Enterprise Maintenance Management (EMMS) is the project that is delivering a single unified platform to enable the adoption of consistent processes for the management of maintenance, inventory and assets to achieve UBC’s strategic goals.
EMMS scope includes: Maintenance Management, Inventory Management, Asset Management, Fleet Management, Contracts, Financial Management.
Phase 1 stakeholders include Building Operations, Custodial Services, Customer Services & Informatics, Energy & Water Services, Municipal Services, and Faculty of Science, Chemistry Department (Chemistry Stores) and Locksmiths. Phase 1 stakeholders were users of PeopleSoft maintenance management, asset management and inventory modules. When PeopleSoft was decommissioned in 2020 and replaced with Workday, the functionality for maintenance, assets and inventory was delivered by a new software solution called Planon.
Phase 2 stakeholders may include faculties and units who have inventory or asset management needs. For example, UBCO and Student Housing and Hospitality Services (SHHS) are the next likely groups to deploy Planon, followed by faculties such as Dentistry and Pharmaceutical Sciences.
Faculty and staff can now submit service requests to Facilities electronically within Planon.
The phase 1 extension project, will deliver enhancements and new functionality within Planon. The project is divided into various releases. Release 1, 2, 3 and 4.1 are complete.
Release 1 & 2 delivered enhancements to Planon Hazards, and Contracts & Service Level Agreements.
Release 3.1 introduced a new procurement integration between WorkDay and Planon. Meaning change orders & return to vendor requests were integrated from Planon to Workday. The result was Buyers no longer needed to double data enter, change orders & return to vendor requests.
Release 3.2 live November 1, 2021, introduced further new functionality within the Resource Planner and Service Requests.
Resource Planner users can now see select key certificates held by team members, rather than having to review in Workday.
For all non-core service request submissions, the requirement of both a Driver Worktag and a Worktag Manager name was introduced. This provided greater security, and less billing allocation checks to be undertaken by Service Centre and Customers. Additional features included a notification to the Worktag manager when their Worktag was used on a Service request, and an Activity Worktag can now be optionally added to the billing details on a service request.
Release 4.1, live May 30, 2022, transitioned the Energy & Water Services (EWS) Team assets and preventative maintenance plans from BuiltSpace to Planon. This significant transition means that EWS can now use Planon to maintain and manage their urban and building assets via preventative maintenance plans and orders created in Planon. EWS front line staff able to complete inspections via the Planon PMFS mobile app.
Release 4.2, Completed on July 16, 2022, this created an integration between ArcGIS and Archibus to Planon, enabling key Property (Building and Terrains), related data to be synchronized within Planon.
The project will now be focused on the following topics: customer integration, Municipal planned preventative maintenance plans, external customer billing and the urban asset service.
A project collaborating with the EMMS Sustainment team, to review key challenges for the business, and resolve, if viable through system enhancements.
Enhancements to date include various purchasing, work order, service requests (e.g., furniture/equipment moves form, leaks, spills and plumbing form, cleaning and supplies form), security improvements, new order notifications, and PMFS field additions. Please see the Enhancement document (CWL required) for more details.
Note: The second release order pending and on-hold notifications, encountered some issues during activation. Therefore they are being switched on by team grouping June 2022 onwards, , along with the purchasing notifications.
Planon is a market leading specialist with over 35 years of Integrated Workplace Management System that helps organizations streamline business processes for buildings, people and workplaces. Learn more about Planon www.planonsoftware.com
Planon has over 2,500 customers in 40 countries, with offices in Canada, United States, United Kingdom, Asia and Europe. Planon has several higher education clients including Brown University, Michigan State University, Illinois Institute of Technology, Dartmouth, and Cal Poly to name a few.
Planon is a software as a service (SaaS) application and will be hosted at Amazon Web Services (AWS) facility in Montreal. Planon will maintain Service Level Agreements with UBC to ensure uptime, back-up and restoration points.
Planon's product roadmap deliver ongoing updates to its features and functionality. As a client, UBC will have the opportunity to influence Planon's new functionality as part of a community of other clients. On an ongoing basis, UBC will deploy new functionality to meet the needs of the campus.
Planon delivers desktop, tablet and mobile interfaces depending on your role. Planon Apps can be downloaded from Google Play™ for Android™ or the App Store for iOS and are fully integrated with the Planon software suite. Planon Mobile Field Service App will be used by field technicians.
There is an EMMS sustainment team aligned with UBC's Integrated Service Centre for Workday and UBC IT Service Centre.
Access will be granted by submitting a ticket using ServiceNow and completing a request form.
Integrated Renewal Program (IRP) and Workday
Visit the Integrated Renewal Program web site for answers to your questions about Workday; how to access your pay stub and tax forms, submit expense claims, apply for jobs, update personal and benefit information and other routine HR and Finance tasks. Watch the video that provides and overview of IRP and Workday.