The document discusses the implementation of an Asset Management unit at the University of California Berkeley. It describes how the unit will oversee facility maintenance and renewal using a regional approach. Facilities will be divided into regions, each with an asset manager responsible for maintenance in their area. The unit has begun a building condition survey, created a pilot region, and plans to implement the Unifier software system to track asset data and work activities by region. The presentation provides details on the 90/90 building survey, region pilot program, and plans for using Unifier to manage asset and project data.

1. REMINDER
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Asset Management Using Unifier's
Configurable Manager
Prepared by:
Greg Colf
Associate CIO – Real Estate
University of California Berkeley
Manage organizational assets and
track facility and asset condition
assessment. Understand the
Configurable Manager functionality
Session ID#:
@j_josephine

2. About UC Berkeley

3. About UC Berkeley

4. Asset Management
Asset Management will provide a planned
approach to facility maintenance and renewal
with an emphasis on primary accountability,
ownership and effective execution.
The Asset Management unit will:
 Oversee the maintenance and renewal of our building and utilities
 Provide long range planning for ongoing renewal
 Create a database of knowledge about our facilities
 Create a culture of ownership and accountability around the
oversight of our facilities
 Move the campus from a reactive to a planned maintenance and
renewal model

5. The Asset Management Unit
The Asset Management unit will be responsible for:
 Building maintenance planning and oversight
 Maintenance and custodial quality control
 Seismic program management
 Capital renewal program
 Warranty and claim tracking
 Facility data management
 Vendor maintenance programs
 Preventative maintenance planning
 Facility reinvestment planning
 Renewal and maintenance projects

6. How will it work?
Region concept
 The campus will be divided into 8 or so regions based on geography and type
 Each region will have a regional asset manager who will be responsible for:
• Facilities Services work order assignment and oversight
• Preventative maintenance coordination and oversight
• Custodial and grounds QC
• Coordination of monthly maintenance
• Warranty tracking and claims
• Renewal/maintenance projects
• Renewal planning
• Blanket contract coordination
• Facility data management
 The regional manager will work with existing building staff to coordinate efforts but will be
responsible for all non-program driven work

7. Facilities Services Teams
Team concept
 Facilities Services will provide teams of trade staff to the regions
 The Asset Manager will prioritize the work to be done by FS staff
 The Asset Manager will confirm the execution of the work by the assigned
team
 The team and the Asset Manager will be accountable to each other and to
the occupants of the building

8. Implementation Progress
■ 90 in 90 Building Condition Survey
■ Region pilot program
■ Unifier Solution

9. 90 in 90 – Building condition surveys
90/90 was the beginning of a data compilation and analysis effort to determine the existing
condition and required maintenance and renewal for all the campus facilities
■ 90 in 90 consisted of:
▪ Walkthroughs
▪ Building manager meetings
▪ Surveys of Facilities Services staff, the Fire marshals office and other campus units
■ Several FY15 Capital Renewal projects and programs were derived from the results
including:
▪ Window, paint, restroom and duct cleaning programs
▪ Exterior waterproofing projects
■ The 90/90 data will be maintained by Asset Management and will become increasingly
informative

10. Region Pilot Program
 The first region created this Fall 2014 at the College of Engineering
 Facilities Services staff report to the Asset Manager in January for this
region
 Another 3 or so regions should be in place by Summer of 2015
 The final regions will be brought in during the remainder of 2015

11. Unifier Solution
 Initially implemented for project management on campus
 Needed organizational for Asset and Region data
 Building and related data already in place
 Users are familiar
 Flexible development environment
 Reporting and dashboard functionality
 Relation to corresponding projects
 Limited sharing and collaboration options
 Binders
 Box
 File shares

12. Unifier Solution
 Phase I
 Build Shell Structure
 Track 90 in 90 Facility Observations, condition surveys, and images
 Log work activity as identified by Asset Manager
 Link work activities with current work orders and projects
 Create central repository for all related documents
 Provide consolidated reporting on status across buildings and regions

13. AM Organizational Structure
■ Asset Management
▪ Buildings grouped in
regions by function or
proximity
▪ Buildings are tagged by
Region
▪ Asset Manager assigned
to each region
▪ Observations and work
activities tracked by region
■ Unifier Shell Structure
Image HERE

14. Observations
■ Initially collected in paper
and electronic spreadsheet
form
■ Linked to individual
buildings
■ Included condition and
priority ratings
■ Linked with photos, assets,
and surveys
■ Unifier Observation Image
HERE

15. Work Activity
■ Asset Manager uses to
▪ Identify and track new
issues
▪ Link to Facilities work
orders
▪ Link to Unifier projects
▪ Resolve observations
■ Unifier Work Activity Image
HERE

16. Demonstration
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17. Q & A
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