Operations & Maintenance (O&M)
Go Mobile Interface Demonstrations
In February, the program began hosting a series of demonstrations to introduce and familiarize front-line employees with UT Works. The initial round of demonstrations, expected to continue into June, will focus on the Go Mobile applications, including Work Management, Asset Management, and Time Management.
Because UT Works will support a broad range of business functions across multiple departments, the program is working with units to tailor demonstrations to each unit's specific business needs and interests. This tailoring involves coordinating with subject matter experts in each business area to develop demo scenarios most relevant to attendees. To respect work schedules across units, some demonstrations are being held in person while others are being held online and recorded for those unable to attend.
Role-Mapping
UT Works will use security roles to determine what a person using the system can see and do by providing access to screens, actions, business processes, and reports each person needs to complete their work successfully. This is similar to how other systems at UT operate, and you may have access to other systems determined by security roles or administrative access levels, including the personal computer you use in the office, Workday, DEFINE, or UT Market.
Through the role-mapping process, members of the UT Works implementation team will work with units to determine which roles are needed and which employees or job profiles might require each role to accomplish their tasks, such as administrative processing and reporting of work management, asset management, preventative maintenance, inventory, procurement, and capital projects.
Initially, security roles and the role-mapping process will include members of Facilities Services, University Housing & Dining, Campus Operations, and Utilities & Energy Management.
Capital Planning and Project Management (CPPM)
In January, the CPPM design confirmation process successfully concluded with the approval of the final design specifications for the module. The design confirmation process for CPPM began in October 2023 and included participants from multiple units involved in the program. The iterative design confirmation process allowed the team to make key design decisions in areas including Project Setup, Management, and Funding, along with Contracts and Procurement.
Since the achievement of design approval, the implementation team has been working to configure workflows and security roles, prepare data, and finalize other module details in preparation for CPPM Unit Testing scheduled to start in mid-March. While configuration continues, Operational and Organizational Readiness efforts are coordinated to address impacts on business processes and operations to ensure a smooth transition as we work towards the Fall 2024 launch goal.
ReADY (Request Forms)
The ReADY team has been busy working with the business units and stakeholders on the design of each of the request types, which are the heart of the request forms system. In ReADY, request types are often referred to as tiles because they are represented on-screen by tile-like icons. The design phase has been a high priority because when using ReADY, members of the UT community will request services through the ReADY app by selecting the corresponding tile.
Throughout February, Facilities, UEM, and selected building managers from across campus engaged in hands-on user sessions and provided valuable feedback for the Report an Issue request form. This form recently completed unit testing, and the team is now focusing on the design of the Student Residential Request form. Development of additional request forms will continue into early summer.