The General Services Department (GSD), Facilities Division is requesting the use of $13,187 of IT Innovation Funds in order to have TMA Systems provide consulting services through December 31, 2017 in order implement recommendations resulting from the complete data assessment of the existing Management Maintenance Software, referred to as TMA. TMA Systems has been utilized by GSD for over a decade. It is the industry leader in software programs for facility management and is used throughout the country by universities, healthcare providers, and governmental jurisdictions.
While attending the TMA Systems User Conference in April 2017, members of the General Services staff identified various additional modules that could be added to our existing systems in order to integrate Geographic Information Systems and mobile technologies, improving response times for facility work orders, streamlining data to maintenance crews in the field, allowing for strategic planning on deferred maintenance issues, and providing more concise information for Facilities Division performance measurements.
In June 2017, the Board of Supervisors approved the completion of a comprehensive assessment of the existing system. The Department also intends to explore the potential of utilizing this system for other departmental functions. In order to plan for these upgrades, both TMA Systems and GSD recognize the need for a comprehensive assessment of the existing system. This assessment was completed on June 23, 2017 and is attached to this report as Attachment B.
The assessment concluded that due to various countywide reorganizations, expansions and relocations, and those planned for the coming years, in addition to the transition to the INFOR financial system, a large portion of the data currently in the system requires cleanup and updating. Improvements to the TMA System and data would provide GSD with increased accuracy with regards to the infrastructure needs of existing and new County facilities and would allow for the implementation of new mobile solutions, thus reducing staff time in the field, reducing response time on work order requests and reducing administrative time in attempting to resolve billing issues. For example, TMA will assist the General Services Department in developing and implementing a naming convention for all County owned and operated facilities which will make internal administration and billing easier on existing staff and will assist Department of Finance with the Annual Cost Plan process. Additionally, TMA Systems will assist GSD in developing policies and procedures regarding the rights and permissions for County employees requesting work orders, which will improve business process flow internally and externally.
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