ARCHIBUS Success Story

Conquering Asset Management at Raytheon

Raytheon Company, with headquarters in Lexington, Massachusetts, is a global technology leader in defense, government and commercial electronics, and business and special mission aircraft. Raytheon's Imagery and Geospatial Systems (IGS) business unit is applying leading-edge expertise to property management at its Garland, Texas site. IGS has a vision of what its facilities management system should be: an interactive toolset that captures, manages, and interactively reports on stewardship of places, location and logistics of people, and ownership, accountability, and financial value of property. Travis Hallford, manager of Property Administration at IGS, has ushered in software and business solutions to help perform effective asset management and bring the site's vision into focus.

Impetus for Change
When Hallford joined the division in 1997, it was facing some major challenges. Most pressingly, the space planning and property management systems that were in place were not Y2K-compliant. “This was a driving force behind our decision to implement a new system. That, in addition to our other goals and needs, made ARCHIBUS the logical choice,” says Hallford. With the help of business partner Business Resource Group (BRG), IGS implemented a solution that not only survived the new millennium, but also reduced redundant data entry and simplified asset management.

To ensure that the system would address their needs, members of IGS's facilities management and information technology (IT) departments met and consulted with BRG to define, scope and plan the implementation. “These planning sessions really helped us compare our business processes with the software application processes,” says Hallford. “Now, we conduct these meetings before we make any changes to either side. It's a great opportunity to get our goals and intentions down on paper.”

Everyone and Everything Accounted For
IGS chose to integrate ARCHIBUS with other applications to extend the information flow among departments. For example, employee data from the PeopleSoft Human Resources Information System and the Job Cost Accounting Management Information System (JAMIS) and central telephone data system feeds into the ARCHIBUS database. The result is an efficient, menu-driven process that ensures consistency across the various business units that need to access employee data. “Now, we don't have to worry about things like misspelled names showing up in the database. The employee table is automatically populated to eliminate such data entry errors,” says Hallford. Reliable employee data is also valuable to the IGS security department. Employee badge photos are integrated with the ARCHIBUS database and associated with other employee information, facilitating security inquiries.

The IGS finance department also benefits from the system. Information from the Furniture and Equipment module is used to populate data fields in the JAMIS Fixed Asset system. “ARCHIBUS acts as our system of record for all property,” says Hallford. “All additions or deletions to fixed asset information must come from ARCHIBUS. This way, we can be sure that all the data is in synch.” Although the department spent a lot of time ensuring that every unit of data in JAMIS was mirrored in ARCHIBUS, the task paid off in the end, eliminating bad data and redundant data capture.

Developing Solutions
With more than 54,000 asset records to track, Hallford and his team understandably dread the thought of taking inventory. A Touch Date system helps ease some of the burden. With this feature, each time an asset is “touched” by a mover or technician who responds to a request, the equipment table is populated with the date on which this contact occurred. The result is a perpetual inventory on assets. “At any point, I can tell which assets have been touched within the past six months. Then, when inventory time rolls around, I can focus on only those assets which haven't been touched as of a certain date,” says Hallford.

IGS also developed an employee exit process based on data in the ARCHIBUS system. Whenever an employee leaves the company, he or she is required to check in with the Property Management department. There, users pull up all the assets that were assigned to the employee, verifying that all the equipment is accounted for. “This way, we can make sure that no equipment inadvertently walks out the door with a former employee,” says Hallford. Plus, it's another useful tool for taking inventory of the company's available assets.

IGS also envisioned the system bringing increased accountability and cost savings to project management. “We spend a lot of money on construction and renovation-anywhere from six to eight million dollars per year,” says Hallford. The project management teams use ARCHIBUS to estimate budgets and streamline work order management and scheduling tasks.

Future Steps
IGS plans to roll out some of its successful asset management tactics to even more sites and continue integrating other data sources into the system. Two projects underway are the calibration lab information and IT's Systems Management Server (SMS). As part of the Facilities department's developmental partnership with IT, ARCHIBUS will acquire, share, and cross-validate information about desktop computing resources by interacting with the SMS, IT's primary tool for remotely managing the desktop computing environment within IGS. Hallford and his team can confidently plan for the future based on their experiences so far. Among the lessons they've learned is how to deal with people who are reluctant to change their established ways. “The key to overcoming resistance is to continually show people how the system helps them work better, faster, and cheaper,” he says. Hallford also recommends identifying an ARCHIBUS champion in the IT department. Personnel in the Facilities department don't have to worry about the technical issues, so they can concentrate on processes and implementation. An IT champion also serves as a liaison between the FM staff and the business partner.

Today, IGS enjoys the benefits of accurate asset management in the form of saved resources and maximized efforts. One prime example is promptly locating equipment on expiring lease contracts. But according to Hallford, the secret to success lies in the right combination of people and processes. “Productivity doesn't improve because information is captured,” he says. “It improves because you manage that information, making timely, better-informed decisions.”

Vital Statistics

Organization:
Raytheon Company
Imagery and Geospatial Systems
Facilities Facts:
16 buildings comprising 1.35 million square feet, all of which is ARCHIBUS managed
ARCHIBUS Applications:
Space Management, Overlay for AutoCAD® with Design Management, Furniture & Equipment Management, Building Operations, Real Property & Lease Management, Telecommunications & Cable Management
Impetus for Implementation:
Needed to develop improved physical audit trail; track assets to locations and employees; reduce costs in the life cycle of assets
Benefits:
Replaced paper-based system with more efficient processes; common interactive tools are available to several departments; more consistent, reliable data
Future Plans:
Multi-site asset management implementation; Microsoft SMS integration; Web-based Work Order/Move Order Process
ARCHIBUS Integration:
PeopleSoft
System Vendor:
BRG
Web Site:
www.raytheon.com
©2005 ARCHIBUS, Inc.18 Tremont St.Boston, MA 02108   USATel: 1 617-227-2508www.archibus.com