The UT Works Program will be implemented in three phases. This page provides details about which program modules are being implemented at each phase, along with an estimated timeline. Note: the modules and timelines for each phase may change as the program is implemented.
Timeline Key: Complete In-Progress Not-Started
Phase 1
Phase 1 of the UT Works program focuses on the implementation of the core modules that are integral to the multi-year effort to change and improve the way we manage the University’s physical infrastructure and provide mission-critical services to campus. The first phase will include replacing the FAMIS work management system and WORQS, both of which represent 20-year-old technologies that have reached their end of life.
Phase 1 Timeline Now Available — For a detailed view of the implementation timeline for each module included in Phase 1, along with deployment tasks in support of all three modules, view the Phase 1 Timeline.
Operations & Maintenance (O&M)
| Planning | Design | Prototype & Build | Testing | Training | Begin using UT Works | Hypercare | |
| Spring 2024 — Testing continues along with planning for the start of training. | |||||||
| The Operations and Maintenance module serves as the foundation for facilities and energy management by supporting work order planning and scheduling, integrated timekeeping, labor tracking, asset and materials management, purchasing, contracts and billing. | |||||||
| Billing | Data mapping to the University’s financial system, work order billing processes and procedures, and work order account setup. | ||||||
| Work Management | Work planning, scheduling, assignment workflows, emergency and after-hours processes, quotes and estimates. | ||||||
| Asset Management and Preventative Maintenance | Asset lifecycle management, preventative maintenance standards and processes, inspection types and inspection procedures. | ||||||
| Inventory and Procurement | Inventory classification, warehouse requests and issuance, purchase order management, including receiving and disbursement for work for orders, and invoicing. | ||||||
| Go Work Management (Mobile) | In the field, access to daily assignments and time entries. The ability to request and record material usage in real time, and view and enter notes and related documents, including photos. | ||||||
| Reporting | Standard metrics and custom reporting options, chart visualizations, and custom data queries. | ||||||
Capital Planning and Project Management (CPPM)
| Planning | Design | Prototype & Build | Testing | Training | Begin using UT Works | Hypercare |
| Spring 2024 — Unit Testing | ||||||
| The Capital Planning and Project Management (CPPM) module enables the management of project lifecycles, from receiving a capital request through design, construction, closeout, and turnover. CPPM will support the standardization of project processes across participating units and improve financial reporting. | ||||||
UT Works Request Forms (ReADY)
| Planning | Design | Prototype & Build | Testing | Training | Begin using UT Works | Hypercare |
| Spring 2024 — Completing the build phase and beginning testing. | ||||||
| UT Works Request Forms replaces the University’s WORQS request form system by providing an improved service request application and process. The system opens a communication channel between the requester, the facilities department, and technicians in the field for each customer request. | ||||||
Phase 2
O&M, CPPM, and Request Forms Optimization
| Planning | Design | Prototype & Build | Testing | Training | Implementation |
| Optimize the functionality of the Operations & Maintenance (O&M), Capital Planning and Project Management (CPPM), and Request Forms (ReADY) modules implemented in Phase 1 to best meet the needs of University operations, based on business process analysis and feedback from users of the live UT Works system. Optimization will focus on expanding system functionality to enhance user experience, reporting, and productivity. | |||||
Key and Access Control
| Planning | Design | Prototype & Build | Testing | Training | Begin using UT Works | Hypercare |
The Key and Access Control module supports the locksmiths and key distribution team in tracking access locations, cores, locks, and keys, including key copies and rings. The module will provide the following services:
| ||||||
Phase 3
Space Management, Real Estate and Lease Management, Sustainability/Energy Management, and Portfolio Planning and Analysis
| Planning | Design | Prototype & Build | Testing | Training | Begin using UT Works | Hypercare | |
| Space Management | Integrated data supports total cost of owned and leased space across an organization, accurately measures space, and tracks utilization enterprise-wide. Supports consolidated listing and CAD drawings of properties, buildings and assets, including square footage values for reporting and forecasting and contact information. | ||||||
| Real Estate and Lease Management | Real estate database management, lease management and tracking, automated lease invoicing and payment, property management and accounting, and maintenance management and budgeting. | ||||||
| Sustainability/Energy Management | Green initiative definition and scoring, streamlined energy management processes, energy spend tracking, and automated meter readings. | ||||||
| Portfolio Planning and Analysis | Stores both asset lifecycle and deficiency data, which allows for benchmarking and long-range strategic planning and budgeting. | ||||||