real property branch - rpic-ibic · 2013-06-28 · • by enabling the sub-processes in the...

RPB RPBST Project Team

RPIC Breakfast

June 20, 2013

Real Property Branch

Real Property Business

and Systems Transformation Project

2

Agenda

2 Welcome

3 RPBST Project Overview

12 NOVUS Solution Overview

16 Cross Process Scenario

• New space requirement

25 Overarching Change Impacts

30 Alignment and Modernization

31 Management Benefits of NOVUS

37 Closing, Q&A

RPBST Project Overview

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RPBST and NOVUS Overview

The Real Property Business and Systems Transformation (RPBST) will implement

the NOVUS solution.

The "Business Transformation" component involves the national adoption and

integration of industry-standard real estate business processes. The "Systems

Transformation" component involves the replacement of several existing stand-

alone systems with a Commercial Off-The-Shelf (COTS) integrated information

technology system.

Change Management activities including stakeholder communications and

engagement, training and ongoing technical support will facilitate the

transformation.

The combined solution will be called NOVUS. Its initial release, targeted for

early 2014, will provide the foundation for ongoing development by Public Works

and Government Services Canada (PWGSC), as well as possible adoption by

other government departments.

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Core Solution does not include

Maintenance Management

Facilities Management

Client Stakeholder Management

Core Solution includes key aspects of

Portfolio / Accommodation Management

Project Management

Investment Planning & Budgeting

NOVUS - Core Solution Portfolio Management (PRT)

PRT 010

Plan Portfolio

PRT 020

Plan, Acquire and

Dispose of Real

Property

PRT 040

Monitor Asset /

Portfolio Performance

PRT 030

Manage Real Property

Project Management (PRJ)

PRJ 010

Define Project

PRJ 020

Plan Project

PRJ 040

Implement Project

PRJ 050

Close and

Evaluate

Project

PRJ 030

Develop Project

Design

Maintenance Management (MTM) Facilities Management (FCM)

MTM 010

Develop Annual Plan

MTM 020

Acquire & Manage

Resources &

Equipment

MTM 030

Identify and Plan

Maintenance

MTM 050

Execute

Maintenance

MTM 040

Schedule Maintenance

MTM 060

Analyze and Report on

Performance

General Business (GNB)

GNB 020

Manage Finances

GNB 030

Manage Human

Resources

GNB 040

Procure Materials and

Services

FCM 010

Develop Annual Plan

FCM 020

Provide Tenant

Services

FCM 030

Analyze and Report on

Performance

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Why are we implementing the NOVUS solution?

The current Real Property information management and technology systems are

old, costly to maintain and stand-alone. (This means they don’t “talk” to one

another or make it easy to link information from one system to another.) This has

made it difficult to:

• Report results thoroughly and consistently;

• Obtain up-to-date information; and,

• Ensure Real Property business streams are fully aligned.

Why NOVUS?

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The NOVUS solution is intended to:

• Improve efficiency and effectiveness by aligning and integrating Real Property

processes and systems, streamlining data entry and information exchange

and improving service delivery;

• Help Real Property find better ways of working, enhance accountability,

decision making, and reporting; and,

• Allow Real Property to manage our real estate portfolio more strategically.

Why NOVUS?

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NOVUS - Strategic Principles / Benefits

Information

• Greater visibility and more timely access to information through

integration and automation

• Better information exchange through standardized processes and data

formats

• Core RP need – improved information interoperability with private

sector and enterprise level decision making

Integration

• Elimination of duplicate efforts and/or hand-offs between employees

• Increased integration of business processes, technology and people

• Greater alignment nationally

• Core RP need – increased resource efficiency

Integrity

• Greater ownership of information

• Increased system QA features

• Single source of data

• Core RP need – stewardship and accurate reporting

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NOVUS Design, Build, Test and Deploy

Full Scope, Cost,

Design definition

and Implementation

Planning

RFP1 (Cancelled)

/ RFP2

EPA for

Core

Completed Dec 2011

Completed

Completed June 19,

2012

Project

Close-Out

Contract Award TB Approval March 22, 2011

Implementation Phase Initiation

Phase

2007-2010 2011 2012 2013 2014

Definition Phase

Completion Target

Date January 2014

EPA for

Full Adjusted Scope - January

2012 Core Scope,

Cost, Design

definition and

Implementation

Planning

Completed March 2012

Completion

Target Date

June 2014

RPBST Project History

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Solution Development Activity Accountable Sector(s)

1 Implementation of industry standards APMRES & PTSM

2 AutoCAD drawing preparation APMRES & PTSM

3 Data Conversion SPAR KM&S

4 HR and Organizational transition /

preparation

All

5 Full technical and solution integration with

SIGMA / Project coordination

SCC, NSBAS, ITS-RP &

KM&S

Dependencies – Solution Development

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Solution Implementation Activity Accountable Sector(s)

1 Business Alignment Complete

– Roles and organization aligned to new

processes

– “Run” organization in place

All

2 Site Readiness Logistics

– People, process, data, technology

APMRES, PTSM, SPAR

ITS-RP, NCA PM, NCA OPS

& Regions

3 Full participation as required in NOVUS training APMRES, PTSM, SPAR, NCA

PM, NCA OPS & Regions

4 Legacy Systems Decommissioned SPAR KM&S, ITS-RP

5 Leadership support in place to ensure use of the

NOVUS solution

All

6 Continuous improvement to integrate & decommission

remaining legacy systems

KM&S

Dependencies – Deployment & Benefits Realization

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NOVUS Solution Overview

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NO

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System Context – Current Environment

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NO

VU

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System Context – Post NOVUS Go-Live

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NO

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SP #1 Building and

Land Data Modeling

SP #2 Infrastructure and

Works Data Modeling

Master Data

SP #3 Lease-In

Contracts

SP #4 Lease Out

Contracts for

Occupancy Instrument

SP #5 Lease Out

Contracts for

Commercial

SP #6 Lease Out

Contracts for Housing

Instrument

Real Property

Contracts

SP #7 Annual Building

Investment Planning

SP #8 Annual O&U Cost

Budgeting

SP #10 Annual Revenue

Planning

Annual Building

Planning

Solution Overview – End to End

Projects

SP #12 Project

Management -

Appropriation Based

SP #13 Project

Management -

OGD/Reimbursing

SP #11 Portfolio Planning

SP #9 In Year Forecasting and Control

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Overview

• The NOVUS sub-processes provided a framework for the detailed design of the

solution.

• However, real-life business scenarios will tend to cross sub-processes.

• By enabling the sub-processes in the integrated SAP SIGMA-NOVUS system,

there will be synergies and integration points between sub-processes, and

likewise across SAP modules.

• The following cross-process scenario has been defined to highlight some of these

integration points and synergies.

• During Product Test and User Test, this type of cross-process scenario is used to

validate that the overall solution “hangs together”.

• This type of scenario is also a means to facilitate collaboration and discussion

amongst Business Process Owners (typically directorate heads) as we conclude

the detailed functional design.

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Additional Space Requirement

A long term tenant requires additional space in 24 months

which will be funded as part of an approved TB program.

• Tenant also wants to consider replacing their current lease-in space due to

moderate satisfaction with landlord performance. The current lease-in space is

deemed not to be ideal as the cost/quality of space is in the bottom quartile.

• This scenario incorporates the following sub - processes

• SP11 - Portfolio Planning

• SP07 - Annual Building Investment Plan

• SP03 - Lease-in Contracts

• SP01 - Building and Land Data Modeling

• SP12 - Project Management – Appropriation Based

• SP04 - Lease-out Contracts for Occupancy Instruments

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SP #1 Building and

Land Data Modeling

Master Data

SP #3 Lease-In

Contracts

SP #4 Lease Out

Contracts for

Occupancy Instrument

Real Property

Contracts

SP #7 Annual Building

Investment Planning

SP #8 Annual O&U Cost

Budgeting

Annual Building

Planning Projects

SP #12 Project

Management -

Appropriation Based

SP #13 Project

Management -

OGD/Reimbursing

SP #11 Portfolio Planning

Cross Process Scenario Planning for new space

1

3

2

4

9

10

5 6

7 8

11

12

13

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STEPS

Portfolio Assessment

1. NOVUS-enabled APMR is used to evaluate

current space

2. The existing RE-FX Lease-In Contract is

reviewed because this details the existing

commitments to the current landlord – along

with extension, renewal, and termination

clauses.

Cross Process Scenario Long term tenant requires additional space

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STEPS


3. RE Search Request

representing a CARQ

outlines the client space

needs (the “hard” demand).


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STEPS (cont’d)


4. A strategic decision is

taken that a space search

(for new space) is

warranted

5. A PLAR entry is created

in RE-FX to assess lease

grouping opportunities

and to capture key dates.


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STEPS (cont’d)

Investment and Cost Planning

6. An IM-AR is created for the space search project which will begin in the current fiscal year.

7. A planned contract is created (against a regional planning building) to estimate the planned

costs of the lease, and to represent the “soft” supply that is expected to be added to the

inventory next year.

8. An IM-AR is also created to plan for the fit-up costs of the new space. These costs are

expected to be incurred in the next fiscal year. The value of the IM-AR is based on

estimating standards for fit-up cost per square meter.


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STEPS (cont’d)

Adding New Inventory

9. The space search identifies

viable new space in a building

where PWGSC does not

currently lease-in space. This

leads to the creation of new RE-

FX master data – both

Architectural Objects (Site /

Building / Floors), and Usage

Objects (Business Entity /

Building)

10. A lease-in contract is developed

in the system based on the real

building – thus, replacing the

planned contract against the

regional planning building.


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STEPS (cont’d)

Building Planning

11. A BMP is developed for the new leased building which will be part of the PWGSC portfolio in

the upcoming fiscal year. The RE-FX Lease-In Contract is leveraged as the source for the

primary operating expense – which is Rent.

12. The fit-up project is more fully detailed and cost estimates within the IM-AR are updated. The

IM-AR is also re-pointed to an IM hierarchy node which relates to the actual building that was

created within RE-FX. The fit-up project will be a primary component of the Business

Investment Plan for the building.

13. The IM-AR representing the Fit-Up is approved and advances to a status of Approved and

Funded.


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Overarching Change Impacts

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Organizational and HR Implications

Overarching organizational impacts (future state)

• Five legacy systems to be decommissioned - functionality subsumed by SAP - Some current roles no longer required (e.g. WINFIS and OI officers)

• Single instance of SAP (departmental system) - increased integration between real property and finance branches

• Changes in Terminology

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Organizational and HR Implications

• Managing the data & Working in the system - new COE for managing Master Data - change in responsibilities for multiple roles (accountability at point of entry)

• Integration - new points of integration between groups/activities - new business relationships (governance implications)

• Standardized reporting - new look and feel - Increased data mining and analytics capability

Overarching organizational impacts (future state)

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Change Impact: Standardized Reporting

• All data contained in the SAP ERP Central Component (ECC) will be

accessible in standard formats

• End users will have access to all data within the parameters of their General

Security Access (assigned by data, by transaction)

• End users can manipulate the standard reports using “dynamic fields” to

change layout, add or remove fields, changes the order of the fields etc.

• Data can be collapsed or expanded to focus on roll-ups or detail as required

• Users must understand the data base, how it’s structured and what the

“objects” are

• The ability to “create” will be limited to designated individuals or groups

• ECC reporting includes query abilities but does not allow users to slice and

dice data across modules – for this capability, users will have to use B-I

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The iceberg represents the total work

effort for the BW/BOBJ design defined

through Design sessions.

The upper two quadrants represent the

analytical tools to be put in place. This

is what the end-user will see and use.

The lower two quadrants represent the

technical solution infrastructure and

business rules transformations

required to provide all the information

needed by the analytical tools. The

end-user does not see or interact with

this.

25 Objects

78 Objects

59 Objects

17 Objects

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Change Impact: Standardized Reporting

• Leveraging the ongoing development and support that are inherent in

the adoption of a Commercial-off-the-shelf (COTS) system

• Standardizing for greater national consistency (processes, reporting,

roles) and the ability to be more responsive to future and ongoing change

• Integrating real property functionality with financial and materiel

management in a single Enterprise Resource Planning solution

• Enhancing its reporting capabilities to respond to increased demand

• Providing the foundation for a standard Government of Canada approach to the management of Real Property information

NOVUS will allow PWGSC to modernize its operations and

align with the GC strategic direction by:

Mo

de

rniz

atio

n

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Management Benefits

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Be

ne

fits

of

NO

VU

S

General

• Increased integration of business processes, technology and people

• Reducing the effort around collection and reconciliation of data from

multiple sources

• Greater focus on higher value (strategic and analytical) activities

• Creation of a single accountable information source - Transactional data is entered directly into the system at the point it is

collected

- Fewer “handoffs”, greater accuracy and efficiency

Be

ne

fits

of

NO

VU

S

NOVUS will enable PWGSC to realize efficiencies and alleviate

shortages of resources and expertise through:

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• Greater alignment of business streams

• Automation (data auto-populates multiple “downstream” transactions

increases accuracy and efficiency)

• The decommissioning of existing systems

• Increased capability to accurately record, track and report on risk

factors, performance indicators, trends and other key information

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General NOVUS will enable PWGSC to realize efficiencies and alleviate

shortages of resources and expertise through:

Be

ne

fits

of

NO

VU

S

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Real Property Portfolio Management

NOVUS will provide:

Be

ne

fits

of

NO

VU

S

• A single repository for reliable and

relevant information to support decision

making

• Better alignment / integration of policy

and strategic objectives with project

activity to link funding approvals to

investment plans

Real Property Portfolio Management (cont’d)

NOVUS will provide:

• Formalization of a portfolio planning process and greater integration

between the planning and the funding process

• A more comprehensive record of “corporate history” to support

knowledge transfer

Be

ne

fits

of

NO

VU

S

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• A single integrated system to support standardized processes

and greater data integrity

• Automated business rules and rigour to support knowledge

transfer of policies and practices

• Better tracking and visibility of space utilization data to manage

the implementation of space standards for the Government of

Canada

• Better linkages between space and financial information to track

savings

Be

ne

fits

of

NO

VU

S

Accommodation Management

NOVUS will provide:

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• A more accurate database of project activity (e.g. milestones)

• Increased standardization of project structures and more consistent

reporting

• The capture of OTOBOS indicators

• Greater visibility into total project costs

• Enhanced project forecasting capabilities

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Project Management NOVUS will provide:

Be

ne

fits

of

NO

VU

S

Q&A

Clo

sin

g, Q

&A

, a

nd

Qu

estio

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real property branch - rpic-ibic · 2013-06-28 · • by enabling the sub-processes in the...

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