CMMS Q & A
Is there a specific data format required for the data i.e. SQL?
Is a web-based, "Software as a Service" (SaaS) solution an acceptable format?
Yes, we will consider SAAS. Data format here is not a major concern as long as we can import and extract real time & in batch. We would prefer to use web services for import.
In order to provide an accurate cost for
licenses, can you please provide a number of logins you will require for full
users?
CSC – not more than 15
PSC - not more than 15
WSC – not greater than 15
I understand that departments will be
requesting work to be accomplished. Can you advise on the number of individuals
that will require this ability?
CSC - 125
PSC - 125
WSC - 125
Have you received other questions and are the
answers posted on the website? I only saw the RFP.
As provided for in the RFP’s “Schedule of Key Events” all questions and responses will be posted to the NSCS website by February 1, 2012.
Can you tell us what other systems are present
that will require integrations with the CMMS you select? Is it the intent that
these integrations are in-place prior to commencement of the project or is their
development an acceptable part of the project?
The NSCS has not identified any integration to existing systems at this time. If an existing system is identified for integration (e.g. energy management, R25, ImageNow, or other) consideration for that work may be part of the project.
On concurrent users, please identify, how many core users are you anticipating to access the system? By definition these are strictly users whom will be controlling the work flow process. Requesters are not included in this number.
Of the total of amount of users, are these requestors and submitting only work requests?
How many concurrent technician users will need access only to their work orders?
CSC - 50
PSC - 40
WSC - 55
How many named technician users will need to have access to hand held capabilities?
A count of handheld users will be determined prior to implementation, but has not been established at this time. If cost estimates are driven by this response the NSCS will accept unit pricing that can be projected to appropriate need.
Will this system be client hosted or do you desire a solution that is hosted by the vendor?
Can you share what vendors have presented to your staff prior to the RFP process?
Staff has not viewed vendor overviews of product at this time. Facilities management team members have looked at product overviews, but not formal presentations from TMA, SchoolDude, and Tero.
Do you prefer a centralized system for all the campuses?
We expect to implement a system that is common to all colleges, but will allow individual branding. Please see Section III of the RFP for the specific Objective.
759002 – Are multi task WOs acceptable in this scenario, or is there an anticipated WO number difference between parent child work orders?
759021- Ability to link multiple pieces of equipment to a work order. –Q: Is this assumed to be a predefined group of items or assigning multiple equipment on the fly?
759058 - Ability to automatically level resources and allow for manual override. – Q: Please explain how the System would like for the Auto level of resources to work? Q: Is this current functionality?
We view resource as personnel and would like to have the ability to effectively reassign resource to areas with most critical need. Critical need will be defined within the system.
759061 – Ability to support rule-based labor scheduling. –Q: Please provide an example of how a rule based labor scheduling would be employed.
759224 – Ability to perform predictive maintenance analysis. – Q: Please further define the expected level of predictive maintenance that the system should provide.
We will be interested to understand the capacity of your system, but our expectation is to have a system that, with adequate input, can provide technicians with anticipated or predictable service events in the life of equipment that may play a critical role in the operation of the colleges. Additionally, system should be able to warn of exceptions to established operating tolerances.
Is this a wish list item or something currently being utilized by the System?
Page 12, item 759062: Can you provide an example of what you do now?
We do have a system to help with skills development, but would like to have the opportunity.
Page 16, item 759127: Can you provide an example of what you use now? If not, what are you trying to accomplish with this kind of tool? Are you looking for a Key and Access module?
Currently using a Best Lock key management system, home grown Access worksheets, and manually kept records at individual colleges. Yes, we are looking for a fully developed key and access module.
Page 16, item 759169 on page 16 Ability to provide multiple costing methodologies – are you asking if we support different mark ups (% or Fixed etc.) for different Store locations?
Develop Charge back to central stores and track costs, typically materials only.
Do you have a budget for this project that you can share?
How many users are there at each campus?
In addition to Appendix A, which sections of the RFP require a response?
Section VII states vendors must provide at least three client references and Section VIII states all costs must be disclosed and included.
Will you be converting any existing data? If so, does that include transactional history (i.e. work order history). If yes, do you want to see the information on the screen or just have available for reporting purposes?
The colleges have no legacy systems and will not require conversion of existing data.
Item 759127 states “Provides for an electronic multi-level access management tool”. Please provide additional information that helps us understand this requirement. Is this to support areas that personnel have access to? If this requirement is to support electronic key management, how is this supported today?
Control access to key module and buildings --- Currently using a Best Lock key management system, home grown Access worksheets, and manually kept records at individual colleges. Yes, we are looking for a fully developed key and access module.
Personnel access will be coordinated through existing sign on systems.
Item 759074 states “Ability to download data (for financial system)”. What is the financial system that you use today? Have you determined what data points will be integrated?
Reports only, we have determined this system will not integrate with our SAP financial system.
Item 759234 states “Ability to store and report on employee vacation, sick leave and personal holidays”. Do you have a human resource application in place today that tracks similar employee details and is it possible that an integration may be used to support the requirements listed for Personnel Tracking?
We do currently have a system in place that tracks vacation, sick leave and holidays. We do not anticipate integration to that system. We are most interested in providing employees a sign in system that will serve both time card function and provide unofficial reports for supervisors.
Item 759232 states “Ability to store employee ID/SSN as cross reference to payroll system”. What is the system that you use for Payroll? What information do you see being passed from our CMMS\EAM application to your payroll application?
Payroll system currently in use is SAP. SAP will remain the system of record. Any information that moves from SAP to CMMS will be a report load process.