IWMS Timeline and Updates
This article applies to: Scheduling, Real Estate, and Facilities Inventory Project
From 2012 to 2013, a university-wide study was conducted, which determined areas of focus for space management technologies at Cornell:
- Academic and Event Scheduling System to replace R25 Event Scheduling.
- Integrated Workplace Management System (IWMS) to replace the Real Property Information Management System and Facilities Inventory System software.
- Reporting, analytics, and creation of a Space DataMart.
In 2016, seed funding to create a Technologies Road Map was granted. The late President Garrett's survey to determine areas of administrative burden identified Facilities Inventory management and reservations among the top areas for improvement.
The IWMS project was in the pre-implementation phase through early fall 2019. Phase One will replace the Real Property Information Management System and Phase Two will replace the Facilities Inventory System.
Configuration with FM:Systems continues to go well as 75 percent of the Real Estate module is complete. Real Estate will currently begin testing the module. The Space Inventory module will begin configuration soon.
A new timeline for the IWMS project has been established:
- January 2018 to September 2019: Pre-implementation work.
- October 2019: Start Phase One system configuration and user input, which primarily includes Real Estate functionality.
- March 2020: Start Phase Two system configuration and user input, which includes Facilities Inventory.
FM:Systems and Cornell are in the process of signing a pre-engagement consulting services agreement. Real Estate and Facilities Inventory continue to make progress on their pre-implementation initiatives. Facilities Inventory has a hire pending for a new CAD drafter. Additionally, the IWMS project team is gathering success criteria for the IWMS project.
The Real Estate Department and CIT completed the temporary database setup needed for lease abstraction activities of the IWMS project. Lease data needs to be extracted from 2,500 lease documents in preparation for implementation of FM:Interact. Real Estate is now in the process of finalizing workflow and organizational details, and beginning to abstract leases and amendments. Additionally, requirements have been drafted for Real Estate document management and storage, and CIT is developing a proposed solution. CAD drawing standardization is underway for Facilities Inventory.
The IWMS project completed its needs analysis phase this month and submitted all critical path deliverables to the vendor FM:Systems. Over the next six weeks, the IWMS project team will receive the final cost proposal from the vendor, determine a final project budget, and seek authorization to proceed from the governance committees. The Real Estate phase is expected to begin implementation by March 2019.
FM:Systems hosted a space training in September and a CAD training with drafters in October. These trainings were to better understand the capabilities of the system and help with planning in the pre-implementation phase. Progress was made during these sessions, including linking drawings and data.
Additionally, to better understand the impact of the transition away from the Facilities Inventory System (FIS), a survey was sent to units with known systems that consume FIS data to learn what data they are using from the system and how to better understand their needs as customers during the transition to the Integrated Workplace Management System (IWMS). The IWMS project team collected over 30 survey responses, and for users of this downstream data, they are continuing to assess the impact of the transition, and are committed to maintaining the baseline expectation of users' data needs from the system.
The IWMS Advisory Committee also met with members from the Division of Financial Affairs to understand the Financial Accounting Standards Board's (FASB's) new lease accounting requirements and how they can work together to support this need.
Real Estate, the Facilities Information Group, and other members of the IWMS project team have continued their pre-implementation work. Real Estate has been lease scanning while the Facilities Information Group has been working on a CAD drawing fit-gap analysis. Both of these pre-implementation projects are expected to be done by the end of the year.
Additionally, the IWMS project team has scheduled a needs analysis meeting with the vendor FM:Systems. The vendor will come to campus in October 2018 to work with members of the project team.
Real Estate and the Facilities Inventory Group within Facilities and Campus Services continued their pre-implementation work with an internal needs analysis. Additionally, they closed the FY18 inventory cycle, reviewed CAD files, and began Real Estate lease scanning.
A Room Type Coding Information session was held to discuss the room types that will be loaded into the new Academic and Event Scheduling system. View a recording of this presentation.
FM:Systems is the vendor selected for the Integrated Workplace Management System (IWMS), part of the Space Inventory project. For more information on the process, visit the IWMS vendor selection page.
The tentative timeline for the IWMS project is outlined below:
- January to September 2018: Pre-implementation work.
- October 2018 to May 2019: Phase One needs analysis and system configuration, includes primarily Real Estate functionality.
- June to August 2019: User acceptance testing.
- September 2019: IWMS Phase One planned cutover.
- September to December 2019: Stabilization.
- August to October 2020: User acceptance testing.
- August 2019 to August 2020: Phase Two needs analysis and system configuration.
- November 2020: Phase Two planned cutover.
- November 2020 to January 2021: Stabilization.