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EAM top 5: June 2018

Here are the Top 5 things for you to know about the Enterprise Asset Management Program this month:

1. The Go Live Date Has Changed

As a multi-year project, EAM timelines were established early on. As more was discovered during the Prototype phase, we learned that to be effective and successful, more time is needed. The EAM leadership, along with the executive steering committee, decided to move forward with a two-phased rollout. The first, July 2019, will be the workstreams Strategic Facility Planning (SFP) and Space. The second, September 2019, will be the remaining workstreams. This staggered approach will allow some key data to populate the system and keep the project moving forward, while allowing the more complex processes the time they need. The added benefit is that training will now have a broader and more manageable window of time to prepare employees for working in TRIRIGA.

2. Kronos for Time Tracking Goes Live for Twin Cities Planning, Space, and Real Estate Employees

Part of the larger Enterprise Asset Management project is expanding the use of the Kronos system. This transition is a step toward using the new EAM system. As of June 11, 2018, these employees are using Kronos as their time entry system. There will be an interim period in which payroll still comes from the current time system, while tracking is all done in Kronos. Training was held June 11 and 12, for Twin Cities Planning, Space and Real Estate (PSRE) employees.

3. User Personas Development

This past month, Work Stream teams drafted User Personas. These personas are the first step in understanding what key activities by role are in the TRIRIGA system.The idea is to get the “main roles” laid out, not to define each singular role. They are also the basis for writing testing and training scripts, along with security access and future role-mapping activities.

The goal of user personas development is to “develop user types necessary for Go-Live by building ‘template’ users for each type. Ultimately, this will ease the burden of testing, training and cutover activities and increase success at Go-Live.”

4. EAM Team Completed Internal Kick-off Meeting

The UMN EAM team and the eCIFM (system integrator) team recently held an internal kick-off meeting to review the goals and schedule for the upcoming Implementation phase of the project. The purpose was to Kickoff the new phase of the EAM project, reach a shared understanding of scope and activities that are necessary for a successful Go-Live. There are a lot of moving parts in this project and overlap between various business groups. Alignment is critical for the busy months ahead. The team is ready to tackle the work and forge ahead.

5. Data Migration Tasks Begin

During IT system implementations, it is important to have a plan for how data transitions from old systems to the new. Planning and starting early allows the team(s) focused on data migration to ensure the accuracy and consistency of data that converts into the new system. This is no small task. The Data Migration team is starting to create data to be used during the Implementation phase, for system building and testing. However, the bigger lift and most important activity is their work in validating, “cleaning”, and organizing existing data that will be added to the TRIRIGA system. Part of this activity also includes making decisions about what is important to keep and move forward, and what will stay in legacy systems, but not be converted. The one takeaway to remember with data is “Garbage In, Garbage Out”. Basically, keeping data accurate and up-to-date is what makes it valuable.

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