From FAMIS to Maximo: Status update

Throughout the fall, we’ve been hard at work developing Maximo, the new Asset Management System that will replace FAMIS. Here’s a status update:

In June, we announced that Phase 1 of this initiative would continue until Maximo’s go-live in the spring of 2024. We pushed that date to summer 2024.

What has happened since September?

• The project team (IT, JLL, and FMAS) is in its final stages designing the platform to ensure that the final solution addresses most of our expressed needs.
• JLL has finished configuring most of the functions listed in the project requirement matrix.
• Integrations (applications that are used to transfer information to and from other systems) development is nearly complete. The project team's work on connecting Maximo with Banner and McGill MarketPlace is expected to continue until the end of winter 2024.

What are the next steps?

• JLL started demonstrating the following platform processes to the development team in December and will continue in January.
  • Service requests
  • Work orders
  • Billing
  • Asset data management
  • User interface design
• Development and finalization of new processes (December – January)
• Roadshow in January (we come to you... to tell you what it’s all about)
• Virtual Q&A in March (more information to come in February)
• User acceptance testing (UATs) in the spring.

Roadshows for FMAS Operations teams

FMAS Operations staff are invited to join us in at one of the information sessions indicated below and learn about the changes and benefits Maximo will bring. We will let you know about the new ways of working the software will generate and we’ll showcase some of the tools and functions available in the application.

Here are the roadshow dates, times, and locations (check with your supervisor to know which presentation to attend):

Sessions will be added for certain groups not mentioned above in the next few weeks. Your supervisors will be informed accordingly.

Training:

• Selected management and staff members will receive advance training to assist others during end-user training and in the immediate post-go-live period. They will also ensure that training material is accurate and easy to use by FMAS employees.
• To prepare you for using Maximo in your activities, end-user training sessions for FMAS operations teams will be held as we get closer to go-live in the late spring of 2024. Stay tuned for an invite!

How will this solution help us manage our facilities assets?

Maximo provides the following features and benefits:

• A user-friendly self-service portal available on both desktop and mobile platforms.
• Accessibility from anywhere on campus for both work orders and timecard entries.
• Reduction of paper-based processes and unnecessary duplication of work.

• Automated system tasks, leading to greater efficiency of operations.
• Meets industry standards and is used in many similar organizations.
• Enhanced reporting on operations through dashboards and a set of reports.

Maximo will allow:

• Access to information in real-time, to better inform decision-making.
• Greater visibility on all assets.
• Clients’ ability to track their service requests on the portal.

For more information on the Maximo solution and project plan, please see the project announcement.

Questions? Send them to maximo.fmas [at] mcgill.ca

Luc Roy, Director, Building Operations, FMAS (Co-Lead)
George Lazaris, Director, Buildings and Grounds, FMAS (Co-Lead)