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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