The Leader - July/August 2008 - (Page 34)

r e s p o Nd IN g to th e ch a lleNge: alBe rta, caNada’ s I Nte g rate d W o rkp lace MaNag e MeNt s y s t e M INtegrated aNd orchestrated solutIoNs Currently FAMIS, together with some of the Ministry’s resident applications such as IMAGIS (Peoplesoft Financials) with which FAMIS is able to freely interface, is used to manage the entire Alberta Infrastructure portfolio. The system is being used to execute three broad business processes: Space Inventory Control and Management of Leases, Parking Inventory Management and Parcel Management. The management and monitoring of the entire life cycle of all Alberta lease agreements, from initiation to expiration, including integration with Receivables and Payables, is scheduled to roll in Summer 2008. space INveNtory Infrastructure and Transportation uses the system to identify, quantify and track key attributes of all the government workspace owned or leased by the Province of Alberta. An identity hierarchy from site, to building, to space, is used to describe the assets. The workplace management team links every building to a parcel and then breaks down the building by floors and space. A space is defined as any area with a definable wall; i.e. , hard wall offices, meeting rooms, coffee rooms, etc. Spaces that contain modular walls are defined as “open” portions of a space and are not tracked individually. As is often the case, the identity and attribute capturing process began with a blueprint. The blueprint of the building is converted into a CAD drawing using BOMA (Building Owners and Managers Association) standards. Currently Infrastructure and Transportation is ini- tiating a project to link the CAD drawing to the IWMS database, which will enable the Ministry to run graphical reports that represent how the building is being utilized. By end of 2008, the Province expects to have the CAD drawings of their entire real estate portfolio linked to the IWMS database. Once the links are made, Infrastructure and Transportation will use the system’s Visual Mapping functionality to provide users with very detailed, highly interactive web presentations of drawings that pertain to their specific facilities. One of the core advantages of an Integrated Workplace Management System (IWMS) is the dramatic increase in visibility it can achieve. Visibility creates accountability. The ability not only to create benchmarks, but also to see them and share key measures of success with stakeholders in a timely and graphical manner has proven a valuable management tool. Features like Zoom-go-to searches for employees, office spaces, conference rooms, and others add powerful tools to staff and leadership alike. Workspace throughout the Province is used by many different ministries, boards, agencies, and other organizations as occupants – some by those within the government and some leased to non-government users. In many cases, Infrastructure and Transportation has multiple users associated with a single space. The system enables the Ministry to track spaces according to the percentage of use for which each occupant is responsible. Staff says this has been very helpful in preparing key reports. Owned and leased space is identified and tracked according to attributes that are important to the determination of accommodation costing: Terms, Operations, Amortization, Projects, Revenue, etc. Costs are tracked to each building and then distributed to occupants, which in turn include them in the financial statements they report to the Auditor General. One of the core benefits of the system is that once the database has been completed, the information can be used, pushed, shared and integrated with other applications to create new efficiencies and, perhaps more important, effective new cost controls. reports Reporting was a very high priority objective associated with the implementation of the new system. Once the conversion of core facilities information was made and the database was complete, creating essential reports was the next big challenge. Again, the IWMS database provided a foundation over which Infrastructure and Transportation was able to build several custom reporting programs that were important to the overall management of the province. The Lease Book Report is a “basic lifting of all active leases” for use by staff and senior management alike. The Expiry Report helps to monitor and manage expiring leases, which are critical to the successful operation of such a large leasing portfolio. lease MaNageMeNt: orchestratINg the provINce Infrastructure and Transportation is in the process of converting its old Lease Status System to the new IWMS system. We have the ability to use a component of the new IWMS system’s Capital Projects business process to manage leasing projects, from inception to expiration This process will be implemented in Summer 2008. Functionalities within the le ade r 34 J u ly / a u g u s t

Table of Contents Feed for the Digital Edition of The Leader - July/August 2008

The Leader - July/August 2008 Leadership Contents Message from the CEO Real Estate in the News Organizational Design Accommodating Growth Responding to the Challenge EMEA's Building Energy Rating TVA's Shortcut to Success ANZ Banking Group’s Jane Hamilton Tractus Asia’s Dennis Messeroll Arizona’s Greg Weiner Workplace Design Workplace Directory The Texas Report Industry Tracker Discovery Forum Findings Career Development Congratulations to 2008 Corenet Global Award Winners! Young Leader Economic Development in the News Connect with Corenet Global A Look Ahead

The Leader - July/August 2008

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