Last updated: September 15, 2023
Since the launch of Planon, UBC’s Enterprise Maintenance Management System in November 2020, Planon Stream 1 extension project was created to deliver enhancements and new functionalities within Planon. The project is divided into various Releases.
Planon Stream 1 extension project’s Release 1 to 6.2 are now complete with the final two releases to be completed in October and November. Once completed, full Planon support will be transitioned to Customer Services & Informatics’ EMMS Sustainment team by the end of December 2023 .
Release 1 & 2
Delivered enhancements to Planon Hazards, and Contracts & Service Level Agreements.
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.
Live as of November 1, 2021, release 3.2 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.
Live as of 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.
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.
Live as of November 7, 2022, the introduction of two new integrations. The first an Urban Asset integration, sometimes referred to as Urban Asset Service. This is an integration from ArcGIS to Planon. It allows data in common urban asset fields found in Planon, to be automatically updated daily from ArcGIS e.g. expect any changes made on one day to show up in Planon the next day. This is applicable to all EWS assets and 11 of the Municipal assets.
The second a Customer integration. This is an integration from Workday to Planon. Which will run daily and automatically updates changes or adds new items to Customer data within Planon.
Both integrations eliminate the need for Finance and Asset Administrators to manually update Planon.
Part of this release also included the creation of planned preventative maintenance plans within Planon for the Municipal team. This allows key assets to be managed through Planon back office and PMFS mobile app, rather via paper or spreadsheets.
Live as of January 21, 2023, an External Customer billing interface was created. Associated changes within Planon included the amendment of the External Service request form to include the Customer and customer contact and the introduction of tax categories. This will allow Finance to bill External clients directly from Planon through workday and reduce manual processing. Finance will run the interface for the first time in May 2023.
Live as of March 14, 2023, a number of changes to support the External Customer billing integration processes were applied. For example, Product items within Planon were updated with the appropriate applicable tax codes. Meaning within Order lines and requisition lines, if an item is selected via the Item field, the VAT tariff field of the item will be now be automatically populated with the appropriate tax code. If a user does not add a product from the product list, the appropriate tax code should now be selected e.g. as per the receipt received from the supplier. For select items e.g. Building permits, Campus security, IT charges within order lines, new generic Technician codes starting with D000 were also added for use.
Live as of May 2023, work was completed which allowed fuel consumption from UBC fuel pumps, logged via the Fleet Data system, to be automatically billed with Planon. This eliminated the manual steps to create and process 500+ requisition lines within Planon monthly. The change included new standing orders and updates to the Fleet Data system references. Note: Fuel sales prices adjustments based on invoices remains a Stores task.
Live as of August 2023, a new waste collections gadget containing waste forms and a new system extension was added. These changes allow drivers to input waste collection quantities directly into electronic forms via Planon. An automated process using the new extension, triggered by Municipal Services’ Waste Management Head, will create order lines ready to be billed within Planon. The new features; eliminate manual inputting of order lines by the clerical team, migrated into Planon previously UMS billed waste collections, reduces the majority of Finance’s manual billing in Planon, and makes reporting and analysis quicker and more accessible. The change included the creation of new waste collection; service scheduler orders, standard orders, standing orders, and waste request type.
Anticipated to go live in October 2023, Planon will be enhanced to create detail billing information from all transactions on internal and external customer Orders. This will be turned on in Planon for Chemistry Stores and Municipal Services’ Waste Management, with the information sent over to Workday. The internal customers will be able to see detailed charges in Workday in the Internal Service Delivery (ISD) and associated ISD reports. The external customers will be able to see detailed charges on Customer Invoices sent to them from Workday. These changes should reduce client queries to Finance and Chemistry Stores.
Anticipated to go live in November 2023, Planon will be configured to schedule the automatic creation of billing lines (bulk billing) for all transactions on Orders. Another configured schedule will automatically send Planon billing lines to Workday, to create ISD entries and Customer Invoices at month end. These changes will eliminate manual tasks completed by the EMMS Sustainment Team at month end.