IBM's 
Improves
SDPBC Facilities' Operations
The School District of Palm Beach County Facilities Management Division is completing the implementation of IBM's TRIRIGA web-based, Computer Aided Facilities Management (CAFM) program.
In August 2010, the first module for "Space Rental" was rolled out to help schools track and manage their Community Leasing of School Facilities program.
In July 2011, three additional modules will go into production: Work Order Management, Inventory & Tools, and Facilities Projects. The CAFM team consists of both technical and functional experts who are working together to implement TRIRIGA. Once the system is fully functional, it will help district staff improve productivity, streamline processes
and track key data.
System Status:
Tririga will be offline Friday, August 5th from 7:30AM until 1PM for scheduled storage maintenance.
TRIRIGA Users:
A weekly system maintenance period has been instituted. Tririga services will routinely be shut down the last business day of the week beginning at 8:00 p.m. running to 6:00 a.m. the following morning. Examples are as follows:
* Summer and Spring Break - Thursday 8:00 p.m. to Friday 6:00 a.m.
* Normal weeks - Friday 8:00 p.m. to Saturday 6:00 a.m.
* Thanksgiving week - Wednesday 8:00 p.m. to Thursday 6:00 a.m.
During the maintenance window, TRIRIGA will be unavailable. This downtime will allow routine maintenance and improvements to be applied on schedule that will synchronize with PeopleSoft. Any non-scheduled outages will be reported on this Tririga CAFM web page.
The "Space Rental" module was the first to be implemented and has been on-line and fully functional since August, 2010. At that time, more than 200 school staff were trained as "Leasing Coordinators" in TRIRIGA and immediately started using the "live" system to create school-based leases.
Every year, the Real Estate Services Department processes thousands of leases that come in from more than 174 schools. With the new system, schools staff now have access to an enterprise-wide, web-based application that completely automates the leasing process. All space types from classrooms, media centers and auditoriums to baseball fields, tennis courts and parking lots are pre-defined in the system along with labor rates, so Leasing coordinators no longer have to do complex calculations by hand. Leases are sent through an electronic check point system, where the approval process is managed and monitored on-line. Once a lease has been approved, the leasing coordinator receives a notification of approval and then prints the lease for the Lessee and the Principal to sign. Gone are the days of faxing paper-work and waiting for inter-office mail deliveries! The new, real-time process has brought the leasing program to a whole new level.
Since the introduction of the new system, school staff have patiently worked with the Real Estate Services Department and the CAFM TEAM on improving system usability. School staff now completely agree that it is much better to have everyone working with an electronic system rather than with mountains of paper!
Since August 2010 TRIRIGA system launch:
- 174 Schools using the online leasing software
- All required approvals are routed electronically
- Key required documents are stored in the system electronically
- System automatically calculates all charges to leases as they are entered
- The revenue stream from Space Rental is in excess of $1M to date
Starting July 2011:
- TRIRIGA becomes the platform for making maintenance requests and will automate processing of 200,000 work orders annually.
- TRIRIGA maintains live records of maintenance stock availability, deployment and consumption.
- TRIRIGA tracks projects performed by Facilities Services
Starting 2012:
- TRIRIGA will help assess and track the condition of the District’s 30 million sq ft of building inventory.
- TRIRIGA will capture and analyzes daily performance improvement and budget-cutting metrics
We are working to help schools operate more efficiently and effectively!
