180904SAGE Archibus
180904SAGE Archibus
180904SAGE Archibus
21 August 2018
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CONTENTS
NO ITEM SLIDE NO ITEM SLIDE
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KEY ACRONYMS
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HISTORICAL CONTEXT
2013
•PMTE went out on open tender to procure a Billing and
Accounting solution with capabilities to integrate.
•Deloitte appointed as SAGE service provider (Archibus
2012 solution proposed). Contract ( Nov 2013 – May 2016).
•Accenture Score Card supported the
decision to opt for Archibus against
Oracle, IFS, SAP and iEWorks.
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HISTORICAL CONTEXT (CONTINUED)
2018
•AccTech appointed for SAGE support
& implementation
(1 Feb 2018 - 31 Jan 2021)
2015
•A decision was taken as part of the turnaround programme to implement other
“expanded "modules of ARCHIBUS. Services of LDM were sourced through the KZN
contract. LDM contract expired in March 2017.
•This decision was on the basis that ARCHIBUS was already bought though an open
bid.
•A feasibility study also confirmed ARCHIBUS as a match to PMTE requirements
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APPLICATIONS ARCHITECTURE LANDSCAPE
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PMTE APPLICATIONS
conceptual landscape (planning)
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PMTE APPLICATIONS
conceptual landscape (execution)
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PMTE APPLICATIONS
conceptual landscape (SCM)
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PMTE APPLICATIONS
conceptual landscape (finance)
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FROM TRANSVERSAL SYSTEMS TO GRAP COMPLIANT SYSTEMS
Department of Public Works Systems PMTE Systems
• DPW is cash accounting based and using transversal systems BAS, • PMTE uses GRAP as a standard and systems used need to conform to
LOGIS and PERSAL. these GRAP standard.
• LOGIS – Produces Purchase Orders and limited in terms of Through authorization from National Treasury SAGE and ARCHIBUS were
functionality to track invoices, goods and orders. procured.
• BAS – Basic Accounting System for payables/receivables. • SAGE – Finance systems currently used for payment of suppliers and
process interfaces from operational systems (WCS & PMIS).
• PERSAL – Personnel Administration Systems for payment of salaries
and leave administration. • ARCHIBUS – Property management system for the Asset lifecycle
management.
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GARTNER MAGIC QUADRANT (SAGE )
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GARTNER MAGIC QUADRANT (ARCHIBUS)
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ARCHIBUS ENTERPRISE OVERVIEW
ACCENTURE CONCLUSIONS
The world’s most comprehensive facilities management solution for
managing space totalling thousands to millions of square feet or
meters.
Modular structure lets you choose only those applications you need;
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FUNCTIONAL ANALYSIS: SCORING ARCHIBUS
FUNCTIONALITY AGAINST BUSINESS REQUIREMENTS
Success criteria =
70% business
requirements 30%
Customization
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APPLICATIONS OF CHOICE :
ARCHIBUS & SAGE
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ALIGNMENT TO GIAMA
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ARCHIBUS MODULE FULL SUITE
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ARCHIBUS FUNCTIONALITY OVERVIEW
GRAP
Reports U-AMP C-AMP Vesting
Lease Out
Revenue
Portfolio
Analysis Space Planning Real Estate
& Management Portfolio
&
&
Estate &
Workplace &
IAR
Property
Management
Facilities
Real Estate
SAGE
Property
Facilities
Workplace
Move Capital
Real
Management Project
Management
Condition Enterprise
Rates & Taxes
Expenditure
Assessment Informatio
n Risk
Modeling Management
&
Infrastructure
Workplace
Engineering &
Infrastructure
Operations
Workplace
Operations
Workplace
Engineering
Services
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ARCHIBUS MODULE INTEGRATION
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Unscheduled Maintenance
Schedule, dispatch, manage, and report maintenance tasks efficiently using self-service capabilities to reduce operational costs and
increase customer satisfaction
Improve the Planning
•Process
Assist with capital planning by
reporting on equipment usage,
•
parts, and service information
Use summary reports to gain the
proper oversight of various
Benefits
Enforce Standards spending categories • Simplifies the request,
• Track and report on parts dispatch, and feedback
with SLAs inventories, equipment processes of maintenance
maintenance data, and work tasks to improve service
• Allow work requests to take requests of all types provision
advantage of SLAs that • Create reports to help allocate
define work team resources, justify additional • Reduces operating costs
obligations, service personnel or purchase of capital through automated
Simplify the windows, and performance equipment, and forecast future workflows, mobile access
Maintenance Process measurements maintenance budgets and streamlined
• Collect and report on metrics communication
• Measure response and required by third party regulatory
• Enable standardized completion times to detect mandates more efficiently than • Provides a seamless link to
maintenance provision to reduce
costs, discourage ad-hoc
performance issues and Reduce
paper based Operating
processes Service Level Agreements
provide timely information (SLAs) to enforce standards
processes, and increase overall for continuous process Costs and increase efficiency
transparency of service delivery Simplify the maintenance
improvement •
process by organizing crafts • Enables improved forecasting
• Identify when a resource is • Provide intelligent SLA persons into work teams,
available, the projected of maintenance and capital
selection that assigns provide specific steps for budgets
response time, and the time to estimating costs, and assign
requests based on need • Helps achieve business
complete the task type, level of authorization, work efficiently using the
• Approve or reject actions to results with ARCHIBUS Quick-
expertise, and resources Planning Board function Start, a productivity aid
maintain control over work required to satisfy the • Ensure the appropriate trade
requests using rules-based which includes tutorial videos
request or service provider receives and “How To” instructions
workflow the correct maintenance
• Create automated routing requests on time, so they can • Increases productivity with
• Group work requests to work take action immediately
that forwards requests for ARCHIBUS All-in-One Home
orders by priority, location, or required approvals and, • Automate escalations to
trade enabling the most efficient Page with quick access to
based on the SLA, eliminate costly delays caused 80% of most common tasks
dispatch and execution of work by non-response of requests
accelerates urgent requests
tasks to either internal or external • Establish workflow parameters
work teams within seconds to re-prioritize requests and
• Provide work requestors with of submission move them to the top of the
automated email feedback at list as other requests are
each status change completed
• Reduce costs of responding to
• Keep maintenance staff utilized inquiries by using mobile and
in the field with the most current
work, while getting their results
dynamic updates to a
centralized status page or via
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in real time
Lease Administration
Centralize and automate lease administration processes to increase efficiency, reduce errors, and avoid penalties
• Assign three levels of • Summarize monthly • Define a new lease portfolio • Minimize errors and
recurring costs across the item or edit an existing one with
urgency to alerts,
lease portfolio for an entire
speeds data entry
personalized for Building, ease using the intuitive Wizard
year according to user features through intuitive
Structure, and Land
portfolio types preferences, such as prompts, reducing
geography, cost category, • Use the Wizard’s dynamic tabs administrative costs
• Issue alerts as emails or or year to efficiently guide users
as flagged entries in the through the steps necessary to
Lease Administration add, modify, and/or delete lease
dashboard information
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Condition Assessment
Track and effectively manage deferred maintenance liabilities to mitigate risk and enable a closed loop process in
taking corrective actions
SAGE
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ERP & SAGE VALUE CHAIN
PROCESS INTEGRATION FRAMEWORK
PMTE Value Chain Activities
Property
& Property
Facilities
Workplace && Facilities
& Management Management
Estate &
Real Estate
Capital
Workplace
Move
Real
Manage Supply Chain
Infrastruct
Manage Finance
ure
Managem
Risk
Workplace ent Management
Engineering &&
Infrastructure
Infrastructure
Services
Operations
Workplace
Operations
Workplace
Engineering
Asset Management
Building Operations
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SAGE VALUE CHAIN
process integration
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ARCHIBUS MODULE CURRENTLY DEPLOYED AND
FUNCTIONALITY AVAILABLE FOR BUSINESS USE.
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CURRENT MODULES – LIVE AS OF APRIL 2018
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ARCHIBUS ENHANCEMENTS POST GO-LIVE
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IMMOVABLE ASSET REGISTER VIEW
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FM CALL LOG AND STATUS VIEW
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IMMOVABLE ASSET REGISTER GIS VIEW
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MOVABLE ASSET REGISTER VIEW
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GRAP REPORTING STANDARDS
GRAP requirement Standards
GRAP 17, 16, 103 reports Module Dependency Date of resolution
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LEASE OUT REPORT
Property details Lease agreement Client Rate Services Total monthly cost to client Outstanding Outstanding Outstanding
number 30 days 60 days 90 days
ITEMISED BILL
Property Property Client Rate Services/ Space Total Outstanding Outstanding Outstanding Municipal Municipal Total Cost of
Value (s) Operationa occupi monthly 30 days 60 days 90 days rates services ownership
l costs ed cost to
client
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CURRENT MODULE – GO LIVE OCTOBER 2018
Lease In
Available Functionality • Registration of a new Lease Agreement
• Uploading Lease agreements
• Automated payment of Lease Rental
• Straight lining journals
• Charge back invoices
• Cost Change
Dependencies • SAGE Integration (IGN)
• MDB3 (Data Upload)
Activities • SAGE End to End UAT
pending: • MDB3 (Data Upload)
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ARCHIBUS 2018/19 ROLL OUT
Preventative Maintenance
Lease Out Infrastructure Budgeting Condition Available • Set preventative
Available • Registration of a new & Assessment Functionality (To- maintenance schedules
be) • Viewing/extracting report
Functionality Lease Agreement Project Management on scheduled
(To-be) • Uploading Lease
Available • Project registration Available • Assess condition of maintenance
agreements
• Automated receipt of Functionality • Project planning (IDMS) Functionality assets • Link preventative
(To-be) • Budget allocation (To-be) • Load maintenance maintenance schedule to
Lease out Rental
• Deliverables tracking schedules assets and service
Agreement
• Deliverables payment • Extract reports on asset providers.
Dependencies • SAGE Integration • Implementation and condition
close out reports • Functionality is there Dependencies • Immovable Assets
• User Charge Model
and signed off as part of Register
• Asset Classification
the Telemery project componentization
(Facility Rate)
• IAR Data Dependencies • Condition Assessments Condition assessment
• Regulations e.g. • Facilities Management data
• SAGE Integration Dependencies • Immovable Assets
(Possibly Space
Planning) • Sign off on the IDMS as Register Activities • Migration of actual
shared componentization pending: functionality as
Activities • Completion of User Condition assessment customised during the
Activities • Configuration of new data Vodacom Telementry
pending: Requirements (Prestige,
(IDMS) pilot
Small Harbours, Rental
• USR Budget allocation Activities • Migration of actual
Debtors)
to Projects (Juanita) pending: functionality as Estimated November 2018
customised during the Completion
Estimated December 2018 Vodacom Telementry
Estimated November 2018
Completion pilot
Completion
Estimated January 2019
Completion
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SAGE
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SAGE FULL SUITE
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CURRENT SAGE MODULES IN PRODUCTION SINCE 2014
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SAGE (2018/19) ROLL OUT
Activities • Variable Payments
pending: • Integration of Lease-in, Lease out,
procurement Module to ARCHIBUS
• Implementation of Procurement
module
• SAGE X3 Upgrade from Version 6
to 11
Dependencies • MDB3 (Data Upload)
• IAR data
Estimated Completion April 2019
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ARCHIBUS/SAGE PROJECT DELIVERY PLAN (ESTIMATED)
2019/07/31
Change Management Stand Alone
Activities
Immovable Asset Management 2018/05/15
Implementation Plan
Reactive Maintenance (Call Centre) 2018/05/14
Implementation Plan
Movable Asset Management
Implementation Plan
2018/05/25
2019/06/13
Phase 2 - Enhancements & Backlog
Resolutions
Thank you.
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