not clear to organization -
value to them = value to organization is not realised
Interaction
Space Planning informs AFM Group
are users of data
Rest of CPB
starting
to see value of data
Not enough exposure to end users
Relationship with IT is critical
No applications support
IT has not approved Archibus
Interaction
Lack of consistent resources
Direction unclear and frequent changes
IT relationship is critical:
Lack of communication between IT & CPB
Increase awareness of Corporate Real Estate data
Interaction
No process - technology linkage when data changes in different databases
Interests aren't aligned between Archibus Group and other database owner groups
Over reliance on on ourselves to fix issues - need to work with other departments
People finding work arounds in terms of providing data to Archibus group example: not closing projects because data was incorrect
Interaction
Lack of communication that technology exists
Lack of understanding the importance of data
End users not reporting on occupancy data
Have executive support of information but not Archibus
Interaction
CPB's
Asset Optimization
Actions that encompass best management of an asset.
Considering every expertise we have in making a decision on an existing or new asset.
Embodying a triple bottom line analysis, “whole” life approach.
Excellent Customer Service
Knowing our customers’ business.
Understanding what our customers need.
Determining how our customers want to be communicated with.
Sharing with our customers what we will do and delivering it.
Putting ourselves in our customers’ shoes.
Excellent Teams
Cross-functionally across sections and divisions.
Including others who may contribute to an outcome or product.

Concentrate on where you face the keenest competition.
SAP - location data, OSIS Drawings
All employees -
personal
location data,
drawings, move requests
Managers - dashboards, report creation related to their scope of work
IT -
location data
HR - location data
Space Planning - OSIS
Drawings
Project Planning - OSIS
Drawings
OWC - OSIS Drawings
Cap. Plan. - location data, OSIS Drawings
Soft goals: social conduct of business
What is the goal structure (priorities)?
A. Process optimization
B. Increase occupancy data accuracy
C. Customer & provider exploration
D. Improve user experience
E. Increase awareness
Interaction
Need to expand data accuracy goal to include raising awareness and customer experience formalizing and communication the Archibus group
Expand Hard Goals to include hard targets
Interaction
If we had accurate data = benefit to IT, HR as they will be faster at responding
Target IT as a more important customer - have information available to all
Interaction
Currently housing a duplicate copy of CAD library that includes polylines
Should still continue creating polylines
Importance of Archibus Group and its work not clear.
Lack of processes tied to positions.
Out of the box Archibus?
Archibus has a number of changes that don't make sense to us:
Business Unit, Division, and Department data saved in mismatched tables (i.e. BU = DV)
Highly customized PeopleSoft transfer process
Derelict fields/reports
Current versions of out of box Archibus able to handle processes more efficiently than current:
Archibus Connectors vs. data dumps by IDM (data map is a mystery)
Space console drawing view more intuitive than OSIS - OSCRE mapping will have to include double implementation if going to OSIS then changing to native Archibus drawing view.
Keith's IIS code integration:
Denied because management wants to keep it out of the box. This change would have required an additional column - if changes of this scope are too customized, what does that say of what is in place now?
Communicate the value of providing data to us.
Does it give direction to the top recurring problems of our organization - Clear goals, communication, roles
Does it give direction to the top recurring problems of our organization - Clear goals, communication, roles and responsibilities?
COMBINE INTO A FINITE NUMBER OF GOALS TIED TO PRINCIPLES, VISION, and VALUE PROPOSITION
+ ADD COMMUNICATION & EXCELLENT TEAMS GOALS
Working Together to Deliver - NEED:
1) Your name
2) What you do
3) How to reach you
Liz
from today "Culture eats strategy"
Do we have the right culture to carry this out? - we have a strong separate people machine that works against/in tandem with the structure (i.e. less management, less red tape, more work than strategy...) that needs to be considered more closely.
*As related to Archibus group,partners, customers*
Ability to be more often right than wrong with CAD data
Thorough analysis and regular checking of CAD drawing library
Space planning = drawings must be correct
For later analysis
KEY SERVICES available to everyone:
Space:
Room standards (OSCRE)
area metrics according industry standards (i.e. square footage, counts)
Architectural information (dwgs)
occupancy:
room data (ownership and occupant)
capacity
chargeback
reporting
Values/Principles:
basic belief that govern individual and group behaviour
Reasons for being and may never be fully realised
Goals:
Expression, in measureable terms, of what a business intends to achieve - absolutely and relative to competition
More immediate than a vision
Set targets
A
B,E
A, D
B
A
A - E
D
D
A -
process of managing Archibus improvements
Language of feelings about system
A, C
Create communication plan to target audience (who?)
A,C,D,E
Create culture plan (analysis of behaviour, how to tackle it, fostering an excellent team)
A,B,C,E
Data/partner technical flows map
B
Confidence in accuracy of data.
Occupancy data
Architectural & furniture data
Awareness of the value of our information.
Clear structure:
Processes
Rooted vision
High performance team
Priorities
Gaps
There
CAD Library
IIS
Idm
PeopleSoft
Remedy
CAD Library
Data sources:
Source
Databases
Customers:
End user
Partners
2. Architectural:
1. Occupancy:
Architectural
Furniture
Occupancy
Room standards
Area metrics according to industry standards
Drawings and layouts
Room ownership and occupant
Capacity
Chargebacks
Reporting
Information
WHAT
Strong relationships with data sources.
HR
IT
IIS
WHO and...
WHEN
Established roles
Archibus
Pull
Push
HR
IT
IIS
FM
TW
Bus.
Sup.
Mgmt.
CofC
Emp.
Facility Analyst & friends
Manager
Process Partners
Data Partners
Customers
With support of...
KISS Technology
Positive relationships
Robust processes
Documented and logical
Persuasive, clear, and targeted communication
Ownership and follow through by all parties
Gathering data
Turning data into information
Delivering information
Communication
Customer engagement & support
Process optimization
Increase occupancy data accuracy
Explore partners & customers
Improve user experience
Increase awareness
GOALS
Limit manual processes and data entry, automate, and enter data once when possible.
Create a process for managing Archibus improvements.
Improve access and simplify space and move management documentation and processes for full life cycle of a request.
Create culture plan to analyze and tackle collaboration between our customers, partners, managers, and our team.
Have the ability to view and report on lease information.
Create communication plan to target audience.
Track and measure mobile workers via Tomorrows Workplace.
Single point of contact for property and space related requests.
Have the ability and confidence in the data to accurately report on property space related information.
Enhance and promote data integrity standards.
Create data map showing flows between us and our partners.
Keep system(s) out of the box with little to no customizations.
Remote work force support.
1
2
3
4
5
6
7
8
9
10
11
12
13
Data
...that is accurate
Enterprise Tech.
VISION
To be the sole source for accurate occupancy information used in shaping corporate real estate decisions.
MISSION
To manage and deliver accurate occupancy data to support business units and their services.
VALUES
Continually refine data accuracy
Make our services known within the CofC
Deliver pertinent workplace information to our customers in an intuitive medium
Regularly consider the appropriateness of our strategy and align it to CBP direction
Foster positive relationships amongst ourselves, our partners, and our customers
KISS
1. Strategy summary media
2. OSCRE
3. Existing process and data flow documentation
4. Before we create anything new - set up Calgary Archibus Group and begin discussing projects to receive feedback.
5. Archibus PM process finalization
6. Space console
7. Moves improvement (I think this may be the main vehicle for keeping things up to date UNLESS we think that moves will always occur without Moves Team knowing.)
8. PDA leasing/leasing module and standards - combine with neighourhood and employee hatching = ownership standards project
9. Culture/awareness plan
10. Determine accuracy targets
11. Work to meet targets
12. Create comm plan to clients.
13. Near single point for property and space related requests
14. Enhance and promote data integrity standards.
15. Drawings cleanup
16. Mobile access

14
WHY
HOW
Improvements for next presentation:
Use job details
Include audience – questions / talking during presentation
Move around more
Full transcript