1. Asset Management at HUD in 50 States Made EasyCurtis Roberts U.S. Department of Housing and Urban Development Ronnie Elmore Pyramid Systems, Inc.

2. Agenda

HUD Overview

FIRMS Overview

FIRMS Infrastructure

Cradle to Grave Asset Management

Future Plans

Questions

3. HUD Overview

9,500 Employees

80 Field Offices

350 Users

70,000 + Items

4. FIRMS Overview

ARCHIBUS/FM Applications:

• Real Property & Lease Management

• Space Management

• Furniture & Equipment Management

• Building Operations Management

• Finance Management (Custom Module)

Impetus for Implementation:

• Previous inventory system inadequate

• OIG identified asset management weaknesses

Benefits Gained:

• Enterprise-level solution

• Real-time, nationwide access to most current data

• JFMIP, A-127, FFMIA compliance

5. FIRMS Infrastructure (Architecture)

HQ Users ARCHIBUS

Field Office Users Web Overlay

Oracle Backend

Client-Server Workstation Intranet Workstation Application Server Web Server Database Server 6. FIRMS Infrastructure (Security)

The FIRMS security rules are based upon a users geographical jurisdiction:i.e. any location-specific information is restricted to only those locations a user has authority over.

There are eight levels of data access rights defined for FIRMS: No Data Access, Building, Site, Region, ARD, ASC, Field, and Departmental.

7. Cradle to the Grave Asset Management

Palm Scanner Integration

Receiving & Shipping

Custody Receipts

General Ledger Reconciliation

Excess & Disposal

Reporting

8. Cradle to the Grave Asset Management (Palm Scanner Integration)

Palm OS-based laser scanner

Customized COTS application integrates with ARCHIBUS

Data-validation controls present at point of collection

9. Cradle to the Grave Asset Management (Receiving & Shipping)

Receiving

• Equipment barcoded by HUD Personnel at loading dock

• • $1000 or more

• • Sensitive items

Shipping

• Item flagged as shipped

• Cant be managed by receiving location until accepted as received

10. Cradle to the Grave Asset Management (Custody Receipts)

Link asset to Custody Receipt and to employee

Manage and print from ARCHIBUS

Maintain document trail for assets issued on personal charge

11. Cradle to the Grave Asset Management (General Ledger Reconciliation)

Three way collaboration between Procurement Systems, General Ledger System, and Property Management System

Verify all money spent on Personal Property is accounted for in Property Management System (ARCHIBUS)

A/FM Procurement General Ledger 12. Cradle to the Grave Asset Management (General Ledger Reconciliation)

Link Equipment to associated Purchase Order

Compare amount spent on Purchase Order with Total Equipment Value

Link Purchase Orders with General Ledger Obligation Numbers

Compare General Ledger Money Spent with ARCHIBUS Equipment Value

13. Cradle to the Grave Asset Management (Excess & Disposal)

Link assets to forms (SF120, 122, 126)

Manage and print from ARCHIBUS

Maintain document trail for disposed assets

14. Cradle to the Grave Asset Management (Reporting)

Capitalized Depreciation

• Enforces complex depreciation policies

• View and print report in A/FM

• Export to Excel for electronic distribution

• Provided to HUD CFO every Quarter

15. Cradle to the Grave Asset Management (Reporting)

Acquired/Disposed Equipment

Total Inventory Value

Equipment Listing

S&E/WCF Equipment Summary

16. Future Plans

Property Branch

• Integration w/ HP OpenView

• Scanner Upgrade

Agency Wide

• Telecommunications Module

• Preventive Maintenance

• EO 1927

17. Questions?