Asset Management at HUD in 50 States Made Easy

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Asset Management at HUD in 50 States Made Easy

• Curtis Roberts U.S. Department of Housing and
  Urban Development
• Ronnie Elmore Pyramid Systems, Inc.

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Agenda

• HUD Overview
• FIRMS Overview
• FIRMS Infrastructure
• Cradle to Grave Asset Management
• Future Plans
• Questions

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HUD Overview

• 9,500 Employees
• 80 Field Offices
• 350 Users
• 70,000 Items

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FIRMS Overview

• ARCHIBUS/FM Applications
• Real Property Lease Management
• Space Management
• Furniture Equipment Management
• Building Operations Management
• Finance Management (Custom Module)
• Impetus for Implementation
• Previous inventory system inadequate
• OIG identified asset management weaknesses
• Benefits Gained
• Enterprise-level solution
• Real-time, nationwide access to most current data
• JFMIP, A-127, FFMIA compliance

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FIRMS Infrastructure(Architecture)

• HQ Users ARCHIBUS
• Field Office Users Web Overlay
• Oracle Backend

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FIRMS Infrastructure(Security)

• The FIRMS security rules are based upon a users
  geographical jurisdiction i.e. any
  location-specific information is restricted to
  only those locations a user has authority over.
• There are eight levels of data access rights
  defined for FIRMS No Data Access, Building,
  Site, Region, ARD, ASC, Field, and Departmental.

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Cradle to the Grave Asset Management

• Palm Scanner Integration
• Receiving Shipping
• Custody Receipts
• General Ledger Reconciliation
• Excess Disposal
• Reporting

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Cradle to the Grave Asset Management(Palm
Scanner Integration)

• Palm OS-based laser scanner
• Customized COTS application integrates with
  ARCHIBUS
• Data-validation controls present at point of
  collection

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Cradle to the Grave Asset Management(Receiving
Shipping)

• Receiving
• Equipment barcoded by HUD Personnel at loading
  dock
• 1000 or more
• Sensitive items
• Shipping
• Item flagged as shipped
• Cant be managed by receiving location until
  accepted as received

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Cradle to the Grave Asset Management(Custody
Receipts)

• Link asset to Custody Receipt and to employee
• Manage and print from ARCHIBUS
• Maintain document trail for assets issued on
  personal charge

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Cradle to the Grave Asset Management(General
Ledger Reconciliation)

• Three way collaboration between Procurement
  Systems, General Ledger System, and Property
  Management System
• Verify all money spent on Personal Property is
  accounted for in Property Management System
  (ARCHIBUS)

A/FM
Procurement
General Ledger
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Cradle to the Grave Asset Management(General
Ledger Reconciliation)

• Link Equipment to associated Purchase Order
• Compare amount spent on Purchase Order with Total
  Equipment Value
• Link Purchase Orders with General Ledger
  Obligation Numbers
• Compare General Ledger Money Spent with ARCHIBUS
  Equipment Value

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Cradle to the Grave Asset Management(Excess
Disposal)

• Link assets to forms (SF120, 122, 126)
• Manage and print from ARCHIBUS
• Maintain document trail for disposed assets

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Cradle to the Grave Asset Management(Reporting)

• Capitalized Depreciation
• Enforces complex depreciation policies
• View and print report in A/FM
• Export to Excel for electronic distribution
• Provided to HUD CFO every Quarter

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Cradle to the Grave Asset Management(Reporting)

• Acquired/Disposed Equipment
• Total Inventory Value
• Equipment Listing
• SE/WCF Equipment Summary

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Future Plans

• Property Branch
• Integration w/ HP OpenView
• Scanner Upgrade
• Agency Wide
• Telecommunications Module
• Preventive Maintenance
• EO 1927

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Questions?