FAQs

You have questions, we have answers.  New question? Email deb.capps@ubc.ca and we’ll respond here.

EMMS

Enterprise Maintenance Management (EMMS) will deliver a single unified platform to enable the adoption of consistent processes for the management of maintenance, inventory and assets to achieve UBC’s strategic goals.

EMMS scope includes: Maintenance Management, Inventory Management, Asset Management, Fleet Management, Contracts, Financial Management.

Phase 1 stakeholders include Building Operations, Energy and Water Services and Faculty of Science, Chemistry Department (Chemistry Stores) and Locksmiths. Phase 1 stakeholders are current users of PeopleSoft maintenance management, asset management and inventory modules. When PeopleSoft is decommissioned in 2020 and replaced with Workday, the functionality for maintenance, assets and inventory will be delivered by a new software solution called Planon.

Phase 2 stakeholders may include faculties and units who have inventory or asset management needs. For example, UBCO and Student Housing and Hospitality Services (SHHS) are the next likely groups to deploy Planon, followed by faculties such as Dentistry and Pharmaceutical Sciences.

Faculty, staff and students who submit service requests to Building Operations will utilize a yet to be determined process in Planon. Details will be provided when more information is available from Planon.

EMMS and Planon deployment timelines are aligned with the Integrated Renewal Program (Workday) in 2020, given the dependency on the retirement of PeopleSoft. There will be two streams of Planon functionality deployed in 2020, subject to confirmation. Project timelines will be shared when available.

Planon

UBC’s current systems no longer meet organizational business needs around assets, inventory and maintenance management with a number of functional gaps managed via other means. The university is replacing its PeopleSoft HR and finance functions (EProcurement, Purchasing) with Workday, and the system will be decommissioned. Workday does not offer similar functionality, creating an operational gap, and the need for Planon.

The Integrated Renewal Program will modernize UBC’s Student, HR and Finance administrative systems. UBC will implement Workday, an integrated, cloud-based platform, across the university. Workday will be the source of record for HR, Finance and Student data. Specific functionality related to maintenance, inventory and assets will be delivered in Planon and integrated with Workday.

UBC issued a request for proposal (RFP) in 2018 for a new maintenance, inventory and asset management solution. Submissions from a variety of industry vendors were received and demonstrations were delivered to an evaluation committee, with a cross-section of UBC representatives.

Following an extensive evaluation of UBC's requirements, UBC selected Planon based on its ability to meet UBC's needs today and into the future. As an industry-leading solution, used at other higher education institutions, Planon will enable UBC to adopt modern practices to reduce manual processing and provide a higher level of transparency to help people do their daily work.

The software evaluation committee membership included: George Vlassopoulos, EMMS Project Manager; Matt Boydston, Finance Director, Building Operations; Claudio Pini, Information Technology; Karen Button, Chemistry; Leisa Belanger, Director Finance Transformation, Integrated Renewal Program; Roger Bizzotto, Facilities Management Okanagan; Russell Neal, Energy and Water; Frank Crudo, Building Operations; Victoria Wakefield, Student Housing & Hospitality Services; and Lana Breakfast, Financial Operations.

Planon is a market leading specialist with over 35 years of Integrated Workplace Management System that helps organizations streamline business processes for buildings, people and workplaces. Learn more about Planon www.planonsoftware.com

Planon has over 2,500 customers in 40 countries, with offices in Canada, United States, United Kingdom, Asia and Europe. Planon has several higher education clients including Brown University, Michigan State University, Illinois Institute of Technology, Dartmouth, and Cal Poly to name a few.

Planon is a software as a service (SaaS) application and will be hosted at Amazon Web Services (AWS) facility in Montreal. Planon will maintain Service Level Agreements with UBC to ensure uptime, back-up and restoration points.

Planon's product roadmap deliver ongoing updates to its features and functionality. As a client, UBC will have the opportunity to influence Planon's new functionality as part of a community of other clients. On an ongoing basis, UBC will deploy new functionality to meet the needs of the campus.

The timeline for Planon deployment is aligned with the Workday deployment timeline. As Planon is configured to meet UBC's needs, there will be an opportunity for select users to gain access to the 'sandbox' at some point leading up to go live.

We know you are excited to learn about Planon and there are keeners in the group who want as much information as possible. And the sooner the better! At this stage of the project, Planon has not provided UBC with this information. Stay tuned.

Planon delivers desktop, tablet and mobile interfaces for use depending on your role. Planon Apps can be downloaded from Google Play™ for Android™ or the App Store for iOS and are fully integrated with the Planon-software suite. Planon Apps are available for field staff, customers who submit service requests and for general users. No decision has been made on mobile usage.

Business Processes

The current state mapping review was the first step in identifying what's working today and opportunities to simplify and streamline business processes in the future. UBC will follow Planon's Accelerator Methodology (Initiate, Exhibit, Design, Configure, Deliver, Close) to build UBC's cloud installation of Planon. During the Design phase, business functional leads and subject matter experts from functional process areas (maintenance, inventory and assets) will be invited to attend a series of meetings to understand Planon's delivered business processes and workflow. The gap between our current processes and their delivered processes will be evaluated by business functional leads, subject matter experts to ensure Planon is configured to meet UBC's operational needs.

As UBC modernizes its legacy administrative applications, there is an opportunity to streamline business processes and adopt industry best practices. Historically, UBC systems have been customized which has made software upgrades a challenge. Going forward, Planon will deliver software updates on a specific schedule which will be easier by staying aligned with delivered processes.

Transition Support for Staff

The EMMS team will work with impacted staff, teams and leaders well in advance of the deployment of Planon to ensure people understand what is changing, whether there is a direct impact to their work, and what new skills may be required to work effectively using Planon.

Over the next year, the EMMS team will support leaders and managers to build awareness of the desired project outcomes and detail what will be different (and the same) in the future to prepare staff. A comprehensive training approach and schedule will be developed to prepare staff to use Planon when it goes live in 2020.

A sustainment plan is in the works in consultation with the Integrated Renewal Program and consultants who have been engaged by UBC to determine what model will work best for UBC.

Great idea! EMMS will definitely add it to our engagement strategy to support awareness building and readiness activities. Watch for the EMMS Roadshows this summer, fall and into the winter sessions.

Not surprisingly, it's the most often asked question the EMMS team receives. At this stage it's too early to know for sure. The reality is, the work itself will not likely change but rather how the work gets completed and what tools you'll be working with will change. Over the next year, you can expect greater clarity on any changes that are contemplated, some small and others more significant. You'll be the first to know.

The EMMS Summer Roadshow has been a great success to share details with all Phase 1 staff in Building Operations, Energy & Water Services, Chemistry Stores and Locksmiths. The plan is to reach 100% of day and night shift staff to provide details on EMMS scope, timelines, how it fits with other UBC initiatives etc. Phase 2 stakeholders were also included to ensure everyone is kept up-to-date as EMMS progresses.

Yes, a complete training program and schedule will be developed to support all staff with the transition to Planon. Details of training will be provided in the fall of 2019.

Yes, as part of the transition readiness plan, we will be looking for staff in each team and/or shop to receive additional training to be in a support role for their peers as the go-to person who can help to troubleshoot any questions. This fall, we'll be working with Supervisors and Heads to either nominate or ask for self-identification to participate.

At this stage, there isn't a plan to bring on additional staff. There will be several months to ramp up to be ready for Day 1. There is recognition the change from existing processes will take time for staff to feel confident in working with Planon. There will be comprehensive training delivered depending on your role. Details will be provided when available.

EMMS is conscious of the time requests for staff to participate in meetings with Planon to help make design decisions for the future. Our intent is to ensure you have reasonable notice of time commitments to manage your existing operational roles.

The introduction of mobile using Planon apps will be a change for people in the field. There are many benefits to mobile with the ability to access real-time asset data and information on locations and spaces will provide staff with more detail in the field. Training on mobile device usage and specifically on using Planon back-off and apps will be provided as part of the Learning Labs when decisions on mobile usage are made.

Yes, any time new software and processes are introduced, it is expected that productivity may be impacted in the short term. As staff become more comfortable using Planon and adapt to new business processes, it is anticipated staff will be able to confidently do their work.

Sustainment

Sustainment is a key consideration for EMMS. At an institutional level, UBC is determining how cloud solutions will be sustained. The IRP team is undertaking the same exercise for Workday. When more information is available, details will be provided.

As part of the sustainment plan, UBC is exploring how software as a service (SaaS) solutions will be maintained to ensure ongoing personnel changes are updated in Planon and Workday.

Integrated Renewal Program (IRP) and Workday

Visit the Integrated Renewal Program web site for answers to your questions about how you will use Workday to access your paystub and tax forms, submit expense claims, apply for jobs, update personal and benefit information and other routine HR and Finance tasks. Watch the video that provides and overview of IRP and Workday.

There are a variety of training options for Workday. Visit the training section to learn about the key changes coming with Workday.