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Considerations in Developing a Property Management System

Considerations in Developing a Property Management System. Gary Quinn, CPPM University of Texas Southwestern Medical Center Dallas, Texas Bob Mahaney , CPPS MD Anderson Cancer Center, Houston, Texas Dave Routzahn , CPPA. Dave implementing a new system.

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Considerations in Developing a Property Management System

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  1. Considerations in Developing a Property Management System

  2. Gary Quinn, CPPM University of Texas Southwestern Medical Center Dallas, Texas Bob Mahaney, CPPS MD Anderson Cancer Center, Houston, Texas Dave Routzahn, CPPA Dave implementing a new system

  3. Considerations during the Development Phase • What does the system need to integrate with? • Procurement? • Accounting? • Accounts Payable? • General Ledger? • Receiving? • Project Costing? • Security Systems?

  4. Considerations during the Development Phase • Are you meeting with these groups on a regular basis? • Procurement • Accounting • Accounts Payable • General Ledger • Receiving • Project Costing • Information Resources

  5. Considerations during the Development Phase • Data Fields • Is every data field you need covered, editable, update process? • Are any data fields dependent/tied to another data field – if so, does that meet your business model? • Is each data field the correct format and bit length you desire?

  6. Considerations during the Development Phase • Will the system maintain the physical inventory record? • How does the inventory date get updated? • Scan and validate and update? • Manual update? • Automated update based upon actions (transfer, locations change, custodian assignment, etc.) • Who has access to make these updates?

  7. Considerations during the Development Phase • Will the system maintain the physical inventory record? (continued) • Does the delivered physical inventory process work for your institution? • Will you need third party software to make it function?

  8. Considerations during the Development Phase • How do new assets get entered into the system? • Added through fully integrated processes? • Totally manual process of entering all data? • Combination? • When do they get entered into the system?

  9. Considerations during the Development Phase • Does the delivered asset record meet the information requirements of the institution’s stakeholders? • Is the data supplied via integration with other modules? • Will you have to manually enter additional information for a complete asset record?

  10. Considerations during the Development Phase • How does the system calculate depreciation? • What does the system consider prior period depreciation? • Previous fiscal year or month? • Or both?

  11. Considerations during the Development Phase • Will converted assets retain their original asset number? • Will open purchase orders be converted or re-entered? • What is the impact on the AM system and depreciation? • Will it muddy the waters for asset additions?

  12. Considerations during the Development Phase • How are locations (room numbers) managed? • Are they validated before added to location table? • Are they validated before assigning to an asset? • Who controls the addition and deletion of locations?

  13. Considerations during the Development Phase • How are asset status changes handled in the system? • Disposals – Does the delivered system provide the level of disposal method detail you require? • Trade-ins – How are those handled? • Calculation of gain or loss? • Additions – How are enhancements handled?

  14. Considerations during the Development Phase • Processes and Procedures? • Who is in charge? (You or the new system) • When do you change your process versus require a system modification? • Who has authority to initiate and approve system modifications?

  15. Considerations during the Development Phase Workarounds: A truly arduous, time consuming, manual process that provides the transaction results you expected to be a delivered feature of your new “State of the Art” asset management system that per the vendor is “working as designed.” Bob Mahaney

  16. Considerations during the Development Phase • System Access • Who has access to update/modify asset records? • Who has access to view asset information? • Will security and access to the system be by application, system, record, department or field?

  17. Considerations during the Development Phase • Project Management • Internal with organization staff or outside consultants? • Who makes modifications and the decisions there of?

  18. Considerations during the Development Phase Last but certainly not least. • Don’t believe everything or almost anything your consultant says is standard practice. • Make them prove it. • It may only been standard at their last (or only) project.

  19. Considerations during the Development Phase Last but certainly not least. • Try to go with the strengths of the new software system. • Leave “We’ve always done it this way.” out of the design.

  20. Considerations during the Development Phase Last but certainly not least. • Manage end user expectations on the front end since it is likely data, screens, and reports will not look like the legacy system.

  21. Questions?

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