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Pennsylvania State University FAMS Maximo Upgrade

The Pennsylvania State University was founded in 1855 as a public, land-grant research university with campuses and facilities throughout Pennsylvania. Penn State conducts teaching, research, and public service. Its instructional mission includes undergraduate, graduate, professional and continuing education offered through resident instruction and online delivery.

Penn State partnered with Electronic Data (EDI) to support their long-term vision of implementing an Enterprise Asset Management (EAM) system that allowed for optimized and effective asset management by pairing industry best practices with the best suited tools on the market. Penn State’s stated goal was to transform from a maintenance practice into an asset management practice. This goal needed the support of quality processes, tailored solutions and a mindset of continuous improvement, which EDI was selected to help implement and support. This project has supported Penn State in establishing themselves as a cutting edge, high-performance educational institution among its peers by the use of effective asset management practices.

Scope of Work Included:

Penn State’s goal of continued growth within the University Office of the Physical Plant (OPP) needed the establishment of a single-organizational, multiple-site configuration across the University Park and three (3) Commonwealth campuses. EDI worked in support of PSU’s vison to successfully re-implement its EAM Maximo installation to 7.5 and provide the ability to use Maximo 7.5 consistently and share data across the four (4) organizations.

EDI performed a re-implementation of the EAM service for the University, consisting of the implementation of Maximo 7.5 for Penn State’s University OPP. The technical re-implementation included installation, configuration, management of data migration, data scrubbing and loading, cost effective deployment of mobile, training, and go-live support. EDI also provided functional services to the University as well, such as sharing and establishing best practices in asset management with Penn State, helping to drive cultural change management and establishing key performance indicators (KPIs) for PSU to track live-time and historic performance.

The re-implementation was executed on the heels of an organizational assessment related to Asset Management, also performed by EDI. As part of the assessment, EDI evaluated Penn State’s current Maximo 4.1.1 implementation, including business processes, system configurations, and data quality. EDI helped Penn State document an Enterprise Asset Management Road Map and produced a Gap Analysis Report to serve as the foundation and guiding document in the re-implementation effort.

EDI successfully upgraded Penn State’s OPP to Maximo v7.5 from v4.1.1, migrating the 4.1.1 data structure to the updated platform, and ultimately establishing a stable IT environment that created and maintained the required business continuity to the end user. Penn State’s Maximo installation was highly customized to handle PSU’s complex and tailored business processes, consisting of many database triggers and integrations with other software packages and systems. EDI implemented current best practices, which included the use of new functionality, features and interface with existing applications to minimize the level of change. A cost-effective mobile solution was also deployed that supported current work being accomplished with Syclo Mobile Work and Inventory Manager at the time of the upgrade. EDI was responsible for work related to IT infrastructure, configuration controls, and training of key staff that supported the initial deployment.

Upon completion of the full upgrade and re-implementation, Penn State had an established Maximo 7.5 platform that would allow for successful and optimized integrations. EDI assisted PSU in recreating existing integrations/re-implementing current functionality to replace the need for any external systems or third-party products. Integration services provided by EDI included systems such as Projects (ORACLE), VM – OPP legacy accounting/financial/billing/human resources and time attendance systems (DB2), Sage Timberline Office (PERVASIVE), Primavera Project Management – P3e (ORACLE), and many others. EDI also worked with PSU to design and create a de-normalized copy of its Maximo data, with appropriate extract procedures for continued population as required, that represented the relevant components of Maximo used by PSU.

Since completing the upgrade and re-implementation project, EDI has engaged in several other efforts with Penn State. In late 2014 to early 2015, EDI developed and deployed a number of enhancements to the Syclo Mobile Work Manager product and also developed an integration to Docfinity, Penn State’s document management system. In addition, EDI provided on-demand, enhanced support services to address a number of enhancements and changes as Penn State’s use of the Maximo system continued to grow.