ARCHIBUS Success Story

City of Orlando: Making Dollars and Sense out of Building Operations

Thanks to its natural beauty and unique entertainment attractions, Orlando, Florida is one of the world's premier tourist destinations. To keep the city's 665 civic facilities in top condition for both visitors and residents, the city relies on the ARCHIBUS Building Operations module to perform preventive maintenance and manage work orders. Behind this project are Angela Sorensen, Account II Specialist, and Michael Burnett, Application Developer V at the City of Orlando. By tapping into the flexibility of ARCHIBUS and integrating it with other software applications, they've stretched the limits of the system, making ARCHIBUS a central hub of management data - from drawings to work order histories to accounting and purchasing information.

Exploding the Role of Building Operations Management
"We live primarily in the Building Operations Management application," says Sorensen. The city uses the module to provide repair services, renovation, and preventive maintenance at buildings such as the police headquarters, fire stations, recreations centers, wastewater treatment plants, parking garages, the Citrus Bowl, and the TD Waterhouse Center, and their associated equipment. "ARCHIBUS has allowed us to track these services and charge them out to the proper agencies," says Sorensen. This satisfies the city's computerized accounting package, which requires that total management costs be broken down by program and accounts. This includes, of course, costs incurred from work performed on and around the city's facilities.

"Previous work order systems were very inflexible, with limited capabilities," says Sorensen. "There was no way to capture historical data. We were capturing purchasing, accounting, and equipment information in spreadsheets that could not relate to other programs." When Sorensen and Burnett discovered the reporting flexibility of ARCHIBUS, they took work order management to new levels. "Now we can track building operations services and charge them out to the proper agencies. Using the work order and work request reports, we capture and summarize all costs associated with a job performed. Management can then run their own reports and be assured they're getting relevant, viable data," says Burnett.

Integrating Departments and Software Systems
This was just the beginning. Working from two different perspectives, Sorensen and Burnett have discovered ways to gather and apply facilities management information to achieve better resource utilization and planning measures. Sorensen acts as a liaison between the accounting bureau and technology management to ensure that ARCHIBUS is meeting the city's accounting needs. Burnett, meanwhile, works on integrating ARCHIBUS with other software systems to ensure that they reflect the City of Orlando's business rules. "The flexibility of ARCHIBUS to integrate with other programs has been of particular importance to us," says Burnett. "This allows us to import and export data between ARCHIBUS and other applications. We strive to run all our maintenance practices through ARCHIBUS so that we are not juggling multiple software packages." For example, linking work order data from ARCHIBUS with the city's accounting package, J.D. Edwards One World, has made it easier for Sorensen to identify how and where the city is spending its resources.

The City of Orlando stays in top form for the thousands of visitors it hosts each year

Value through Customization
The City of Orlando, like all other organizations, maintains its own set of business practices. By customizing ARCHIBUS, the city has upheld these processes and even done a step better by streamlining them. For example, a customized report pulls labor and material costs from both the active and historical sides of work orders. This one report takes the place of the four reports that were previously required. Burnett and Sorensen have also developed a "flow-through" accounting feature that links FM data with accounting procedures. "We track parts purchasing in Microsoft Access by assigning a control number to each invoice and then querying by date range," says Burnett. "We wrote a program that regularly updates ARCHIBUS with information from this Access database. Adding this new task to the Navigator made it easy to initiate." At the end of the month, the data is summarized by account and seamlessly exported into the city's accounting program. By improving accounting efficiencies like this, the city was able to essentially free up two positions.

Cost Savings
In addition to saving time and human resources, the city saves a bundle though the new and improved preventive maintenance practices in place - early intervention reduces the amount of money spent in repairing and replacing equipment and property. Furthermore, costs associated with work can be more accurately tracked and evaluated, so requests for information can be answered quickly. "We have the data to support all the work we do, which gives users confidence in the integrity of our reports," says Sorensen.

The Building Operations Management application isn't the only star in Orlando's firmament. The city uses Space Management, Furniture & Equipment Management, and the Overlay for AutoCAD with Design Management applications to provide quick access to accurate facilities management data. For example, the City of Orlando is self-insured. The space data that resides in ARCHIBUS is used to provide accurate square footage information, reducing the city's "at risk" factor. For a self-insured city, this means that less money needs to be held for liabilities.

The Future
Next, Sorensen and Burnett plan to share the information they have with even more departments over the World Wide Web. "There's a large demand to make specific ARCHIBUS data, such as work order tracking, buildings, and drawings available on a city-wide basis via the intranet," says Sorensen. "We are looking into Web Central as one possibility to become Web-enabled." True to their innovative spirit, they also have a number of customization projects lined up, including writing a script within the system that will print out a list of equipment with each preventive maintenance order. All in all, the City of Orlando seems to have found a system to match its ambitions, according to Burnett. "One of the most pleasant surprises about ARCHIBUS is that it met our immediate needs and has the flexibility to meet our future needs as well."

Vital Statistics

Organization:
City of Orlando
Location:
Orlando, FL
Facilities Facts:
665 buildings totaling over 3,200,000 square feet (all of which is managed by ARCHIBUS)
ARCHIBUS Applications:
Building Operations Management
Space Management
Furniture & Equipment Management
Overlay for AutoCAD® with Design Management
Impetus for Implementation:
New computerized accounting package in 1984 required that total management costs be broken down by programs and accounts; eliminate redundancies
Benefits Gained:
More efficient work order recording and tracking; more reliable data; primary reference area for all data and drawings
Future Plans:
Sharing data through the city's intranet; customizing the system for more efficient work order management
ARCHIBUS Integration:
SAP
Web Site:
www.ci.orlando.fl.us
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