Smart Buildings 101 - ey.com · Compare IBM TRIRIGA report With SharePoint for the day, and if common records found mark it unprocessed. Download a report from IBM TRIRIGA. Select

How to use your building’s data to unlock value for your organization

SmartBuildings 101:

19 March 2018

Smart buildings 101: how to use your building’s data to unlock value for your organization

Session 8131A

Date: Monday, March 19

Time: 9:30 a.m. to 10:10 a.m.

Location: Surf E

Presented by:

Sandra CorkernEY

Paul LaceyIBM

Page 3 Smart Buildings 101

Agenda

Workplace management solution overview (IBM TRIRIGA)

Customization vs Innovation

Automation

Moving Forward

Real Estate Technology & Innovation (RETI)

Facility and Real Estate Performance & Optimization

VP of Facilities

Redefining today’s workspace environments. Focusing on foresight intooccupant needs.

BUSINESS IMPERATIVES FOR TRIRIGA

Maximizing operational efficiency and quality control to reduce work order inefficiencies.

VP of Maintenance & Operations

Stakeholder

Business Goal

Disclosing lease obligations on the balance sheet in full compliance with new leasing standards from FASB and IAS by 1/1/19.

Office of the CFO

Enhance Occupant Workspace Environmentand Engagement

Reduce Costs,Increase Operational Efficiency

Ensure Compliance Readiness

How TRIRIGA Can Help


IBM TRIRIGA SOLUTIONS ENABLE THE ENTERPRISE

GeographiesLocationsOrganizationsPeople

Portfolio Data & Core Components

Work OrdersFinancialsAssetsWorkflow

Reporting & KPI’sDocumentsGIS MappingTransactions

Construction Space MaintenanceLease Sustainability

Customer Request Central (self service, wayfinding)Business Analytics (KPIs, advanced reporting)

SaaS and On Premise Deployments

Powered by TRIRIGA Platform

► Site Selection► Transaction Management► Lease Administration► Lease Accounting► AR Tenant Tracking► Payment Processing► FASB Compliance

► Program Management► Fund Management► Cost Management► Gantt Scheduling► Resource Management► Quality Management► Vendor Engagement► Capital Planning

► Space Management &Utilization

► Chargebacks► Space Requests► Move Management► Strategic Planning► Drawing Management► Reservations

► Contact Center► Maintenance Mgmt.► Preventive Maintenance► Condition Assessment &

Capital Planning► Security/Key Mgmt.► Inventory Management► Resource Planning

► Utility Tracking► Benchmarking & Energy

Star Integration► GHG Emission Tracking► Waste Streams► Water Consumption► LEED/BREEAM Cert.► Energy Optimization

Workplace management solution overview

1


Workplace management solution overview EY Workplace (IBM TRIRIGA)

Deployed in countryIn progress

Planning

► Assets► CAD/Floor plans► Move management► Reporting► Service/facilities requests

► Lockers► Scenario planning► Leases► Lease payments► Lease projects

► Capital projects► Budget► Reporting► Advanced and

exception reporting

Workplace management value

Workplace management global scale

>125KLockers/storage

>100KService requests

153Country lease data

172Offices


Workplace management solution overviewGlobal lease management presence


EY WorkplaceIBM TRIRIGA modules*

IBM TRIRIGA Real estate manager

► Portfolio planning► Site selection► Transaction management► Lease administration► Lease accounting► AR tenant tracking► Payment processing► Client requests

IBM TRIRIGA Capital project manager

► Program management► Fund management► Scope management► Cost management► Schedule management► Resource management► Quality management► Vendor engagement► Procurement

IBM TRIRIGA Facilities manager

► Space management► Location management► Space chargeback► Space requests► Strategic planning► Move management► Personnel provisioning► CAD management► Floor plans► Reservation management

IBM TRIRIGA Workplace operations manager

► Contact center► Service management► Asset management► Warranty management► Preventive maintenance► Facility assessment► Security/key management► Inventory management► Capital planning► Resource planning

IBM TRIRIGA Real estate environmental sustainability manager

► Carbon Dioxide-emissiontracking

► Utility tracking► Waste disposal► Water consumption► Green opportunities

tracking► LEED/BREEAM

certification► Energy star integration► Energy analytics

* Indicates EY licensed

Identify trends and disruptors that will shape the future of workplace technology and drive continuous

Customization vs Innovation2


Customization vs InnovationUsers & facilities

Facilities usersRole-based access

General users90% of users default basic read access


CustomizationService & maintenance requests


Innovation Records management and functionality


CustomizationArtwork

Standard manager report using IBM TRIRIGA report manager

Appraisal ‘one page’ report► Runtime filter limits location

selection to only locations thathave artwork

► Cascading runtime filter limits floorselection to only the floors in theselected location

► Use of BIRT ( BusinessIntelligence and Reporting Tools)JavaScript to convert the imagename to an embedded binaryobject that BIRT can use as if itwere a ‘BLOB’


InnovationArtwork

Use of BIRT to create reports with images that export to PDF

Export images properly to PDF► Read the image name► Adjust the name to represent that actual image file location► Read the image file into a binary stream► Format the binary stream such that BIRT can use it as a ‘BLOB’► Embed a default image to use should anything go wrong


CustomizationFloor plans graphic reporting

► Layers► Graphic queries► Labelling schemes► Legends


InnovationFloor plans (Utilization graphic reporting example)

Automation3


Pre-BOT process

StartDownload the report from

SharePoint on the daybefore the site is open

Requester creates orupdates records in

SharePoint

Download the report fromSharePoint on the day after the site is closed

Compare the reports withthe macro

Compared report is sent toBusiness Team by email

Business Team searchesIBM TRIRIGA with System

Record ID

If System RecordID available?

Open the record inIBM TRIRIGA and update

Create a new recordin IBM TRIRIGA

Download a reportfrom IBM TRIRIGA

Send email toSharePoint team

SharePoint team updatesSharePoint records Stop

No

Yes


BOT implementation

Open IBM TRIRIGA and Search with System RecordID (from SharePoint report)

If System Record ID available in IBM TRIRIGA?

Download the attachmentsfrom SharePoint for therecords that need to be

processed

Create a new record inIBM TRIRIGA and upload

attachments(avoid duplication)

Open the record in IBM TRIRIGA, update and

upload attachments (avoid duplication)

Open SharePoint andsearch with System Record

ID (from IBM TRIRIGA report)

If System Record IDavailable inSharePoint?

Open and update the recordin SharePoint

Create a new record inSharePoint

Send an email withunprocessed System

Record ID of the day to the business team

Open SharePoint anddownload the report

Select the latest updated/created

records for the day inthe SharePoint report

Compare IBM TRIRIGA report With SharePoint for the day, and if common records found mark it unprocessed

Download a report from IBM TRIRIGA

Select the latest updated/created records for the day in the IBM TRIRIGA report

Manual BOTLegend

Start

Stop

No

Yes

No

Yes


Document Intelligence – Lease Contract Review

As part of work, EY typically receives 500 - 10,000 lease contracts

Each lease has between 10 (vehicle) to 300 (real estate) pages

EY performs Tens of Thousands of audits and accounting advisory projects

Each lease requires on average3 – 4 hrs. to complete a review


As part of work, EY typically receives 500 - 10,000 lease contracts

Each lease has between 10 (vehicle) to 300 (real estate) pages

EY performs Tens of Thousands of audits and accounting advisory projects

Each lease requires on average3 – 4 hrs. to complete a review

Document Intelligence – Lease Contract Review

By leveraging Artificial Intelligence and Advance Language Models to assist EY professionals in reviewing lease contracts our valuable human IP can be contributing strategically, faster and with far more accuracy.

Preliminary Results To Date

3X increase in overallconsistency of extracted

Contract reviews

EY AI EY Human IP

2X improvement ofoverall efficiency of review

+ +


Current active initiatives FY18

2018

Architecture upgrade and replacement of three

environments

Platform and application upgrades

Dashboard and metrics reporting RES dashboard

Records — new functionality/processes Mercury integration Non EY laptop access for

GRE external PMs France pilot deployment

India GDS deployment India practice office deployment GSA Munich deployment Mobile

Moving forward4


It’s more than just a Real Estate program

EY@Work

• Provide the technology tocommunicate, collaborate andconnect anywhere and anytime

• Offer world-class service amidchanging work conditions andlocations

• Create flexible, efficient andtechnology-enabled workspaces

• Provide a work environment thatpromoted teaming, collaborationand well-being

• Design and build brandrecognition into every office

• Support and enableflexible working

• Promote and develop new waysof collaboration and teaming

• Support and accommodatethe health and well-being ofour people

• Provide meaningful opportunitiesto engage with our communities

Includes Facilities Management


EY@Work to date

• Transformed 150 locations around the globeand 101,000 people are working in theenvironment — 34 more locations in the pipeline

• Our EY@Work offices include:• A variety of spaces for activity-based working

(collaboration, heads-down concentration, virtualworking, etc.)

• New ways of working that help our people to deliverexceptional client service

• Current technology that enables these behaviors

Real Estate Technology & Innovation (RETI)

5


OverviewMission and goals

Our mission is to be leaders in the identification, implementation, and support of innovative technology that greatly enhances the experience of our people during their interaction with EY@Work.

Goals

► Identify trends and disruptors that will shape the future of workplace technology and drivecontinuous advancement

► Engage with global subject matter and business leaders during the innovation &enablement process to ensure scalable and globally acceptable solutions

► Integrate mobile and visual experience through the entire portfolio► Leverage the investments and innovations of the Global Firm to the fullest► Optimize operations through the use of robotic process automation (RPA)


Flexible / Smart Workplace Physical Access Visual

CommunicationsWorkplace

Management A/V Technology

Resource reservation

Space availability

Occupancy tracking

Environmental control

Managed services

Credential convergence

Security system interoperability

Mobile access credentials

Visitor management

People engagement

Visual layer

Interactive communication

services

Graphical data

Capital projects

Lease administration

Facilities management

Space management &

planning

Maintenance

Consistent user experience

Standards & functionality development

Product selections

AV consulting

Mobile

AutomationSmart Building

Augmented Reality

Indoor NavigationEnvironmental

preference3D / 360° / VRConnected classrooms

Inno

vatio

n / P

ilot

Strategy / Execution

Voice command

Sensors / beacons


Real Estate Technology and Innovation (RETI) solutions


Value8+ Years Flat Occupancy Costs While Doubling Headcount

100 Best Companies to Work for – 20 Years


QuestionsContact me at:[email protected]


►Visit EY in booth #129 in the Security andResiliency Campus

►Attend our thought-provoking sessions

Connect with EY at IBM Think

Follow us on Twitter: @EY_Alliances

Visit: ey.com/IBM

EY at IBM Think: week at a glance

MondayMarch 19Smart buildings 101: how to use your buildings data to unlock value for your organization

WednesdayMarch 21EY’s artificial intelligence journey: our chatbot success

ThursdayMarch 22BrighthouseOpenPages GRC case study: An EYand IBM strategic alliance

Session 5763ASession 8992ASession 8131A