UT Works will not only replace FAMIS and WORQS, both of which have reached their end of life and need to be replaced in order to reduce risk to the University, but will bring process improvements and other benefits as the system transforms the way we support the University. Each section below lists benefits in key areas for the Operations & Maintenance (O&M) and Capital Planning and Project Management (CPPM) modules included in UT Works Phase 1.
Operations & Maintenance (O&M)
| Work Management | - Provides a single work intake framework for all units of the Office of the SVP and COO
- Allows the creation of Internal Work Agreements between shops and project managers.
|
|---|
| Mobile | - Allows technicians to order non-stock items while in the field.
- Provides real-time updates from shops to technicians in the field related to priority and changing conditions.
- Built-in note-taking, including a talk-to-text feature, makes it easy to document work while in the field.
- Technicians can take and attach images and videos to work records from the field.
|
|---|
| Procurement / Billing | - Creates common procurement practices for all units of the Office of the SVP and COO
- Improves procurement process by implementing satellite warehouses for most shops.
- Provides an expedited ProCard billing process and improved reconciliation process.
- Standardized work order billing for all units of the Office of the SVP and COO
|
|---|
| Asset Management | - A common asset inventory will make it easier for shops to view/access jointly maintained assets.
- Supports multiple parent/child relationships between asset records.
|
|---|
Capital Planning and Project Management (CPPM)
| Financial Management | An automated connection (integration) between DEFINE and CPPM will provide a comprehensive and timely understanding of project costs. |
|---|
| Budgeting | - Makes it easier to view and track the Total Project Cost (TPC) of a project based on the plan/schedule.
- The use of Internal Work Agreements and common budget codes will make it easier to track Total Project Cost
- Internal Work Agreements will allow project managers to prevent shops and other UT departments from exceeding committed amounts.
- The implementation of Common budget codes across project types will improve ability to report across all project types.
|
|---|
| Project Documentation | - No more losing folders on the server. All documentation associated with a project will be tied to the project record.
- Provides a common archiving process for completed projects.
|
|---|
| Workflows | Built-in workflows will provide the ability to track, report on, and capture metrics for workflows, including measuring cycle times. |
|---|
| Status changes | Automation of status updates built into workflows removes the need to manually update statuses, making it easier to track project status. |
|---|
| Forms | The ability to pre-fill forms and reports with data from the CPPM database will increase efficiency, with fewer errors and duplication of effort. |
|---|
| CIP Reporting | Unlike today, major and minor projects will be managed in the same system, improving the ability to view and report on all Campus Construction’s projects. |
|---|
| Issues | Issues tracking in CPPM will provide greater visibility into project risks by allowing potential costs to be added for forecasting. |
|---|
| RFIs and Submittals | These documents will be added directly to the project as attachments. |
|---|
| Changes/Changes Orders | Change orders will be tracked within the system without the need to manage them manually through email. Project Managers will be able to track potential changes and then when necessary, bundle and submit accepted changes to the contracts team for processing as a single change order. |
|---|
| Administration | - Will decrease the administrative workload of Project Specialists by reducing errors and duplicated efforts.
- Will improve the time involved in administrative financial closeout prior to sending to BFS for financial closeout.
|
|---|
ReADY (Request Forms)
| Requests | - Submitters can specify multiple contacts for a ticket.
- When a customer attaches a photo to a ticket, it will seamlessly flow through ReADY to the other modules of UT Works used by service providers.
|
|---|
| Building Management | ReADY can automatically notify building managers about every issue reported about their building |
|---|
| Notifications | - Ability to increase the number of notifications sent to customers about the status of their tickets
- Ability to add individuals to notifications/updates on pending tickets
|
|---|
