Communications Coordination for Enterprise 2001

Communications Roadmap for Enterprise 2001

ENTERPRISE 2001 is implementation of the Facility Management Enterprise system.

Structure of Enterprise 2001 work groups

STEERING COMMITTEE: Sponsor Jerri McCray Project Manager Paul Reed Smith IS lead Nancy Rauhauser Primary clients Rick Cheney and John Chapman

FOCUS GROUP: Steering Committee, PLUS Karen Zaugg Jim Shilt All Process Managers (see below)

IMPLEMENTATION TEAMS: There is a team for each key process; each team is headed by a PROCESS MANAGER; each team consists of the Process Manager, a C&C representative, and Shops representatives, called PROCESS OWNERS.

TEAM PROCESS MANAGER Alterations/Estimating Steve Morton Work Order Mgmt Claudia Broderson PM/Engineering Rick Benefiel Finance & Accounting Lori Natsume Personnel Doug Daily CAD Rick Benefiel Materials/Keys/Tool Room Jim Portugal Reporting/Data History Jerry Hestbeck

In addition, there are specified engineering contacts, training personnel, and SUPER USERS, which are teams of people from organizational units; these SUPER USER TEAMS are to provide expert, detailed information from the unit level to guide Enterprise 2001.

Communication and Roles

Effective information sharing into and out of Enterprise 2001 is vital. Those "running" Enterprise 2001 need to get and utilize information from the unit level, and staff throughout Facilities Services and related affected organizations need to be kept informed of what is happening in Enterprise 2001.

1 Essential Communication elements

A. Electronic data repository in the Group drive On-line information, accessible by all FS staff, on the group drive: G:/fac/common/cmms. The G: drive file carries a complete FME manual, a master list of issues and decisions (titled Enterprise 2001 Plan), and information from each Process Team. Each Process Manager has "write-access" to the files; all FS employees have "read-access." The Enterprise 2001 Plan master list will create a history of the decisions made as implementation proceeds.

B. Updating (written and at meetings)  Reporting at monthly Shops Supervisors meetings, by Project Manager Paul Smith or other expert, and updates at managers meetings with Rick Cheney.  Updates in the monthly SSIP Newsletter.  E-mail updates to cover progress, issued by Karen Zaugg to all Focus Group and other Enterprise 2001 team members, using information provided by PROCESS MANAGERS and others.  Occasional site visits and Shops meetings attendance by AssetWorks personnel to respond to questions and provide updates.

Process Managers responsibilities

1. Call and chair regular meetings of your process implementation team to address and resolve issues raised in process analysis meetings with the AssetWorks representative and to identify and produce recommendations for Enterprise 2001. 2. Serve as conduit for information up to the Focus Group and down to team members and others. 3. Send representatives to Enterprise 2001 meetings you cannot attend. 4. Maintain current information in the G:drive--After each meeting, enter notes from your team (topics discussed, decisions reached, actions to be taken, and items forwarded to the Focus Group). Be especially careful to enter items that affect multiple groups (eg., personal id #'s). When entering information, be sure to name the file with a descriptive term that conveys an accurate and helpful notice of what is contained there. Be sure to date each entry and add your initials. 5. Review the G:drive regularly for information from other teams that might impact your Process Team.

NOTE: If multiple users are seeking access to the G:drive files simultaneously, the system may deny access; try again later.

July 2000/kz