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Asset Management Using Unifier's Configurable Manager

Prepared by:

Greg Colf

Associate CIO – Real Estate

University of California Berkeley

Manage organizational assets and track facility and asset condition assessment. Understand the Configurable Manager functionality

Session ID#:

@j_josephine

About UC Berkeley

About UC Berkeley

Asset Management

Asset Management will provide a planned approach to facility maintenance and renewal with an emphasis on primary accountability, ownership and effective execution. The Asset Management unit will:

Oversee the maintenance and renewal of our building and utilities

Provide long range planning for ongoing renewal

Create a database of knowledge about our facilities

Create a culture of ownership and accountability around the oversight of our facilities

Move the campus from a reactive to a planned maintenance and renewal model

The Asset Management Unit

The Asset Management unit will be responsible for:

Building maintenance planning and oversight Maintenance and custodial quality control Seismic program management Capital renewal program

Warranty and claim tracking Facility data management Vendor maintenance programs

Preventative maintenance planning Facility reinvestment planning Renewal and maintenance projects

How will it work?

Region concept

The campus will be divided into 8 or so regions based on geography and type

Each region will have a regional asset manager who will be responsible for:

• Facilities Services work order assignment and oversight

• Preventative maintenance coordination and oversight

• Custodial and grounds QC

• Coordination of monthly maintenance

• Warranty tracking and claims

• Renewal/maintenance projects

• Renewal planning

• Blanket contract coordination

• Facility data management

The regional manager will work with existing building staff to coordinate efforts but will be

responsible for all non-program driven work

Facilities Services Teams

Team concept

Facilities Services will provide teams of trade staff to the regions

The Asset Manager will prioritize the work to be done by FS staff

The Asset Manager will confirm the execution of the work by the assigned team

The team and the Asset Manager will be accountable to each other and to the occupants of the building

Implementation Progress

■ 90 in 90 Building Condition Survey

■ Region pilot program

■ Unifier Solution

90 in 90 – Building condition surveys

90/90 was the beginning of a data compilation and analysis effort to determine the existing

condition and required maintenance and renewal for all the campus facilities

■ 90 in 90 consisted of:

▪ Walkthroughs

▪ Building manager meetings

▪ Surveys of Facilities Services staff, the Fire marshals office and other campus units

■ Several FY15 Capital Renewal projects and programs were derived from the results

including:

▪ Window, paint, restroom and duct cleaning programs

▪ Exterior waterproofing projects

■ The 90/90 data will be maintained by Asset Management and will become increasingly

informative

Region Pilot Program

The first region created this Fall 2014 at the College of Engineering

Facilities Services staff report to the Asset Manager in January for this region

Another 3 or so regions should be in place by Summer of 2015

The final regions will be brought in during the remainder of 2015

Unifier Solution

Initially implemented for project management on campus

Needed organizational for Asset and Region data

Building and related data already in place

Users are familiar

Flexible development environment

Reporting and dashboard functionality

Relation to corresponding projects

Limited sharing and collaboration options

Binders

Box

File shares

Unifier Solution

Phase I

Build Shell Structure

Track 90 in 90 Facility Observations, condition surveys, and images

Log work activity as identified by Asset Manager

Link work activities with current work orders and projects

Create central repository for all related documents

Provide consolidated reporting on status across buildings and regions

AM Organizational Structure

■ Asset Management

▪ Buildings grouped in

regions by function or

proximity

▪ Buildings are tagged by

Region

▪ Asset Manager assigned

to each region

▪ Observations and work

activities tracked by region

■ Unifier Shell Structure Image HERE

Observations

■ Initially collected in paper and electronic spreadsheet form

■ Linked to individual buildings

■ Included condition and priority ratings

■ Linked with photos, assets, and surveys

■ Unifier Observation Image HERE

Work Activity

■ Asset Manager uses to

▪ Identify and track new

issues

▪ Link to Facilities work

orders

▪ Link to Unifier projects

▪ Resolve observations

■ Unifier Work Activity Image HERE

Demonstration

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Q & A

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