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Presentation to the Department of

Public Works Portfolio Committee


Briefing by the Department of Public Works (DPW):

Update report on progress with the implementation of the Enterprise


Resource System (SAGE and ARCHIBUS) to strengthen supply chain
management and financial control systems to comply with PFMA and
Treasury Guidelines

21 August 2018

1
CONTENTS
NO ITEM SLIDE NO ITEM SLIDE

1. Table of Contents 2 ARCHIBUS deployment Enhancements


8. 30-36
and System Views
2. Acronyms 3
Reporting standards (GRAP, Lease Out
9. 37-38
3. Historical Context 4-5 & Itemised Billing)

10. ARCHIBUS 2018/19 Roll out 39-40


4. Applications Architecture Landscape 6-10
From Transversal systems to GRAP 11. SAGE X3 FULL SUITE 41-42
5. 11
compliant systems
ERP Strategy; Gartner Magic Quadrant; 12. SAGE in production since 2014 43
6. Functional Analysis; Application of 12-17
Choice; Alignment to GIAMA 44
13. SAGE 2018/19 Roll out
ARCHIBUS full suite; Functionality;
7. Integration; Business Process alignment; 18-29
14. SAGE-ARCHIBUS delivery plan 45
Value Chain integration

2
KEY ACRONYMS

Abbreviation Definition Abbreviation Definition

BAS Basic Accounting System KZN KwaZulu Natal


CSD Central Supplier Database LDM Service provider (Consortium)
DPW Department of Public Works MIOS Minimum Interoperability Standards
FM Facility Management PMTE Property Management Trading Entity
GRAP Generally Recognized Accounting Principles UAT User Acceptance Testing
GIS Geographical Information System U-AMP User - Asset Management Plan
GRV Goods Received Voucher C-AMP Custodian – Asset Management Plan
GWEA Government Wide Enterprise Architecture PMIS Property Management Information System
GIAMA Government Immovable Asset Management WCS Works Control Systems
Act
GRV Goods Received Voucher

3
HISTORICAL CONTEXT

2013
•PMTE went out on open tender to procure a Billing and
Accounting solution with capabilities to integrate.
•Deloitte appointed as SAGE service provider (Archibus
2012 solution proposed). Contract ( Nov 2013 – May 2016).
•Accenture Score Card supported the
decision to opt for Archibus against
Oracle, IFS, SAP and iEWorks.

4
HISTORICAL CONTEXT (CONTINUED)

2018
•AccTech appointed for SAGE support
& implementation
(1 Feb 2018 - 31 Jan 2021)

2015
•A decision was taken as part of the turnaround programme to implement other
“expanded "modules of ARCHIBUS. Services of LDM were sourced through the KZN
contract. LDM contract expired in March 2017.
•This decision was on the basis that ARCHIBUS was already bought though an open
bid.
•A feasibility study also confirmed ARCHIBUS as a match to PMTE requirements

5
APPLICATIONS ARCHITECTURE LANDSCAPE

6
PMTE APPLICATIONS
conceptual landscape (planning)

7
PMTE APPLICATIONS
conceptual landscape (execution)

8
PMTE APPLICATIONS
conceptual landscape (SCM)

9
PMTE APPLICATIONS
conceptual landscape (finance)

10
FROM TRANSVERSAL SYSTEMS TO GRAP COMPLIANT SYSTEMS
Department of Public Works Systems PMTE Systems
• DPW is cash accounting based and using transversal systems BAS, • PMTE uses GRAP as a standard and systems used need to conform to
LOGIS and PERSAL. these GRAP standard.

• LOGIS – Produces Purchase Orders and limited in terms of Through authorization from National Treasury SAGE and ARCHIBUS were
functionality to track invoices, goods and orders. procured.

• BAS – Basic Accounting System for payables/receivables. • SAGE – Finance systems currently used for payment of suppliers and
process interfaces from operational systems (WCS & PMIS).
• PERSAL – Personnel Administration Systems for payment of salaries
and leave administration. • ARCHIBUS – Property management system for the Asset lifecycle
management.

• PERSAL – Personnel Administration Systems for payment of salaries


and leave administration.

11
12
GARTNER MAGIC QUADRANT (SAGE )

13
GARTNER MAGIC QUADRANT (ARCHIBUS)

14
ARCHIBUS ENTERPRISE OVERVIEW
ACCENTURE CONCLUSIONS
The world’s most comprehensive facilities management solution for
managing space totalling thousands to millions of square feet or
meters.
Modular structure lets you choose only those applications you need;

Supports an unlimited number of concurrent users and sites;


Sized for an unlimited number of unique records;


Supports native Microsoft SQL Server, Oracle, and Sybase; and


Web-enabled by adding ARCHIBUS Web Central.


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FUNCTIONAL ANALYSIS: SCORING ARCHIBUS
FUNCTIONALITY AGAINST BUSINESS REQUIREMENTS
Success criteria =
70% business
requirements 30%
Customization

16
APPLICATIONS OF CHOICE :
ARCHIBUS & SAGE

17
ALIGNMENT TO GIAMA

18
ARCHIBUS MODULE FULL SUITE

19
ARCHIBUS FUNCTIONALITY OVERVIEW

GRAP
Reports U-AMP C-AMP Vesting

Lease Out
Revenue

Portfolio
Analysis Space Planning Real Estate
& Management Portfolio

&
&

Estate &
Workplace &
IAR

Property
Management

Facilities

Real Estate
SAGE

Property
Facilities
Workplace
Move Capital

Real
Management Project
Management
Condition Enterprise
Rates & Taxes
Expenditure

Assessment Informatio
n Risk
Modeling Management

&
Infrastructure
Workplace

Engineering &
Infrastructure

Operations
Workplace

Operations
Workplace

Engineering
Services

Maintenance Capital Facilities


Maintenance Asset Building
Costs Projects Management
Management Operations

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ARCHIBUS MODULE INTEGRATION

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Unscheduled Maintenance
Schedule, dispatch, manage, and report maintenance tasks efficiently using self-service capabilities to reduce operational costs and
increase customer satisfaction
Improve the Planning
•Process
Assist with capital planning by
reporting on equipment usage,


parts, and service information
Use summary reports to gain the
proper oversight of various
Benefits
Enforce Standards spending categories • Simplifies the request,
• Track and report on parts dispatch, and feedback
with SLAs inventories, equipment processes of maintenance
maintenance data, and work tasks to improve service
• Allow work requests to take requests of all types provision
advantage of SLAs that • Create reports to help allocate
define work team resources, justify additional • Reduces operating costs
obligations, service personnel or purchase of capital through automated
Simplify the windows, and performance equipment, and forecast future workflows, mobile access
Maintenance Process measurements maintenance budgets and streamlined
• Collect and report on metrics communication
• Measure response and required by third party regulatory
• Enable standardized completion times to detect mandates more efficiently than • Provides a seamless link to
maintenance provision to reduce
costs, discourage ad-hoc
performance issues and  Reduce
paper based Operating
processes Service Level Agreements
provide timely information (SLAs) to enforce standards
processes, and increase overall for continuous process Costs and increase efficiency
transparency of service delivery  Simplify the maintenance
improvement •
process by organizing crafts • Enables improved forecasting
• Identify when a resource is • Provide intelligent SLA persons into work teams,
available, the projected of maintenance and capital
selection that assigns provide specific steps for budgets
response time, and the time to estimating costs, and assign
requests based on need • Helps achieve business
complete the task type, level of authorization, work efficiently using the
• Approve or reject actions to results with ARCHIBUS Quick-
expertise, and resources Planning Board function Start, a productivity aid
maintain control over work required to satisfy the • Ensure the appropriate trade
requests using rules-based which includes tutorial videos
request or service provider receives and “How To” instructions
workflow the correct maintenance
• Create automated routing requests on time, so they can • Increases productivity with
• Group work requests to work take action immediately
that forwards requests for ARCHIBUS All-in-One Home
orders by priority, location, or required approvals and, • Automate escalations to
trade enabling the most efficient Page with quick access to
based on the SLA, eliminate costly delays caused 80% of most common tasks
dispatch and execution of work by non-response of requests
accelerates urgent requests
tasks to either internal or external • Establish workflow parameters
work teams within seconds to re-prioritize requests and
• Provide work requestors with of submission move them to the top of the
automated email feedback at list as other requests are
each status change completed
• Reduce costs of responding to
• Keep maintenance staff utilized inquiries by using mobile and
in the field with the most current
work, while getting their results
dynamic updates to a
centralized status page or via
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in real time
Lease Administration
Centralize and automate lease administration processes to increase efficiency, reduce errors, and avoid penalties

Improved Data Access for


Better Decisions  Accurate Charges and More
Automated Lease
Tracking and
• Provide the framework for
Accountability
• Eliminates time wasted locating and
Benefits
improved lease analytics reviewing leases and specific
Management to avoid costly errors or • Automate processes
responsibility clauses
• Monitor leases, options missed opportunities for lease tracking and
coming due, alerts and • Confirms landlord versus tenant management
more from a single • Simplify the selection and responsibilities thereby avoiding
screen with the Lease presentation of desired service delivery and payment
leases with associated confusion • Improve access of
Portfolio Console
costs, options, lease information to
• Improve overall real amendments • Provides immediate online access facilitate easy analysis
estate service levels with to lease details to easily validate and reporting
a comprehensive • Locate or edit leases invoices
repository of lease directly from an easy to
information navigate dashboard  Reduce Data Entry Burden • Streamline tracking of
landlord and tenant
• Automate tracking of • Research costs by month, • Reduce manual effort needed to responsibilities to
leases, options due lease, or specific cost perform data entry and
component using drill- maintenance tasks with Add/Edit
avoid unnecessary
dates, and other events
down capabilities Wizard charges
with lease alerts

• Assign three levels of • Summarize monthly • Define a new lease portfolio • Minimize errors and
recurring costs across the item or edit an existing one with
urgency to alerts,
lease portfolio for an entire
speeds data entry
personalized for Building, ease using the intuitive Wizard
year according to user features through intuitive
Structure, and Land
portfolio types preferences, such as prompts, reducing
geography, cost category, • Use the Wizard’s dynamic tabs administrative costs
• Issue alerts as emails or or year to efficiently guide users
as flagged entries in the through the steps necessary to
Lease Administration add, modify, and/or delete lease
dashboard information

• Reduce processing time and


administrative overhead with
faster data entry and greater
accuracy

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Condition Assessment
Track and effectively manage deferred maintenance liabilities to mitigate risk and enable a closed loop process in
taking corrective actions

Justify Budgets and Spending 


• Prepare budgets for capital
Benefits
renewal, preventive
maintenance, and repairs with • Mitigate risk by prioritizing
ease  problems for correction,
• Triage spending by focusing based on objective measures
inspection on the most and organizational needs
susceptible assets or
systems  • Enables proactive
Identify Deficiencies and • Compare results from different identification of deficiencies
Extend Service Life  time periods to determine a to extend asset service life
facility’s or organization’s
• Extend asset service life by Mitigate Risk and Prioritize
improvement 
identifying minor repair Actions  • Demonstrate how costs are
• Weigh the importance of your
issues before they escalate associated with corrective
• Improve information accuracy physical assets and allocate
to more serious problems, and consistency by applying funds to the most critical measures to justify budgets
such as damage to adjacent assessment standards across areas 
assets or total component the organization  Reduce Administrative Cost  • Reduce administrative cost
failure 
• Enable segmented and • Integrate seamlessly with by establishing a closed loop
• Reduce downtime and its consolidated views of all supported mobile devices to assessment and resolution
associated costs through projects, groups of projects, enable cost-effective process costs
the proactive identification or functional area projects  inspections and reporting 
of asset deficiencies  • Present easily compiled,
• Visualize, at a glance, which complete, and defensible
aspects of your facilities or condition assessment
• Demonstrate that suitable infrastructure require
mitigation measures are in findings to justify funding 
immediate attention 
place to manage identified • Reduce data collection and
risks  • Analyze the impact the analysis efforts by applying
condition of physical assets assessment criteria to
• Integrate assessment and has on achieving strategic existing ARCHIBUS asset
work order management for and operational missions  data 
closed-loop problem • Import and export asset data
resolution  and assessment values
effortlessly to facilitate 24
assessments and informed
Infrastructure Budgeting
Master the capital budget cycle to achieve improved, centralized strategic planning across the organization
Benefits
Manage Projects across Integrate End-to-End
Multiple Sites Planning
• Summarize all capital
• Leverage existing ARCHIBUS data planning activity in a
by accessing cost estimates and consistent format to
•Capture the costs associated depreciation information, to justify prioritize programs and
with improvement projects from Consolidate Planning capital projects projects, coordinate
every site, in one source, for Activities activities, and budget
enhanced decision making at the • Capture data in the field using resources
executive level mobile and/or tablet devices to
• Match project activities to the
appropriate funding source(s) populate the capital budgeting • Develop a centralized
•Provide self-service features via baseline methodology to
to ensure that program needs
the Web, allowing stakeholders efficiently manage
are met on-time and within
to check the status of projects, • Compare actual condition capital projects across
budget
anytime and anywhere assessments with budget to keep multiple departments
• Enables personalized abreast of progress and sites
•Offer standard program/project
workflow processes to help
templates and time frames to •Track the condition assessment • Enable “what-if” planning
users manage the scope of a
ensure that all programs and items that have been addressed by to reduce business
project, from task-level detail
projects follow the same capital projects to update the interruption and cost
to multi-year budgets
approval procedures and are Enable
Facility“What-if” Planning
Condition Index overruns
evaluated on comparable terms
• Develop a centralized
knowledge base of capital • Compare multiple “what-if” • Integrate condition
•Define standard document assessment, capital
budgets that provides a scenarios to determine the
templates accessible over the budgeting, and project
history of past budgets and a optimal use of funds and help
Web for items such as project management functions to
benchmark for future projects manage cash flow
justification, program summaries, better allocate budget
and associated back-up and resources for
• Coordinate projects and their • Present top-level funding
documentation complete end-to-end
timeframes using Web based
calendars and executive
requirements and sources planning
•Integrate non-standard
overview Gantt charts
documents such as CAD • Manage multi-year budgets
drawings, multimedia files, and based on estimated costs to
more in an easily accessible,
show the impact of program
Web-based repository
and project additions/ deletions
•Share information with ERP on strategic objectives
solutions such as SAGE, Oracle
Financials® and SAP® as well as
other Project Management
solutions such as Primavera® 25
and Prolog®
Project Management
Manage projects, from an owner’s perspective, so they remain on-schedule and within budget
Benefits
 Reduce the Administrative Burden
• Create a central
• Reduce duplicate data entry by repository for a “Top-
integrating existing ARCHIBUS data such
as property details, condition Down” perspective of
assessments, maintenance data, and program and project
more priorities, actions, and
costs
• Encourage a self-service posture and
reduce overhead with real-time, Web-
Provide Centralized, “Top-
accessible data down” Perspective • Facilitate a
 Benchmark Performance collaborative process to
• Promote consistent documentation by allow project members
posting templates, examples, and policies
• Define, estimate, and prioritize
projects in a centralized Weighted performance to synchronize
Streamline Project Oversight location using a consistent scorecards identify late or
information at different
format over-budget programs and/or
projects at a glance. The locations or
• Create work packages for Web-based
contract bids application makes it easy to organizational units
• Present project opportunities
and risks based on the review payments, costs by
• Route projects for approval and estimate, activity type, work packages, • Provide clear, weighted
manage, and approve change orders organization’s capital plan and
overall mission and any schedule variances performance scorecard
throughout the duration of a views of multiple
• Enforce organization-wide standards to
ensure project objectives are met • Determine cost estimates and project. With all this programs and/or
track trends information at hand, users can projects to identify late
• Maintain accountability through easily establish benchmarks
or over-budget
electronic audit trails to track all project • Connect projects directly to the and identify projects that are
changes not measuring up to these components at a glance
capital budget cycle to
compare actual versus standards. Tracking historical
 Synchronize Project Team Members project data also makes it • Streamline project
estimated costs
easier to identify oversight via
• Manage time-based tasks using project improvement opportunities for consolidated views
calendars and Gantt charts
future projects. displaying milestones,
• Coordinate location-based tasks using the tasks, and status
Projects Map changes to all project
members
• Notify task assignees automatically using
intelligent workflow processes
• Reduce administrative
• Exchange data seamlessly with Microsoft burden by leveraging
Project®, delivering information in familiar existing data
formats to project managers, financial
managers, and executives
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BUSINESS PROCESS AND ALIGNMENT TO
ARCHIBUS

SAGE

INFORMATION COMMUNICATION TECHNOLOGY (ICT)

Legal and Regulatory Framework (GRAP, IDMS, GIAMA, PFMA etc.)

Risk Management and Quality Assurance

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ERP & SAGE VALUE CHAIN
PROCESS INTEGRATION FRAMEWORK
PMTE Value Chain Activities

Space Planning Real Estate Portfolio

Property
& Property
Facilities
Workplace && Facilities
& Management Management

Estate &
Real Estate
Capital

Workplace
Move

Manage Immovable Asset Portfolio

Manage Immovable Asset Register


Management Project
Enterprise Management

Real
Manage Supply Chain

Infrastruct
Manage Finance

ure
Managem
Risk
Workplace ent Management

Engineering &&
Infrastructure
Infrastructure
Services

Operations
Workplace

Operations
Workplace

Engineering
Asset Management

Building Operations

28
SAGE VALUE CHAIN
process integration

29
ARCHIBUS MODULE CURRENTLY DEPLOYED AND
FUNCTIONALITY AVAILABLE FOR BUSINESS USE.

30
CURRENT MODULES – LIVE AS OF APRIL 2018

Immovable Asset Unscheduled Movable Assets


Register (IAR) Maintenance
Available • Immovable Asset Available • Call Logging and assigning Available • Loading of Movable Assets
Functionality loading. functionality reference numbers to Functionality onto Archibus
• Linking land and calls being logged • Linking Asset to a Facility
improvement. • Assigning a call to an Code
• Immovable Asset Asset • Asset updating
updating • Assigning a call to a • Assigning users
• Assigning user service provider • Movement management
departments • Closing of calls • Updating condition of
• Add employee’s client asset onto Archibus
Activities • User Requirements • Add service providers to • Change or modification to
completed Specifications Archibus asset details
• Functional • View feedback report
Requirements Activities • User Requirements
Specifications Activities • User Requirements Completed Specifications
• Development completed Specifications • Functional Requirements
• User acceptance • Functional Requirements Specifications
testing Specifications • Development
• Change Management • Development • User acceptance testing
• User training • User acceptance testing • Change Management
• Data migration • Change Management • User acceptance testing
• User acceptance testing • User training
• User training

31
ARCHIBUS ENHANCEMENTS POST GO-LIVE

Unscheduled Movable Assets


Immovable Asset
Maintenance
Register (IAR)
Enhancements • Represent all location Enhancements • Renaming facility Enhancements • Bulk receive
data with a NAME and name field to functionality
not code Asset Name on • GRAP Report
• Ensure ESRI (land and Archibus • Systems validation of
building) layers are • Combining facility duplicate barcodes
over-layed and visible code and building • Lock asset guarantee
on Archibus code lookup’s dates to ensure that
• Alignment of Archibus • Addition of a wild date is not backdated.
database structure card field
(Addition PMIS Facility • Hide facility code
Name column; street and building
number and Street codes through out
name added to Archibus
Immovable asset
view.)

32
IMMOVABLE ASSET REGISTER VIEW

33
FM CALL LOG AND STATUS VIEW

34
IMMOVABLE ASSET REGISTER GIS VIEW

35
MOVABLE ASSET REGISTER VIEW

36
GRAP REPORTING STANDARDS
GRAP requirement Standards
GRAP 17, 16, 103 reports Module Dependency Date of resolution

Disclosure IAR Oct 2018

Additions IAR Oct 2018

Residual value IAR Oct 2018

Disposal IAR and SAGE receivables (integration) Oct 2018


Depreciation Report

IAR and SAGE receivables (integration) Oct 2018


Revaluation
Condition Assessment Dec 2018
Verification and Condition assessment Condition Assessment Dec 2018
Useful life assessment
Condition Assessment (in progress) Dec 2018
Impairment
IAR Oct 2018
Reversal of Impairment
IAR Oct 2018
Exception Report (Depreciable amount)

Condition Assessment and Projects (not started) Dec 2018


Market value
Dec 2018
Condition Assessment
Master Standard Report
Oct 2018
IAR
Financial Asset Register (AG) IAR Oct 2018
Lease out and in report
IAR and SAGE receivables (integration)
Oct 2018

37
LEASE OUT REPORT
Property details Lease agreement Client Rate Services Total monthly cost to client Outstanding Outstanding Outstanding
number 30 days 60 days 90 days

ITEMISED BILL
Property Property Client Rate Services/ Space Total Outstanding Outstanding Outstanding Municipal Municipal Total Cost of
Value (s) Operationa occupi monthly 30 days 60 days 90 days rates services ownership
l costs ed cost to
client

38
CURRENT MODULE – GO LIVE OCTOBER 2018

Lease In
Available Functionality • Registration of a new Lease Agreement
• Uploading Lease agreements
• Automated payment of Lease Rental
• Straight lining journals
• Charge back invoices
• Cost Change
Dependencies • SAGE Integration (IGN)
• MDB3 (Data Upload)
Activities • SAGE End to End UAT
pending: • MDB3 (Data Upload)

Estimated date October 2018

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ARCHIBUS 2018/19 ROLL OUT

Preventative Maintenance
Lease Out Infrastructure Budgeting Condition Available • Set preventative
Available • Registration of a new & Assessment Functionality (To- maintenance schedules
be) • Viewing/extracting report
Functionality Lease Agreement Project Management on scheduled
(To-be) • Uploading Lease
Available • Project registration Available • Assess condition of maintenance
agreements
• Automated receipt of Functionality • Project planning (IDMS) Functionality assets • Link preventative
(To-be) • Budget allocation (To-be) • Load maintenance maintenance schedule to
Lease out Rental
• Deliverables tracking schedules assets and service
Agreement
• Deliverables payment • Extract reports on asset providers.
Dependencies • SAGE Integration • Implementation and condition
close out reports • Functionality is there Dependencies • Immovable Assets
• User Charge Model
and signed off as part of Register
• Asset Classification
the Telemery project componentization
(Facility Rate)
• IAR Data Dependencies • Condition Assessments Condition assessment
• Regulations e.g. • Facilities Management data
• SAGE Integration Dependencies • Immovable Assets
(Possibly Space
Planning) • Sign off on the IDMS as Register Activities • Migration of actual
shared componentization pending: functionality as
Activities • Completion of User Condition assessment customised during the
Activities • Configuration of new data Vodacom Telementry
pending: Requirements (Prestige,
(IDMS) pilot
Small Harbours, Rental
• USR Budget allocation Activities • Migration of actual
Debtors)
to Projects (Juanita) pending: functionality as Estimated November 2018
customised during the Completion
Estimated December 2018 Vodacom Telementry
Estimated November 2018
Completion pilot
Completion
Estimated January 2019
Completion
40
SAGE

41
SAGE FULL SUITE

42
CURRENT SAGE MODULES IN PRODUCTION SINCE 2014

Available • Accounts Payable


Functionality (2014)
• Accounts Receivables

• Financial reporting (Trial


balance, Bank recon etc.)

• Process Interfaces from WCS


and PMIS (Payments/Journals)

43
SAGE (2018/19) ROLL OUT
Activities • Variable Payments
pending: • Integration of Lease-in, Lease out,
procurement Module to ARCHIBUS
• Implementation of Procurement
module
• SAGE X3 Upgrade from Version 6
to 11
Dependencies • MDB3 (Data Upload)
• IAR data
Estimated Completion April 2019

44
ARCHIBUS/SAGE PROJECT DELIVERY PLAN (ESTIMATED)

Project Initiation & set up

AS IS Review & Information Gathering

2019/07/31
Change Management Stand Alone
Activities
Immovable Asset Management 2018/05/15
Implementation Plan
Reactive Maintenance (Call Centre) 2018/05/14
Implementation Plan
Movable Asset Management
Implementation Plan
2018/05/25
2019/06/13
Phase 2 - Enhancements & Backlog
Resolutions

Preventative Maintenance 2018/11/15


Implementation Plan
2019/01/22
Condition Assessments
Implementation Plan

Infrastructure Budgeting & Project 2018/12/04


Management Implementation Plan

Lease-In Implementation Plan 2018/10/12


2019/01/31
Lease - Out Implementation Plan

Integration / System Interface


(SAGE) 2018/10/31
Variable Payments
2018/10/12
SAGE X3 Upgrade from Version 6 to
2019/03/29
11
2019/03/29
Implementation of Procurement
module
2019/07/31
Support & Maintenance

Complete In Progress Planned Late Year End


45
THE END

Thank you.

46

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