www. cccfusion. org fusion service enhancements six years of expanding service ccfc 14 th annual...

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FUSION Service Enhancements Six Years of Expanding Service

CCFC 14th Annual ConferenceNovember 4-6, 2008

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Today’s Topics

• Background and Introductions • Architectural Drawings Database (ADDB)• Facilities Assessments• FUSION• Graphical Information Systems (GIS)• Closing Remarks• Questions & Answers

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Background & Introductions About FUSION

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FUSION is…

• Online suite of tools use by all 72 community college districts to manage facilities

• One-of-a-kind tool for California Community Colleges• Staffed and maintained by the Foundation for

California Community Colleges• FUSION servers hosted on the San Joaquin Delta

College campus in Stockton, CA

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CCC Facilities Management Before FUSION

• Same basic requirements as today but with…– Little standardization across districts– Little integration between various annual submittals

• No web interface• Data exchange using email, mailing of electronic

media• Manual updates and synchronization from year-to-

year

FUSION TIMELINE

A History of Continual Improvement

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•Program initiation•Assessment planning•Software planning

•Assessment site visits•Space Inventory module•FUSION Help Desk

•Planning module•Project module•Assessment clean-up•Steering committee•Public website•Dictionary & FAQ•Intro training class

•Project scenario features•Formal in house design tools•Maintenance phase begins•Systemwide plan upgrade

•Campus eligibility report•Local planning upgrades•IMPACT upgrades•Advanced training class•Enrollment forecast upgrade

•3-year assessment cycle•TOP Code upgrades•Architectural drawings DB•Synchronization upgrade

•Claim processing•Programming in-house•Program status maps•Energy features (IOUs)•Scanner upgrade

2002

2003

2004

2005

2006

2007

2008

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FUSION is Online & Modules are Integrated

Space Inventory

Facility Assessments

Enrollment Forecasting &

Allocation

Construction Planning

Project Fiscal Management

FUSIONSoftware

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FUSION

FUSION ProgramMore than just software

Web portal

Classroom training

On-site Building Assessments

Architectural drawings databaseSummaries & Analysis

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THE FUSION TEAM

A Commitment to Serve

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PartnersFounding DistrictsFUSION Steering CommitteeSystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates


Partners FUSION was made possible through initial funding from:

• Citrus CCD• Foothill-DeAnza CCD• Los Angeles CCD• Los Rios CCD• Marin CCD• Mt. San Antonio CCD• Palomar CCD• San Francisco CCD• San Joaquin Delta CCD• San Jose-Evergreen CCD• San Mateo CCD• Sonoma CCD• Ventura County CCD

And through the continued support of all 72 districts in the California Community College System

Founding DistrictsFUSON Steering CommitteeSystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates


PartnersSpecial thanks to a subgroup of the ACBO Facilities Task Force members that make up the FUSION Steering Committee:

– Ann-Marie Gabel, Long Beach CCD– Eric Mittlestead, Sequoias CCD– Ron Beeler, North Orange CCD– Maria Baker, San Joaquin Delta CCD– Dave Clinchy, Los Rios CCD

Founding districts

FUSION Steering CommitteeSystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates


Partners• Fred Harris• John Baca• Kathi Bristrow• Dale Clevenger• Dan Estrada• Mary Just• Cheryl Larry• Shelley Petavini• Walt Reno• Jim Rogaski* Special Thanks• Gin Yang-Staehlin• Susan Yeager• Lan Yuan

Founding DistrictsFUSION Steering Committee

System Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates


Partners• Greg Owsley, FUSION Technical Coordinator• Woody Nelson, Lead Assessor• Tracie Callahan, Programs Coordinator• Brian Lonquist, Student Assistant• Eric Martinez, Student Assistant• John Roach, Director

Founding DistrictsFUSION Steering CommitteeSystem Office Facilities Planning Unit

FUSION Staff at FCCCOther Affiliates


Partners• San Joaquin Delta College• Eric Mittlestead, Sequoias CCD• Parsons (formerly 3D/I)• Merle Cannon, Cannon & Assoc.• The many districts that have

hosted FUSION training

Founding DistrictsFUSION Steering CommitteeSystem Office Facilities Planning UnitFUSION Staff at FCCC

Other Affiliates


ARCHITECTURAL DRAWINGS DATABASE (ADDB)

About FUSION

Click on ADDB under

Important Links

Using the Architectural

Drawings Database

Go the FUSION Forum:cccfusion.org


http://cccfusion.org/

Click on Login under ADDB


Enter the User Name and Password obtained from the ADDB Contact


To upload drawings for indexing by ADDB staff, open the Public Upload

Folder

To browse through projects, click on the

district folder

To view all drawings owned by your district simultaneously, click

View and choose Show All Files


The Show All Files view can be

filtered


The Open with Windows Explorer

can be used to upload* or download files en masse using

drag and drop

*only possible in the Public Upload Folder

Note: this will require the re-entry of a user-name

and password



FACILITIES ASSESSMENTSAbout FUSION


Facilities Assessments3 Year Assessment Cycle

Status TotalDistricts

TotalGSF

To Be Scheduled 37 34,000,000

Scheduled 5 3,000,000

In Progress 2 3,000,000

Complete 28 24,000,000

Total System 72 64,000,000

Percent Complete

38%


Facilities Assessments

Assessment Process•District & assessor preparation•On-site pre-assessment meeting•Escorted campus walk-through•Post-assessment meeting•Off-site data entry by assessors•One-time, district space inventory cleanup



• 2 complete 11"x17" copies of floor plans with room numbers or 1 complete set of data files in an image format such as: tiff, jpg, bmp, etc. Dwg and Dxf files are also acceptable

• List of new or demolished buildings since your last assessment

• Temporary parking permit or instructions for parking

• Contact for a district or campus escort from the local facilities department

Assessment Process•District & assessor preparation•On-site pre-assessment meeting•Escorted campus walk-through•Post-assessment meeting•Off-site data entry by assessors•Summary letter and teleconference•One-time, district space inventory cleanup



Determine what is assessed:• Based on district space inventory • Assessment of all structures• Custom - space inassess only

specified structures (attached list)




Assessment Standards:• Safety 1st• Uniformity, consistency &

accuracy• Cost effectiveness• Systems not components• No disassembly• No free-standing ladders




Business Rules:• Use new building component life

cycle• Elec, mech, plumbing deficiencies

entered under systems• Non-system deficiencies entered on

room by room basis• Asbestos and non estimate items

entered in exec summary• Attach photos as appropriate• Removed “Beyond Useful Life”• Many more …




One time clean-up in FUSION will be discussed by Eric Mittlestead … shortly



FUSION UPDATESAbout FUSION


FUSION Updates

1. New and recent enhancements• Comet Synchronization• Claims Reimbursements• RS Means (latest update on October 10)

2. In Progress• Enhanced Help Facility

3. What’s Next• Form 14D and Quarterly Reports• Local Assistance Processing


FUSION / Comet Synchronization

Major FeaturesOne-time data synchronization between the FUSION and Comet databases. FUSION Space Inventory is the system of record and becomes the single point of entry of buildings and rooms.

Benefits•Reduced data entry time – enter buildings and rooms once•Improve accuracy•Ongoing synchronization of space hierarchy•Paves way for better reporting & linking with funded projects

Phased rolloutConversion data introduced to districts in conjunction with their Facilities Assessment

•New Unclassified and Non-Assignable space categories•FUSION Support to review and define Unclassified space


FUSION / Comet Synchronization

One-time cleanup• Locate and Review Unclassified Space

• Filters• Unclassified Space Report

• Update Buildings• Update Rooms


One-time cleanupLocate & Review Unclassified

Space

•Filters

•Unclassified Space Rpt

Update Buildings

Update Rooms



Space

•Filters


Update Buildings

Update Rooms



Space

•Filters


Update Buildings

Update Rooms

Save building as: • Active• Offline• De-activatedDelete building



Space

•Filters


Update Buildings

Update Rooms

Save the room as:• Assigned• Deactivate• Non-Assignable


CLAIMS REIMBURSEMENTFUSION Updates


Steps to Begin Submitting Claims

• Step 1. Register• Step 2. Prepare a claim• Step 3. Submit


Step 1. Register with System Office

• Call*• Complete• Sign• Return• Receive password

*Specific contact information on the last slide


Step 2. Create Claim in FUSIONFeatures• Staff can prepare claims• Familiar looking forms• Final submittal by CBO or designate • Uses electronic signature• Valid for projects funded after 2006• Prepare claims individually or in bulk• Ten day processing by System Office• Instructions included on web site

InstructionsScreen Navigation

Complete Forms


Step 2. Create Claim in FUSIONScreen Navigation

LoginSelect Project ModuleSelect your campus projectScroll over Actions tab & select ClaimsSelect Add New Claim



Login

Select Project ModuleSelect your campus projectScroll over Actions tab & select ClaimsSelect Add New Claim



LoginSelect Project Module

Select your campus projectScroll over Actions tab & select ClaimsSelect Add New Claim



LoginSelect Project ModuleSelect your campus project

Scroll over Actions tab & select ClaimsSelect Add New Claim



LoginSelect Project ModuleSelect your campus projectScroll over Actions tab & select Claims

Select Add New Claim




Complete FormsSelect project phase Enter date rangeSelect Expenditure Recap SheetSelect Manual EntrySelect Add Vendor/ItemEnter Claim Information




Complete FormsSelect project phase

Enter date rangeSelect Expenditure Recap SheetSelect Manual EntrySelect Add Vendor/ItemEnter Claim Information




Complete FormsSelect project phase Enter date range

Select Expenditure RecapSelect Manual EntrySelect Add Vendor/ItemEnter Claim Information




Complete FormsSelect project phase Enter date rangeSelect Expenditure Recap

Select Manual EntrySelect Add Vendor/ItemEnter Claim Information




Complete FormsSelect project phase Enter date rangeSelect Expenditure RecapSelect Manual EntrySelect Add Vendor/Item

Enter Claim Information


Step 2. Create Claim in FUSION

Completed Claim Form


Step 3. CBO Submittal

• Select Submit Claim• Enter password• Select OK


System Office Processing

From FUSION, System Office staff processes the claim by selecting*

*Resubmit and Reject both result in the claim being returned to the district for further consideration


ENHANCED HELP (eManual)FUSION Updates


eManualImproved Search Capabilities

•Table of Contents•Index•Search•Favorites Folder•Context link

Printable Help TopicsImproved help content



•Table of Contents•Index•Search•Favorites•Context Link

Printable Help TopicsImproved Content



•Table of Contents•Index•Search•Favorites



GRAPHICAL INFORMATION SYSTEMS

(GIS)

About FUSION


Other News on a Complimentary Project

CCC Geographic Information System (GIS) Collaborative

• Featured in TechEDge--September, 2008• Provides web, map and data tools on computers servers

hosted by San Joaquin Delta College• Intended for both administrative, research and academic

users from all districts• Information at www.cccgis.org


GIS is Used by Combining

• Base maps • Examples might include:

• Districts• Campuses

• Combined with data• Examples might include:

• Population growth• Legislative districts• High school graduation rates• Workforce and curriculum partners• Regional & student demographics


IN SUMMARY AND CLOSING

About FUSION

FUSION TIMELINE

A History of Continual Improvement

67www.cccfusion.org

•Program initiation•Assessment planning•Software planning

•Assessment site visits•Space Inventory module•FUSION Help Desk

•Planning module•Project module•Assessment clean-up•Steering committee•Public website•Dictionary & FAQ•Intro training class

•Project scenario features•Formal in house design tools•Maintenance phase begins•Systemwide plan upgrade

•Campus eligibility report•Local planning upgrades•IMPACT upgrades•Advanced training class•Enrollment forecast upgrade

•3-year assessment cycle•TOP Code upgrades•Architectural drawings DB•Synchronization upgrade

•Claim processing•Programming in-house•Program status maps•Energy features (IOUs)•Scanner upgrade

2002

2003

2004

2005

2006

2007

2008

www.cccfusion.org

FUSION Help Desk • [email protected] 916.498.6712 • 888.325.3222 ext 466

For further information about FUSION, or if you have other questions, please contact:


Questions and Answers

About FUSION

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