Published on 28 Jun 2012
A U.S. Federal Agency
Asset Management, Service Management
To meet Executive Order 13327 and new Department of Defense Real Property Inventory Requirements (RPIR), a U.S. federal agency implemented an integrated workplace management platform based on IBM TRIRIGA software. The solution enables staff to manage the full lifecycle of real property assets, including asset, property, facility and maintenance management.
This U.S. federal agency needed to modernize an outdated facility property management system to meet Executive Order 13327 and new Department of Defense Real Property Inventory Requirements (RPIR).
The agency implemented an integrated workplace management platform based on IBM TRIRIGA software that enables staff to manage the full lifecycle of real property assets, including asset, property, facility and maintenance management.
Helped agency justify and secure congressional funding of USD50 billion for Military Construction (MILCON), Sustainment, Restoration, and Modernization (SRM), and Base Operations (BASOPS) programs; Streamlined compliance with Executive Order 13327 and RPIR; Accelerated response to secure stimulus package funds
In 2004, President Bush signed Executive Order 13327 (EO 13327) to reduce the cost of managing real property assets (land, buildings and structures) across U.S. government executive branch departments and agencies. For Department of Defense (DoD) agencies, this Executive Order necessitated dozens of new real property inventory requirements (RPIR) to help personnel better identify building and equipment deficiencies and determine funding priorities.
Compliance with these new requirements has compelled DoD agencies to modernize what, in many cases, are outdated processes and applications to manage real property assets. Consider one federal agency’s new infrastructure management system. The system serves as a real property database to support the facility management lifecycle, including planning, design, construction, management and disposal of real property assets at both the federal and state level. The data provided by this system is critical to help agency personnel manage the distribution, tracking and reporting of more than USD50 billion in funds for Military Construction (MILCON), Sustainment, Restoration, and Modernization (SRM), and Base Operations (BASOPS) programs.
Yet, as federal requirements evolved, the legacy client/server application architecture that supported the organization’s existing system could no longer support agency needs. Staff cited numerous challenges including the following:
● Lack of flexibility in adding new fields to support RPIR requirements
● Limited accessibility as staff could only access the system from desktops with the software pre-installed
● An unfriendly interface that was difficult for both experienced and new users to navigate
● Long learning curve that increased the number of errors introduced and affected data quality
● Time-consuming data entry processes due to myriad screens, which impacted user productivity and acceptance
● Slow system performance
● High cost of maintenance and technical support
Advanced facility management
With more than USD700 million in SRM funding alone at stake, the agency embarked on a system modernization project to help it better collect, analyze and manage real property data. The agency initially contracted IBM Global Business Services® in 2007 to create a custom web application over its existing database environment that would incorporate the business processes, workflows and user-friendly screens required. However, when IBM personnel saw TRIRIGA® software (now IBM TRIRIGA software), they realized it delivered a broad-based solution to manage the lifecycle of real property assets in a single technology platform with the flexibility to add the required fields, processes and reports. They felt it was a perfect fit and recommended that the agency move in this direction instead.
With IBM TRIRIGA software, the agency gained a scalable platform that accommodates growth as user adoption increases. The system’s intuitive, flexible and easy-to-follow application processes provides fast data entry and retrieval. Staff members can now filter and query real property and related data to identify projects that meet specific requirements, such as locating “shovel-ready” projects that may qualify for federal stimulus funds. As part of the implementation, IBM Global Business Services configured IBM TRIRIGA software so agency staff could simplify access to the system from any web browser using their DoD common access card.
Today, more than 1,000 agency personnel use the new system. More than 100,000 real property assets, totaling more than USD35 billion, are currently under management. This includes land, buildings (including agency-specific facilities such as readiness centers, etc.) and structures (such as fences, sidewalks, parking lots, etc.).
Improved access to federal funds
With IBM TRIRIGA software, agency personnel now capture all the key elements for any facility and project to improve the agency’s access to federal funds. The new system tracks all of the agency’s existing real property information, including leases, along with project elements, such as work orders, change orders and work schedules.
Personnel define the budget, account for each property asset and input contracts and invoices against those accounts. Additionally, they submit service requests, track service contracts and preventative maintenance, and view warehouse inventory when needed.
Category codes that identify the type, mission-criticality and condition of buildings (which in turn dictates the amount of money the facility can receive for sustainment, restoration and modernization) can be easily updated throughout the building’s lifecycle. This is a critical capability that helps agency staff better communicate annual funding needs to the U.S. Congress.
And as new dollars become available—such as when the U.S. Congress passed the American Recovery and Reinvestment Act of 2009—the agency no longer has to scramble to pull the information together to apply. With a full list of approved “shovel-ready” projects at their fingertips in the new system, staff quickly responded to this emergent opportunity to secure funding.
● IBM TRIRIGA®
● IBM Global Business Services®—Application Innovation Services (AIS), Public Sector
For more information
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IBM products and services that were used in this case study.
IBM TRIRIGA Facilities Manager
AIS: Enterprise Asset Mgmt
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