IBM Global Business Services

Supply Chain Management

Highlights

Extends IBM Maximo™ property

portfolio management in Estates,

Facilities. Environment and

Projects functions beyond ‘core’

Maximo capabilities.

Enables expanded monitoring,

assessment and measurement

of key property management

performance metrics.

Enables hierarchical views from

the whole portfolio, to individual

buildings and assets.

Enables yearly and monthly

‘targets versus actuals’

comparisons.

Based upon IBM’s own experience

of managing a complex,

international portfolio.

Property Management and OversightManaging a large, possibly international, port-folio of properties is complex. Managing the overall performance of costly property assets requires a host of disparate information that invariably resides in multiple source systems.In addition, the marketplace trend for prop-erty management organizations to centralize their organizations and to outsource delivery of their services creates further challenges for effectively managing an entire, complex portfolio. Obtaining key performance informa-tion, such as total cost of occupancy, is diffi-cult when data comes from multiple sources, especially when it must conform to ‘bench-mark’ standards.

IBM, itself faced these challenges when it outsourced the delivery of services through-out Europe. Its solution was to create its own ‘hub’ of data, linked to the systems of its service providers. IBM Global Business Ser-vices has taken this internal concept, which has been honed and proven over the past five years, and has produced an equivalent solution using IBM Maximo™.

Maximo, one of the world’s leading asset management solutions, has long supported the challenges of property and facility man-agement. IBM Maximo Professional Ser-

vices has enhanced the already significant property management support capabilities of Maximo, to extend its functionality with IBM Maximo PPMS (Property Performance Management Solution). Maximo PPMS has added new dimensions and capabilities to support property management, particularly in Estates (including leases), Facilities (in-cluding space management), Environment (including utilities and carbon consumptions) and Projects (including approvals and project management).

Applying PPMS still permits Maximo to be used in its ‘traditional’ mode–data is input directly by in-house staff, and services are managed and delivered internally. However, PPMS adds a dimension--key data can be imported from external systems belonging to suppliers, or other third parties. PPMS is used as a data repository that stores and consolidates this data, and permits Key Per-formance Indicators (KPIs) from providers to show the performance of all estates, facili-ties, environmental or projects assets. This facilitates calculations regarding total cost of ownership of individual buildings, and can be rolled-up into sites, areas and regions, to reflect the whole portfolio.

IBM Maximo Property Performance Management Solution

in-house, PPMS also gives them the in-formation and flexibility to alter their sup-plier base. The resultant data on assets and portfolio performance—both target and actual—can be shared with bidders, enabling them to make better informed and more cost-effective, bids.

Estates ManagementProperty Locations – Allows creation of property specific information:• PropertyType,levelandunique

property reference number • Propertypicture,mapandproperty

contacts• Propertyandcompanyaddresses

to various standards• Buildingandlanddetails

Leases – Captures lease-in and lease-out information:• Leaseboundaryareas,cross-

referenced to Maximo locations• Rents,valuations,rightsand

obligations• Leaseevents

Freeholds – Captures freehold information:• Freeholdboundaryareas,cross-

referenced to Maximo locations• Valuations,rightsandobligations

Maximo PPMS —

Making Property Assets ClearerMaximo has always offered capabili-ties that help organizations to better understand their property manage-ment operations, needs, and options. These capabilities have evolved over time, in response to emerging market needs and to specific requests from our customers—with added input from our Maximo consultants. The additional features of PPMS provide a whole new set of Maximo attributes and applica-tions that extend Maximo well beyond its core product functionality. All have been built on IBM’s own experience of managing its large property portfolio, and are aimed solely at maximizing the output of property assets–frequently the second largest spend item on organiza-tions’ balance sheets.

PPMS BenefitsPPMS provides comprehensive views on the entire property portfolio man-agement data set, containing both func-tional performance management and transactional asset management data items. Specific benefits include:

• Improvesaccessanddecision-making via common and consistent aggregated data.

• In-houseusersarefocusedoninformation relevant to them and do not have to search multiple external systems, each of which require training.

• Improvesvisibility,enablingmatchingof financial system records with supplier work orders, and tighter Business Control where needed.

• BuiltusingIBMMaximoconfigurationtools that can respond flexibly to individual customer needs

PPMS allows corporate organisations to maintain property data definitions and ownership in-house, thus safeguarding critical property data. And since the key asset and performance data is retained

PPMS Structure

Organization

Region

Area

Site

Land

Building(s)

Real World Example

CaliforniaUniversity

SouthernCalifornia

UCLA

Main Campus

North Car Park

Library – data such as:• Address• Building Manager • Date Built• Number of Floors & Layout• Utilities Consumption• Carbon Output• Critical Assets• Maintenance Record etc.

Property Address –PropertyRegionsand Property Areas applications that capture: • Addressdetails• Regionscreationwithinan

organization, and areas creation within a region

• Assignmentofproperties(MaximoLocations)toanarea

Estate Manager – Provides estates data including:• Freeholds,leasesandfuture

leases attached to property• Yearlyandmonthlypropertycost

breakdowns

Estate Area –Viewofpropertiesbelonging to an area; buildings and land within the property, including:• Totalfreeholdsandfreeholdsby

property• Totalleasesandleasesby

property• Yearlyarea,andmonthlyproperty

cost breakdowns

Facilities ManagementAsset Register – Provides new attributes including:•Criticalassetindicator•Assetenergyrating•Asbestosindicator

Asset Manager – Gives asset managers a property asset and work overview:•Majorassetsattachedtoa

property or building•Plannedandreactiveservice

requests; work by building listed by year and by month

•Overallproperty,andspecificbuilding CO2 summaries

•Propertyyearlyandmonthlycostsummaries

Space Manager – Delivers space and occupancy data through Maximo from CAD or GIS packages

Facility Area - Presents area property views, including land and buildings:•Propertyandbuildingasset

summaries•Propertyandbuildingwork

summaries•Propertyandbuildingspace

summaries

Environmental ManagementFacility Periods – Allows reporting periods definition against property, building or lower hierarchical location

Utility Streams – Allows utility monitoring and defines attributes:•Measurementunit,utilitytype,

carbon factor multiplier, utility vendor, meter name and report indicators

Waste streams – Allows waste streams creation for monitoring, and defines attributes:•Measurementunit,wastetype,

disposal type, carbon factor multiplier, waste vendor (optional), meter name (optional) and report indicators

Utilities – Allows input of target and actual values against a utility stream: •Usage,cost,andcarbon

(calculated), target against actual•Heatingdegreedaysandcooling

degree days•Utilityperformance,carbon

emission and cost performance reports (5 each)

Waste – Allows input of target and actual values against a waste stream:•Targetvolume,costandcarbon

(calculated), target against actual•Wasteperformance,carbon

emission reports and cost performance reports (5 each)

Utility Manager – Provides property utility overview:•Utilityconsumptionpermonthand

per year, target against actual•Utilitycostpermonthandperyear,

target against actual•Utilitycarbonemissionspermonth

and per year, target against actual

Waste Manager – Provides property waste overview: •Wastegenerationpermonthand

per year, target against actual•Wastecostpermonthandper

year, target against actual•Wastecarbonemissionsper

month and per year, target against actual

Environment Manager – Provides property utility and waste overview:•Utilityconsumptionperyear,target

against actual•Wastegenerationperyear,target

against actual•Consolidatedutilityandwaste

costs per year, target against actual

•Utilityandwastecostperyear,splittarget against actual

•Utilityandwastecarbonemissionsper year, target against actual

•Utilityandwastecarbonemissionsper year, split target against actual

Environmental Area – Presents view of properties within an area, and buildings and land within the property:•Propertyandbuildingutilities;YTD

summary, target against actual•Propertyandbuildingwaste;YTD

summary, target against actual•Consolidatedpropertyand

building utility and waste carbon emissions summary, target against actual

•Consolidatedpropertyandbuilding utility and waste cost summary, target against actual

•Consolidatedbuildingutilityandwaste carbon emissions by net area

•Buildingenergyefficiencyandenvironmental impact ratings

Projects ManagementProject Approvals – workflow to gain approval for projects•WorkordersholdtheactivitydataProject Management – work can be

defined and costs collected• Controlatprojectortasklevels

Integration – links to MS Project and Primevara

MaximoPPMSalsoprovidesRegionaland Area Data Books that summarize data listed above, to provide a compre-hensive overview of all these elements.

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Why IBM?The Maximo PPMS solution is delivered only through IBM Maximo Professional Services, the Maximo consulting arm of IBM Global Business Services. Our con-sultants are uniquely qualified to assist you with Maximo PPMS and any other Maximo solution. They are committed to your success, bringing unparalleled knowl-edge and proven skills and tools to every solution.

Our consultants, our Maximo industry Ac-celerators, our Maximo extensions and our Maximize Methodology™ are all sup-ported by our Asset Management Center ofExcellence(AMcoe.)ViatheAMcoe,we manage our intellectual capital and provide AMcoe Delivery Packs to all our consultants, assuring consistent solution delivery anywhere in the world. The AMcoe provides a hub through which our consul-tants continually contribute feedback on the tools and processes they use, thus participating in a process that enhances both the product and the method—and increases the benefits to you.

As part of the world’s largest and most ex-perienced asset management consulting organization our IBM Maximo Professional Services consultants deliver the most comprehensive approach to your solution. They will help you implement the most transformative asset management solution possible.

For more information To learn more about IBM Global Business Services, or IBM Professional Services, contact your IBM sales representative, or visit: ibm.com/gbs/assetmanagement.com