Appendix A - NIST OFPM Operations Overview-FINAL.pdf

OFPM Facilities Management Systems Implementation and Support Solicitation # 1333ND21QNB130237 Appendix A – NIST OFPM Operations Overview

NIST Office of Facilities and Property Management 1

NIST OFPM OPERATIONS OVERVIEW

1 INTRODUCTION

The National Institute of Standards and Technology (NIST), under the Department of Commerce, is a non-regulatory federal agency operating to promote U.S. innovation and industrial competitiveness by advancing measurement science, standards, and technology in ways that enhance economic security and improve quality of life. To successfully achieve its mission, NIST requires fully operational facilities containing working laboratory and other research equipment.

The mission of the Office of Facilities and Property Management (OFPM) is to advance NIST’s mission success by planning, building, operating, maintaining, and servicing facilities and supporting infrastructure to provide a safe, secure, and sustainable environment. For OFPM to achieve its mission, it is critical that the office has both well-defined processes to achieve its functions and the appropriate supporting systems in place to streamline its operations.

1.1 Background

OFPM is responsible for all construction, modernization, and renovation of NIST facilities and for the facilities maintenance operations across multiple sites. These sites include the two major NIST sites of

Gaithersburg, Maryland and Boulder, Colorado, as well as the two minor sites of Fort Collins, Colorado and Kauai, Hawaii. Boulder staff are responsible for maintaining the Fort Collins and Kauai sites.

Over time, the relative independence of the organizations responsible for operating the two major sites has resulted in a deviation in how facility management processes are conducted, and resulted in multiple, non-shared systems that support those facility management processes. OFPM does not currently have a standardized Construction Management system in place. Currently, Gaithersburg handles most of its facilities management related functions using IBM Maximo, whereas Boulder staff complete most of its facilities management related functions using a custom-developed system named the Job Tracking System next generation (JTSng). Also, while Boulder does use IBM Maximo in support of several of its functions, the staff uses an entirely separate instance of IBM Maximo from that of Gaithersburg.

Disparities in how the two sites have evolved have resulted in inefficiencies in the way that both locations complete facility management processes, and have also resulted in wasted resources to maintain multiple systems (and multiple instances of the same system), which provide redundant capabilities. NIST aims to modernize its construction and facilities maintenance processes through a new contract that will facilitate:

• Standardizing processes and systems across NIST sites, using a single common platform

• Providing for a more customer-centric interface to OFPM services

• Reducing manual and paper-based processes

• Reducing workarounds, such as double entry requirements, through increased integration

• Moving to electronic mobile workforce (work order dispatch, etc.)

• Minimizing ongoing operations and maintenance costs

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1. OFFICE OF FACILITIES AND PROPERTY MANAGEMENT (OFPM) OVERVIEW

NIST OFPM is responsible for all construction, and facilities and property management related functions across NIST’s two major sites, Gaithersburg, Maryland and Boulder, Colorado, and two minor sites, Fort

Collins, Colorado and Kauai, Hawaii. The personnel at the Gaithersburg site are responsible for all facility management functions at that site only, while personnel at Boulder are responsible for all activities across

Boulder, Fort Collins, and Kauai. NIST utilizes contractor support as well as staff for maintenance, design and construction projects.

Across the two major and two minor sites, NIST OFPM staff are responsible for managing 90 buildings that cover approximately 4.6 million gross square feet – 3.6 million of which stretches across buildings at the

Gaithersburg site, and the remaining 1 million across buildings at the Boulder and the two minor sites.

The Gaithersburg site contains 61 of these buildings, and the remaining 29 buildings are hosted on the

Boulder and minor sites.

Maintenance for the buildings and structures across sites is managed through work orders (WOs), which are used to track different types of upkeep required to ensure that buildings and structures across campuses are operational and up to code. OFPM tracks several different types of work orders to categorize the different types of work it performs to maintain its buildings and other assets across its sites.

These types of work orders include:

General Work Orders – These work orders are for general services such as painting and carpentry.

Preventive Maintenance (PMs) – These work orders are for pre-scheduled maintenance to ensure that assets are kept functional based on best practices. Most assets installed in buildings should be accompanied by a schedule that identifies maintenance activities and when they should be performed to keep assets from breaking down or deteriorating.

Maintenance Slips (M-slips) – These are service requests that are entered by customers or Facilities personnel.

Emergency Work Orders - An emergency work order is generated when an unscheduled breakdown occurs and an asset needs to be repaired right away. An emergency work order is used to record and track any reactive work performed that was not planned beforehand.

Corrective Work Order - Corrective work orders arise during scheduled PMs or while employees completing work order identify other issues. If an engineer or other field employee is completing work for a PM or other work order and identifies additional problems with an asset, then he or she will submit a corrective work order, identify the materials necessary, and then fulfill the work necessary to complete the corrective work order.

Project Work (Reimbursable Projects) - Project work refers to new construction or renovation projects, which may include development of new facilities or large modernization projects, as well as smaller installations.

Work order tracking from the initial work order request, through the completion of the work necessary to resolve the request, is managed by two primary systems at NIST – IBM Maximo and the Job Tracking

System (JTSng). In addition to work order and work management support, these two primary systems support many of the other functions that are performed by OFPM. The following sections describe both

Gaithersburg and Boulder operations and supporting systems in additional detail.

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1.1. Gaithersburg Operations Overview

The Gaithersburg, Maryland campus serves as NIST’s headquarters and is the largest of the two major

NIST sites managed by OFPM. This site contains 61 buildings consisting of approximately 3.6 million square feet of space.

OFPM staff in Gaithersburg are responsible for all facility and property management functions across the

Gaithersburg site. These functions are described in detail in the following subsections.

1.1.1. Work Management and Project Management

The work management function refers to work performed by OFPM employees to maintain real property assets. All work management activities in Gaithersburg are currently supported by IBM Maximo. These activities include: general work orders, maintenance slips (M-slips), emergency work orders, corrective work orders, preventive maintenance, and project/construction work (including reimbursables).

As part of its work management operations, OFPM Gaithersburg staff complete roughly 1800 general work orders, 7000+ M-slips, and 34,000+ preventive maintenance work orders annually. The primary system used in support of work order initiation and tracking by Gaithersburg staff is IBM Maximo, though there are a number of secondary or supporting systems.

In Gaithersburg, preventive maintenance (PM) schedules associated with assets are maintained in

Maximo. These schedules indicate when work must be performed to maintain an asset. Therefore, when

NIST installs a new asset, a staff member will enter the PM schedule provided by the vendor into Maximo for tracking and will execute PM work orders to complete maintenance at recommended intervals.

However, entry of assets and PM schedules to Maximo may not always be completed in a consistent manner.

In addition to PMs, there are other work orders and maintenance requests (maintenance slips or M-slips) that are submitted by customers and are received via email (ServiceNow) or phone and are entered into

Maximo for tracking and completion. Though Maximo may be used for tracking, all work orders in

Gaithersburg are paper based, including any workflows and approvals. All work orders are then reviewed by the Project Management Group. If the work order requires a limited level of effort, then the Project

Management Team may complete the work order. If the work order requires more significant effort, then the Project Management Team will assign the work order to the specific group and/or shop responsible for that type of work. The following divisions are responsible for different types of work orders:

• The Operations Engineering Group is responsible for small SCMMR replacement jobs and work orders resulting from a maintenance slip.

• The Facility Improvement Group is responsible for large SCMMR jobs.

In addition to the different types of work orders, the Facility Modernization Group is responsible for all line item projects.

Safety, Capacity, Maintenance, and Major Repairs (SCMMR) projects are maintained in a SCMMR list, which is reviewed by a SCMMR Board for approval and prioritization. The work will eventually lead to a work order for the Facility Maintenance Group or the Facility Improvement Group.

After receiving the work order at the shop level, the shop managers then assign work orders to specific individuals to complete the work. The individual will then travel to the work location and assess the

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NIST Office of Facilities and Property Management 4 problem and begin work on the assigned work order. If there are additional issues with a given asset that are identified when an individual completes a work order, a corrective work order will need to be created.

The corrective work order is an additional work order for problems uncovered while performing an existing work order, maintenance slip, or PM.

All employees’ time must be associated with a work order, whether that work order is for maintenance work, construction work, or administrative overhead.

1.1.2. Asset and Space Management

Asset Management refers to the tracking and monitoring of all NIST assets, which include both personal property assets (such as laptops, PCs, mobile devices, etc.) as well as real property assets (such as buildings, HVAC equipment, etc.). Space management refers to the management of physical layouts within the buildings that are managed as part of real property assets to ensure NIST resources have the space necessary to perform their daily activities that contribute to NIST operations.

The Sunflower Personal Property Management System serves as the authoritative source of personal property assets, and is used for creating, tracking, monitoring and maintaining inventory of personal property assets.

All real property assets such as buildings and HVAC systems are currently tracked within IBM Maximo by

OFPM Gaithersburg. Only the depreciation of real property assets is tracked outside of Maximo using the

Sunflower Personal Property Management System. Though real assets are currently tracked in IBM

Maximo, there are currently no capabilities in place for a geographic information systems (GIS) component to manage asset locations, or a warranties/claims component that tracks information to determine if an asset is still under warranty when performing a work order.

One of the primary drivers for tracking real property assets is that it allows OFPM to complete preventive maintenance to prolong the lifespan of a given asset. When a real property asset is purchased from a vendor and installed, it is usually accompanied by a preventive maintenance schedule that identifies a timeline for performing certain types of upkeep activities. This timeline can be tracked in IBM Maximo so that work orders can be performed at the specified intervals to complete the preventive maintenance necessary for asset upkeep.

OFPM Gaithersburg also has the ability to track linear assets, which include long, extended assets such as power lines and water pipes. These assets have characteristics that may change over distance, and therefore require segmentation to accurately track the entirety of the asset. The tracking of linear asset conditions is currently handled using the Facility Condition Database.

For space management, the staff in Gaithersburg currently use the FM:Interact system, created by FM

Systems. All 61 buildings managed on the Gaithersburg site are listed within the system, which tracks building name, building number, square feet for each building, and space as defined by Department of

Commerce specifications. The underlying database for FM:Interact is linked to the AutoCAD tool, which allows an individual the ability to make direct changes to a building floor plan so that space layouts can be managed in buildings in Gaithersburg.

FM:Interact is currently integrated with the Central People Repository (CPR), which contains a listing of all personnel at NIST. The system integration results in a daily update of employee locations within the space management application. This setup allows for Gaithersburg staff at OFPM to change the office

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NIST Office of Facilities and Property Management 5 space layout for employees at the Gaithersburg site. Though building information contained in IBM

Maximo as part of real property could potentially be integrated with FM:Interact, there is currently no interface to exchange this information. Integration would require some level of customization.

The FM:Interact system is also used as the primary data source for compliance reporting with the General

Service Administration’s Federal Real Property Profile Management System (FRPP MS). The FRPP MS is the system by which agencies are federally mandated to report real property. FM: Interact tracks real property data for the NIST facilities that is required for the annual required FRPP Data Call, such as, total staff count per building, Federal and non-Federal staff counts, gross square feet, space types, space types square footage, etc. The Sunflower application houses all FRPP data elements, including staff per building, operating costs, gross square feet, replacement value, costs to maintain buildings, GPS coordinates, addresses, Congressional Districts, sustainability and other elements. To migrate data into FRPP MS, data is export from Sunflower in a format that will be imported into FRPP MS once a year for the Annual

Federal Real Property Profile Data Call.

1.1.3. Labor Management

Labor management refers to the capabilities necessary for OFPM in Gaithersburg to ensure that it has the right resources with the appropriate skillsets, certifications, safety training, and scheduling availability necessary to complete jobs and work orders for NIST facilities across the Gaithersburg site.

When a work order is assigned currently, it is done so at the “shop” level within OFPM. Shop managers are then responsible for assigning individual resources to complete jobs or work orders. Shop managers currently rely on their own scheduling and skillset tracking tools to manage employee availability and track employee skillsets to be able to schedule the appropriate resources for a work order. There is currently no automated scheduling capability in place for facilities management in Gaithersburg. To achieve this capability, a number of preliminary capabilities would need to be put in place including scheduling tools

(visual Gantt Charts, etc.) and skillset and certification tracking tools, and the capability would require an overall process change or redesign. To track costs associated with work orders, labor rates used in

Maximo are pulled from the budget office via the Business Objects System.

Human Resources (HR) currently tracks certifications for personnel, which would be useful to identify the skillsets necessary to perform specific work orders. However, there is currently no synchronization between the HR certification data and IBM Maximo – one of the aforementioned pre-requisites to implement an automated scheduling capability. There is also a learning management system used across

NIST, which is managed and maintained by the Department of Commerce. However, the training offered by this system is broad, does not include facilities management-related trainings currently, and is not integrated with the tracking mechanisms used by HR to track facilities management certification data.

Required safety training, such as forklift, plumbing, electrical, asbestos, etc., are tracked by personnel in

Boulder, who often provide limited advanced notice of required training completion dates to staff in

Gaithersburg.

1.1.4. Procurement

Procurement related to facilities management refers to purchase requests (PRs), which are used to purchase all materials necessary to complete work orders, including general work orders, maintenance slips, preventive maintenance work orders, and corrective work orders. All PRs in Gaithersburg are entered by staff using Maximo to purchase the materials necessary to complete their assigned work

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NIST Office of Facilities and Property Management 6 orders. The order is then entered into C.Request, which is the agency’s procurement system, or purchased using a Government Purchase Card.

The Plant Other Objects system (PO system) is also used in support of PRs. This system generates the requisition numbers and captures charges for credit card purchases, contracts, and materials purchased from the NIST Storeroom by Divisions 193 (Gaithersburg Facility Maintenance Division) and 195

(Gaithersburg Design and Construction Division). This information is then used to populate the actual material costs in Maximo. This workflow is managed using Informatica as an intermediary to pull the data from Plant Other Objects and push the data to Maximo.

Each month, all Commerce Business System transactions for purchase requests are downloaded and manually run through the Plant Other Objects system to match up against requisition numbers, work order numbers, and project task numbers. Any transactions that aren’t matched are then manually reconciled.

1.1.5. Materials Management

Materials management refers to the capabilities necessary to maintain an inventory of materials to be used for completion of work orders and construction projects, to receive materials from vendors, to issue materials to employees performing work, and to track materials using SKUs/barcodes/etc.

Maximo is currently the primary system used in Gaithersburg for materials management. When items and materials are received by OFPM, barcodes are attached and scanned, which allows for inventory tracking within Maximo. The storeroom currently has to create its own barcode labels and manually apply them to the manufacturers packages because Maximo cannot track multiple manufacturer barcodes for the same inventory item.

Gaithersburg staff maintain a website, the NIST Storeroom Catalog, which is integrated with Maximo to support material purchases. All materials managed in Maximo are listed on the Storeroom Catalog along with quantities available, allowing customers to place orders. Despite operating the NIST Storeroom

Catalog website, there is no point-of-sale capability in place, so order totals must be calculated by hand using a calculator, and web catalog orders must be rekeyed into Maximo by hand.

Gaithersburg uses TrackAbout to track the locations of gas cylinders, and dewars (a specialized type of vacuum flask for storing cryogens). The assets are initially received through Maximo but are then tracked using TrackAbout. There are currently several hundred dewars tracked across the Gaithersburg campus.

1.1.6. Financial Integration

The OFPM staff in Gaithersburg are responsible for a number of financial functions related to facilities management including general ledgers, labor transactions, inventory transactions, material transactions, deferred income, and construction work in progress (CWIP).

One of the primary financial functions performed by OFPM is management of general ledger segments.

General ledger segments serve to define a subarea of an agency with activities that generate expenses and revenues, with an operating result that is regularly used by management for profit assessment and resource allocation purposes. Gaithersburg personnel currently use both Maximo and Sunflower Personal

Property Management System to manage general ledger segments, though Maximo is used for tracking real property and Sunflower is used for tracking personal property.

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OFPM personnel in Gaithersburg are also responsible tracking the costs associated with each work order.

Labor rates are an average of the labor rates for the shop performing the work order. Currently the labor rates used in Maximo are pulled from the Business Objects System. This system contains salary and title information, which can be used to calculate burdened rates. Employee time is entered into Maximo to track costs associated with work orders. There is currently an interface to Maximo that formats the data so it can be loaded into WebTA, which serves as NIST’s time and attendance system.

Maximo is also used by Gaithersburg to track inventory and some material transactions. Inventory transactions are used to track the quantities and movements of inventory items, while material transactions track the quantity and use of materials used to perform work orders. Though Maximo is used for some material transactions, OFPM uses a system called Plant Other Objects (PO System) as its primary purchase order system for managing material transactions. Plant Other Objects is a homegrown system that was developed in-house, which predates the implementation of Maximo. The system supports material transactions, as well as storeroom management and issuing as part of materials management.

Deferred income is also tracked within Maximo in Gaithersburg. Deferred income refers to income that has been received for goods or services that have not yet been provided. It is necessary for the personnel responsible for finances to track this account as a liability until services have been rendered, likely through completion of a pending work order.

Lastly, Maximo is also used by finance personnel in Gaithersburg to track construction work in progress

(CWIP). CWIP refers to construction projects that are still in progress and not completed. Costs are tracked for these projects until construction is completed, upon which time the asset is recorded at its basic value as a capitalized project.

1.1.7. Asset Sustainability

Asset sustainability allows OFPM in Gaithersburg to manage the overall energy consumption of its assets, track the carbon footprint and emissions of assets, and track asset alerts based on different parameters and thresholds established for asset operation, leading to improved maintenance decisions and capital planning decisions based on energy consumption and costs.

The primary system used by OFPM staff in Gaithersburg for asset sustainability is Eaton’s Foreseer system.

This system provides vendor-neutral power and energy infrastructure integration to help identify ways to reduce energy consumption, and unplanned downtime due to the failure of critical power, environmental, safety, or security systems. Though NIST uses the system to help identify assets that require attention, the system lacks in the capability to support building troubleshooting to address identified issues.

Therefore, OFPM also relies on another system developed by Eaton, PowerNet, which contains information and documentation necessary to support engineers in the field with troubleshooting information.

Gaithersburg facilities staff currently tracks utility information through both its utility bill and other information, which are supplied by PEPCO. NIST participates in PEPCO’s Demand Response Program, which provides NIST with a stipend towards energy bills if the organization is able to reduce energy consumption on high-demand days specified by PEPCO. Because of the need to monitor energy consumption data, NIST has access to its utility information through billing and use of an online portal provided by PEPCO. NIST has installed “easy buttons” for lighting, HVAC, and some other systems to turn

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NIST Office of Facilities and Property Management 8 down power and save energy for high consumption days identified by PEPCO for the Demand Response

Program.

NIST is required to report building data, including energy and water consumption, to the Department of

Commerce using EPA’s Portfolio Manager system. As most of this data is tracked by asset sustainability systems such as Foreseer, OFPM staff supporting asset sustainability manually enter the data into the EPA

Portfolio Manager. Metrics reported through the EPA system include electrical, potable water, sewage, natural gas, projects, and other data points. Reporting is completed on an annual basis.

1.2. Boulder Operations Overview

NIST’s Boulder site is the smaller of the two major sites. The Boulder site is also responsible for facilities management operations at NIST’s two minor sites – Fort Collins, Colorado and Kauai, Hawaii. The Boulder site was gifted to NIST by the city of Boulder in the 1960s. NIST currently shares the site with the National

Oceanic and Atmospheric Administration (NOAA) and the National Telecommunications and information

Administration (NTIA), both of which lease buildings on the Boulder site. The Boulder, Fort Collins, and

Kauai sites contain 25-30 buildings with a total of 1 million gross square feet.

OFPM staff in Boulder and the two minor sites consists of approximately 54 FTEs to perform all of the necessary facilities and property management functions for maintaining upkeep of buildings and other assets. All FTEs are federal employees, though Boulder does rely on contractor support for system upkeep and maintenance, as well as some SCMMR items and some reimbursable/construction projects.

1.2.1. Work Management and Project Management

Like Gaithersburg, the work management function collectively refers to the actual types of work performed by OFPM employees in Boulder to maintain real property assets to ensure they are both operational and meet regulatory and safety requirements. Work management activities in Boulder are currently supported by two systems: the Job Tracking System (JTSng) and IBM Maximo. These activities include: general work orders, maintenance slips (M-slips), emergency work orders, corrective work orders, preventive maintenance, and project/construction work (including reimbursables). Boulder uses

IBM Maximo to track preventive maintenance work orders and the initiation of maintenance slips.

However, Boulder uses the JTSng as its primary system for most functions, including support for all other types of work orders.

As part of its work management operations ,OFPM Boulder staff complete roughly 100 general work orders, 1500+ M-slips, and 4500+ preventive maintenance work orders annually.

Though Gaithersburg uses Maximo for all of its work management activities, Boulder only uses Maximo to track preventative maintenance work orders and as a ticketing system for M-slips. Boulder has also added the majority of its assets with PM schedules into Maximo to track preventive maintenance just like

Gaithersburg. However, there is currently no process in place for adding in additional PM schedules as new assets are received and set up, in which case PMs will not be performed for those assets. Additionally, the Maximo system used in Boulder is a separate instance from that of Gaithersburg.

The primary system used to track work orders in Boulder is the JTSng, which is used for general work orders, corrective work orders, and emergency work orders. Reimbursable Work Order requests are submitted through ServiceNow which integrates with JTSng. The JTSng system contains four different modules and a labor utility, including a module used for setting up and assigning work orders. When a work order is received, it is entered into the JTSng system.

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Work orders and M-slips may be received via phone, email or the ServiceNow Service Portal. M-slips are also entered into Maximo by OFPM technicians along with a description of the problem, location, classification, and priority. A matching ServiceNow record is created, and an email is then sent to the building manager where the problem originated.

All employees’ time must be associated with a work order in JTSng, whether that work order is for maintenance work, construction, or administrative overhead.

1.2.2. Asset and Space Management

Like Gaithersburg, Boulder staff track both personal property and real property. Boulder currently uses the Sunflower Personal Property Management System to manage personal property. All real property is tracked within IBM Maximo. Only the depreciation of real property is tracked outside of Maximo.

Depreciation is currently tracked using the Sunflower Personal Property Management System.

Also like Gaithersburg, Boulder uses FM:Interact for space management support. The underlying database for FM:Interact is linked to the AutoCAD tool, which allows an individual the ability to make direct changes to a building floor plan so that space layouts can be managed in buildings in Boulder.

FM:Interact is currently integrated with the Central People Repository (CPR), which contains a listing of all personnel at NIST. The system integration results in a daily update of employee locations within the space management application. This setup allows for Boulder staff within OFPM to change the office space layout for employees at the Boulder site.

The FM:Interact system is also used as the primary data source for compliance reporting with the

Department of Commerce Federal Real Property Profile Management System.

1.2.3. Labor Management

Boulder’s JTSng contains an employee table and a labor utility. The list of personnel comprising OFPM staff in both Boulder and the two minor sites is maintained in the JTS employee table. This information is manually maintained in the employee table and based off of a roster that is received by Boulder staff once every pay period.

The labor utility is used to manage worker salaries in order to retroactively update work orders to calculate appropriate costs. For example, if an employee had received a pay raise and previously performed work against a work order, the change in salary within JTSng may not have been accurately reflected at the time the work was performed. Therefore, updated pay information is entered into the labor utility once it is received to retroactively calculate and track the appropriate costs for the work performed against the work order.

All employees must track all time against a work order, including administrative overhead. This information is entered into the Time Tracking module of JTSng, which captures hours for each day of the week by work orders performed. The Time Tracking module has different statuses to track the submission and approval of time. Time is then also manually entered a second time into the WebTA system by timekeepers. The WebTA system is the official time tracking system for NIST and the Department of

Commerce.

1.2.4. Procurement

The JTSng System contains a Purchase Request (PR) module, which is used to request and purchase materials necessary to complete work orders, including M-slips and preventive maintenance. Currently, Appendix A – NIST OFPM Operations Overview

NIST Office of Facilities and Property Management 10 any employee on Boulder’s OFPM staff with access to JTSng can create a purchase request. When a new purchase request is created, the employee will either associate that PR with a preventive maintenance work order or enter a M-slip number to associate it with a maintenance slip. Maximo will also generate a reference number that is manually entered into JTSng for tracking along with the purchase request.

Purchase orders can actually be split across work orders by a percentage allocation if a purchase order relates to multiple work orders. Available payment methods for a purchase order include credit card, convenience check, or a purchase order/contract that is issued for a particular vendor.

The details of a purchase order are entered on the main screen of the Purchase Request module in the

JTSng and include: the items to be purchased, accounts (vendors) associated with the purchase request, documents (vendor quotes and RFIs) associated with the purchase request, approvals required, any history associated with the purchase request, and a request through the C. Request system (managed by the Department of Commerce) depending on the size of the purchase request. The purchase request will then be routed through multiple levels of approval necessary to approve a PR. If a purchase request is disapproved, then a justification will be provided by the individual responsible for disapproving the purchase request. The PR Billing table in JTSng contains a complete historical record of purchases.

Reconciliation of purchase requests is completed in JTSng. Transactions are matched on multiple fields from the Core Financial System (maintained by the Department of Commerce), including the CFS transaction number, paid accrual, and general ledger end date.

1.2.5. Financial Integration

Boulder’s JTSng System primarily operates as a general ledger application. However, JTSng financial functionality is limited beyond general ledgers with no support for journal vouchers, labor or inventory transactions, budgeting, material transactions, deferred income, and capitalized work in progress (CWIP).

All financial integration activities completed by Boulder are handled manually.

Vendor payable accounts managed by JTSng are reconciled with the Commerce Business System.

1.2.6. Asset Sustainability

Boulder’s asset sustainability capabilities are currently provided using the Metasys Building Automation

System, by Johnson Controls. This system currently provides support for tracking energy consumption and sub-metering, as well as providing asset alerts based on pre-defined limits and thresholds.

1.3. OFPM Facility Management Systems

This section includes an overview of all facility management systems that are used in support of OFPM operations across all sites, supporting many of the functions and capabilities described in sections 2, 2.1, and 2.2. Each of these systems is depicted in Figure 1: NIST OFPM Facilities Management Systems and described in detail in the following sections.

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Job Tracking

System (JTSng) Maximo

CPRC.Suite CBS

Maximo Plant Other

Objects

NIST

Storeroom

Catalog

EPA Portfolio

Manager

Federal Real

Property

System

Sunflower

ServiceNow

Eaton Foreseer/ Powernet

FM:Interact

CitiManager

Facility

Condition

Index

Siemens Metasys

E x te rn a l

S y st e m s

D o

C

S y st e m s

N

IS

T S y st e m s

Primary

Systems

Supporting

Systems

Integrating

Systems

Boulder, COGaithersburg, MD

Builder SMS*

Figure 1: NIST OFPM Facilities Management Systems

The systems are distinguished between primary systems, primary-supporting or supporting systems, and integrating systems. Primary systems are considered systems that are used in the majority of facility management operations by OFPM staff across both Gaithersburg in Boulder. These systems provide the work management capabilities necessary to initiate and track completions of work orders, and in many cases, provide capabilities for many of the supporting functions necessary to complete work orders. The primary systems include:

• IBM Maximo (Gaithersburg)

• IBM Maximo (Boulder)

• Job Tracking System (JTSng)

1.3.1. Primary Systems

All primary systems are currently owned and supported by NIST and provide the primary capabilities necessary for Gaithersburg and Boulder to complete facilities work order management operations across all major sites. These systems provide work management capabilities necessary to track the work order lifecycle for different types of work orders including, general work orders, preventive maintenance work

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NIST Office of Facilities and Property Management 12 orders, emergency work orders, corrective work orders, and M-slips. In most cases, these systems also provide supplemental capabilities necessary for staff to initiate, track, and complete work orders as well.

These systems are detailed in the following subsections.

1.3.1.1. IBM Maximo (Gaithersburg)

For OFPM staff at the Gaithersburg site, IBM Maximo serves as the primary system used in support of work management and work orders as well as other facilities management related functions. This system was originally implemented by NIST in 1999 and the current deployed version of the product is Maximo

7.6.0.9. There has been a moderate amount of customization performed to the system in order to implement requirements necessary to support staff at the Gaithersburg site.

In addition to work management and support for work orders, the system also provides:

• Asset management tracking for real property, where assets are tracked along with asset locations and preventive maintenance schedules.

• Materials management functions including warehouse management, inventory control, serial number/barcode tracking, issuing, and receiving.

• Procurement capabilities including requisitions and purchase orders necessary to obtain materials to be used in completion of work orders

• Financial capabilities including general ledger, labor transactions, inventory transactions, material transactions, deferred income, and capitalized work in progress (CWIP).

IBM Maximo contains modules that can be deployed based on the industry an organization is in, as well as required capabilities. Many of the modules included as part of the deployment of the Gaithersburg instance of Maximo are responsible for the functions or capabilities listed above and are included as part of a standard “government” deployment of Maximo (IBM has developed different modules for deployments depending on the industry in which an organization is aligned). The list of Maximo modules currently used by Gaithersburg staff is listed below in Table 1: Maximo Modules Deployed in Gaithersburg

IBM Maximo Module

Assets Module

Financial Module

Integration Module

Inventory Module

Planning Module

Purchasing Module

Work Orders Module

Table 1: Maximo Modules Deployed in Gaithersburg

1.3.1.2. IBM Maximo (Boulder)

The IBM Maximo system is deployed in Boulder as a separate instance from that of Gaithersburg. The system is currently used in a limited capacity by Boulder staff in support of preventive maintenance work orders and as a ticketing system for M-slips. This system was originally deployed in the late 90s

(approximately 1998), and replaced a Microsoft Access-based application that had previously been

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NIST Office of Facilities and Property Management 13 developed to track work orders. Boulder is currently running version 7.6.1.1 of Maximo. Only basic reports are provided on the data managed in Maximo. The reports are generated using Crystal Reports.

The system is currently supported and hosted on site in Boulder, and used to manage and track approximately 13,515 assets – all of which have been entered manually. There is no current process for adding additional assets to the system for tracking preventive maintenance work orders, however.

Maximo was also previously used for materials and inventory management, though only common items are kept on hand at present. Instead of maintaining a large material inventory, the Boulder staff reviews the PMs to be performed at the beginning of each month and submits orders through the JTSng Purchase

Request module.

OFPM staff in Boulder use Maximo’s Assets and Work Orders Module only.

1.3.1.3. Job Tracking System (JTSng)

The Job Tracking System (JTSng) operates as Boulder’s primary work management or work order system.

The system is web-based on the front end and a SQL Server 2012 R2 database on the back end. The system is currently hosted in Gaithersburg. The JTS system does not have any electronic interfaces, but there are a number of manual interfaces using data from Microsoft Excel and Access.

The JTSng system currently supports approximately 55-60 users across Boulder and the two minor sites.

Boulder staff have preferred the simplicity of the design and ease of use over that of Maximo, which is why the staff have historically used JTSng as their primary work order and work management system.

The JTSng system consists of four modules and a labor utility. The modules include:

• Work Orders, which track the life cycle of a work order (initiation through completion of the work)

• Procurement used for placing purchase requests for materials necessary to complete the work associated with work orders

• Timekeeping to track time completed against work orders by Boulder staff

• Reporting, though the module is not currently used

• Labor Utility which is used to update work orders retroactively based on wage rates for employee pay increases, allowing Boulder to track costs associated with work orders

1.3.2. Primary-Supporting, Supporting, and Integrating Systems Primary-supporting, supporting, and integrating systems provide many of the supplemental capabilities necessary for OFPM staff across Gaithersburg and Boulder to complete work management functions such as the different types of work orders necessary to maintain operational assets across the sites. Primary-supporting systems include those systems that provide direct support of IBM Maximo, including the Plant

Other Objects System, NIST Storeroom Catalog, and Informatica. Supporting systems are other systems owned by NIST, which provide additional facilities management capabilities, such as FM:Interact, which allows OFPM to manage occupied space and building layouts. Integrating systems also provide NIST with facilities management related capabilities, but either provide functionality that is generally considered out of scope of this project, or are systems hosted by agencies and organizations outside of NIST.

Examples of integrating systems include Sunflower Personal Property Management System, which is used to manage personal property such as laptops, or the EPA Portfolio Manager, which is an external system used to report on facility-related metrics to the Department of Commerce.

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Primary-supporting, supporting, and integrating systems are detailed in the table below, to include the system name, system acronym (if available), the system type, system owner, and a system description, which describes the capability or capabilities provided by the system.

System Name System Acronym

System Type

Owner System Description

Plant Other Objects System

PO System Primary- Supporting

NIST Plant Other Objects is an application used to generate requisition numbers and capture charges for contracts and credit card purchases.

NIST Storeroom Catalog

Primary- Supporting

NIST The NIST Storeroom Catalog is a web page on the NIST internal website that lists all of the Storeroom inventory items and quantities on hand that are available for ordering. NIST customers can place orders online through the Storeroom Catalog.

Informatica Primary- Supporting

NIST The Informatica system is an extract, transform, load (ETL) application used to push and pull data between systems. Specifically, Informatica allows for data to be pulled from Maximo and sent to other systems and vice versa for data to be pulled from other systems and sent to Maximo.

Metasys Building Automation System

Supporting NIST The Metasys Building Automation system connects to building systems (such as HVAC, lighting, etc.) enabling those systems to communicate energy efficiency and other problems on a single platform.

Eaton Foreseer Supporting NIST Eaton Foreseer is a monitoring and management solution that integrates with facilities systems and devices. Currently, this system supports asset sustainability at NIST and allows OFPM to track energy consumption, greenhouse emissions, carbon footprint, and sub-metering.

Eaton PowerNet Supporting NIST The Eaton PowerNet system contains asset manuals and asset information necessary for individuals completing work order to troubleshoot building and other asset issues. This troubleshooting functionality will eventually be incorporated into Eaton Foreseer.

FM:Interact FMI Supporting NIST FM:Interact is an integrated suite of web-based facility management tools, which help NIST with space layouts and space management.

Work Order Tracking System

WOTS Supporting NIST The Work Order Tracking System (WOTS) allows for the collection of key work order data points and provides customers the ability to view the status of their reimbursable work requests.

However, the WOTS system is currently not being used.

Sunflower Personal Property

PPMS Integrating NIST Sunflower Personal Property Management System enables OFPM to monitor, control, and account for all property, and related property

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NIST Office of Facilities and Property Management 15

System Name System Acronym

System Type

Owner System Description

Management System transactions, throughout the entire asset lifecycle.

Sunflower was recently implemented by OFPM, in place of Oracle Fixed Assets. The system will only be used to track depreciation for real property.

ServiceNow Integrating NIST ServiceNow is currently used for customers to submit maintenance slip and reimbursable work order requests to OFPM.

Central People Repository

CPR Integrating NIST The Central People Repository serves as the global directory of NIST personnel.

Commerce Business System

CBS Integrating Department of Commerce

The Commerce Business System (CBS) is a department-wide financial management system comprised of a standard Core Financial System (CFS), a data warehouse, and standard interfaces that communicate with administrative systems containing financial data.

Comprizon Suite/

Commerce Standard Acquisition Reporting System

C.Suite/

CSTARS

Integrating Department of Commerce

C.Suite is the procurement and acquisition system for the Department of Commerce. The C.Suite system includes the C.Request and C.Award modules.

C.Suite is the abbreviation for Comprizon Suite, a product developed by CACI. The Department of Commerce purchased and rebranded the product as CSTARS – the Commerce Standard Acquisition Reporting System.

WebTA Integrating Department of Commerce

WebTA is a time and attendance used for tracking employee time and leave data.

CitiManager Purchase Card System

CitiManager Integrating Department of Commerce

The CitiManager Purchase Card System is used to reconcile and control purchase card purchases and improve the recording of financial, procurement, and property information.

Federal Real Property Profile Management System

FRPP MS Integrating General Services

Administration

The Federal Real Property Profile Management System serves as the federal database of all real property under control of all executive branch agencies.

Facility Condition Index

FCI Integrating VFA Software The Facility Condition Index is used by OFPM to provide a benchmark to compare the relative condition of its facilities.

Builder Sustainment Management System

Builder SMS Supporting US Army Corps of Engineers

The Builder Sustainment Management System is a facility condition assessment system for managing the condition of facilities and for making maintenance and repair funding decisions.

Builder SMS will be replacing the VFA Facility software.

EPA Portfolio Manager

Integrating Environmental Protection

Agency

The EPA Portfolio Manager is used as a compliance reporting tool for NIST to report to the Department of Commerce on specific metrics.

Some of these metrics include electrical usage, potable water, sewage, natural gas, and projects.

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System Name System Acronym

System Type

Owner System Description

Business Applications Solution

BAS Integrating Department of Commerce

The BAS Project is a DOC initiative to implement a standard SaaS solution for the departments financial, acquisitions, asset, and data warehouse management functions. BAS systems will replace CBS and C.Suite, and merge Sunflower into one departmental instance. NIST expects to go-live in

Q4 FY23.

Table 2: Supporting and Integrating Facility Management Systems

1.3.3. System Capabilities

Each of the primary, primary-supporting, supporting, and integrating systems provides specific capabilities or functions necessary for OFPM to perform its facilities management operations. Many of these functions are described in detail for both Gaithersburg and Boulder operations in sections 2.1 and 2.2.

Figure 2: NIST OFPM System Capabilities Matrix contains a matrix that maps these functions or capabilities provided by the systems to each system used by OFPM in support of facilities management.