CAFM Solution Demo Script - California Courts
CAFM Solution Demo Script
This script is provided as a basic outline of the functionality the review team would like to see demonstrated. Vendors are encouraged to create appropriate demonstration data. Bracketed lines are unscripted topics for discussion the review team would like the vendor to address within the context of that point in the demonstration.
User Administration
1. Create a new Full-Access User
2. Create New Read-Only User
3. Create new maintenance manager user
4. Create new space planner user
5. Create new maintenance technician user
Property Portfolio Management
6. Create New Property
7. Create New Property Grouping
8. Search for Property Meeting Criteria
9. Display Property Drawing / Documents / Photos
Facilities Condition Monitoring
10. Enter Field Survey data into Handheld or Notebook
11. Synch Field Survey Data
12. [vendor to describe field platform synchronization]
13. Demonstrate how conflicting data uploads are handled.
14. Demonstrate how data checked-out to the field platform is viewed while online…i.e. is checked-out data locked?
15. Display Maintenance Backlog for a given Facility
16. Show Cost of Deferring Repairs
17. Show repair issues across properties
Program / Project Management
18. Create a New Project
19. Create a New Project, based on a Template
20. Create a Construction Project Budget
21. Get Construction Project Budget Approval
22. [vendor to discuss workflow refusal and alternate paths]
23. [vendor to discuss branching workflow approval based on data values ]
24. Issue Project for Bid
25. [vendor to discuss methods to support varying bid / award types]
26. [vendor to discus system support for whole-project sub-contracting ]
27. [vendor to discuss notification of vendors of new RFP’s]
28. Receive/ Log/ Enter Bids
29. Engage Contractor
30. [vendor to discuss what actions can take place on contract engagement. I.e. can documents be attached to an action and sent?]
31. Post Field Report with Construction Photos
32. Receive / Log / Enter Construction Invoice
33. Compare planned project timeline with actual
34. Approve Invoice for Payment
35. [vendor to discuss, Demonstrate Interface Methods]
36. Show Project Budget vs. Earned vs. Committed vs. Spent Status.
37. Show Budget vs Actual Spend Status Across Multiple Projects
38. Show Project Tasks/ To-Do list
39. Route a Task to a User
Lease Administration
40. Enter (selected) Lease Abstract Information
41. Store a Lease Image or Document
42. Display Future (one year out) Lease Costs
43. Display Future (term of lease) Lease Costs
44. Graphically display future lease committments
45. Display Schedule/Report of Expiring Leases and expiring leased square footage
46. Display Lessor/Lessee Responsibility Matrix/Entries
47. [vendor to discuss tie-in (if any) of responsibility matrix to mainteneance modules]
48. [vendor to discuss who (what user role) can modify task ‘bubble-up’ to others?]
49. Pay Rent
50. Collect Rent
51. [Discuss, Demonstrate Interface Methods as it relates to rent]
52. Show Lease Area on a Drawing
53. Enter a Lease Critical Date
54. Cause a Critical Date Reminder to be Dispatched
55. Take Action on Critical Date – Show Result
56. (e.g. exercise the lease option the reminder was sent about)
57. Show prior lease workflow actions taken (i.e. prior month, prior year etc)
Space Management
58. Show Floor Plan with Organizational and Individually Assigned Spaces
59. Color Floorplan Based on Occupying Organization
60. Color Floorplan Based on Space Categorization
61. Reassign the Organizational Tenant in a Space, from a Database Text Entry Screen.
62. Show the Updated Colored Floor Plan Reflecting the Occupant Change
CAD Integration
63. Open an Asset/ Equipment Details Screen
64. Identify the Drawing on Which this Individual Item is Located.
65. Open the Drawing and Zoom to the Item
66. Show open work orders on a floor.
Maintenance Management
1 Work Request
1. Open the work request application
2. Enter a work request
3. Enter a duplicate work request, as a different user.
4. Review a previously entered work request – view action taken
2 Demand Maintenance
5. Login as maintenance dispatcher, or equivalent role.
6. Review work requests
7. Consolidate several duplicate work requests into one work order.
8. Create a work order meeting criteria for auto-dispatch
9. Show status of dispatched work order.
10. Manually assign a work order to a technician.
11. Refuse a work request; report that the issue was previously reported and assigned
12. Login as a maintenance technician
13. Review work orders assigned to you.
14. Update status of work orders.
15. Mark one as complete.
16. Mark another as requiring spare parts.
17. Show spare parts order.
18. Login as maintenance call center operator
19. Show open work orders in a given facility
20. Create a service request on behalf of caller.
21. View, group and sort work orders.
3 Planned Maintenance
22. Show equipment categorization structure
23. Create a new equipment type
24. Enter the PM Schedule for the new equipment type.
25. Create and activate a new instance of the newly created equipment type.
26. Generate PM Work orders for a single facility for the next calendar month.
27. View PM Work Order schedule.
28. Show (if any) maintenance task shadowing
29. Filter PM schedule by facility/ by vendor/ by work type
Asset / Equipment Management
67. Create a new equipment item.
68. View maintenance and assignment history on an existing equipment item
69. View cost history & present value of an equipment item
Tools / Parts / Materials Management and Requisitioning
70. Checkout a tool to a maintenance worker
71. Order a part to complete a work order
72. Re-assign a serialized part / material from one asset to another
73. Show interface to view stock levels
74. Change the reorder stock level for a part or consumable
75. Show the total dollar value of present unassigned part/material inventory
Facilities Purchase Requisitioning
Move Management
76. Create a planned moved to consolidate a dispersed department
77. Generate a report or otherwise identify the total space the dispersed department occupies
78. Locate vacant, contiguous space to house the department
79. Layout the new space
80. Generate the work orders to execute the move
81. Mark the move as complete
82. Show the same report as step one, showing the department consolidated.
Document Management
83. Login as a full-access user
84. Check-in a floor-plan
85. View the floor plan.
86. Login as a read-only user
87. View the floor plan
88. Attempt to modify or check-in a replacement floor plan
Operational Reporting and Modeling
89. [vendor to discuss the overall reporting strategy & how handled – what is the preferred report tool]
90. [vendor to bring printed sample reports, particularly those related to this demo]
91. [vendor to discuss support for scheduled reports]
92. Display a menu of previously run, stored reports available to view.
Data Browsing and EIS
93. Login as a user with read-only access
94. Select one property
95. View all open construction projects on that property
96. View the details of a specific project on that property
Other
97. Create a new workflow.
98. i.e. send warning to user 3 months before lease expiration.
99. Modify an existing workflow
100. Change the dollar limit on a route-for-approval path
101. Change the security access for a user
102. [vendor to describe security model & how administered]
103. Change a user from Read-Only to full access, demonstrate result.
104. Change permissions, for a single screen, or class of screens, for a user or group from:
105. Fully hidden to
106. Read only to
107. Read/Write access
108. Can a business user add data fields? Where (what table) do they go? Demonstrate.
109. Is there an interface to modify report parameters, that does not involve report coding? Demonstrate. (i.e. change the selection set an existing report is based upon)
• The vendor is encouraged to provide a self-running or guided demo on a CD or website.
• The vendor is encouraged to bring a data map, or data dictionary, which can be shared with the review team.
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