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U.S. Department of Health and Human Services

About FDA

Archibus Facility Management System Implementation (1)

Description: The Archibus Facility Management System is an agency-wide system used to manage real property information and processes, including a comprehensive asset inventory, space planning and management, lease administration and preventive maintenance.

Accomplishment: Each of the components of this Key Project (below) enabled the implementation of a facility management system that supports the FDA’s ability to efficiently provide space to staff hired to achieve FDA’s public health mission and to improve the reliability of the operations of FDA-owned buildings and sites. More specifically, Archibus allows the Agency to accurately predict available space and determine building and Center/Office utilization rates. Tracking lease information accurately makes it possible for the agency to better leverage available resources, and forecast future needs. More efficient and effective preventive maintenance results in prolonged equipment life as well as a decrease in cost for equipment repair and/or replacement. Efficiently utilizing FDA space and proactively maintaining FDA-owned facilities to ensure operational reliability are critical to supporting FDA’s work to protect the Nation’s health, security, and economy. Key accomplishments of this project include:

• The Archibus software upgrade was released and moved to the production server after extensive testing with no impact to the end users in 2009. The upgrade provided end users with system enhancements, more applications, and improved functionality.

• Interfaces between Archibus and the agency on-boarding system, eArrive, and the agency Enterprise Administrative Support Environment (EASE) system were implemented from October 2009 to October 2010. This created a real-time line of communication/data sharing between the three systems that is essential to on-boarding new employees and contractors, and to managing employee location data needed for space planning and management activities.

• The lease administration module implementation was complete by October 2010. Archibus is being used to track agency lease information and monitor expiring leases.

• The building operations module, for tracking preventive maintenance on equipment at FDA owned sites, was implemented between December 2009 and June 2012. Implementing the building operations module is an extraordinarily complex process that has included a pilot at FDA’s Jefferson Labs Complex. Prior to the pilot, data was collected for thousands of pieces of equipment, including descriptions, identification numbers, and required frequency of preventive maintenance. During the pilot, policies and procedures were written and revised for implementation at the remaining sites: Muirkirk Road Complex, Irvine, and Dauphin Island. Although all sites have been fully implemented; policies and procedures continue to evolve with input from each of the locations.

Briefing Status: COMPLETED

Prior Briefing Status: DELAYED

Milestone DescriptionMilestone DateMilestone StatusMilestone Completion Date

A. Upgrade software release and move to production server

 

1. Upgrade to version 18.1, test and move to production server

11/20/2009

Completed 11/20/2009

2. Procure annual software subscription renewal

9/15/2010

Completed 9/15/2010

B. Implement interface with eArrive (Automated Employee Process [AEP])

 

1. Pull room number data from Enterprise Administrative Support Environment (EASE) for every building involved in pilot

10/9/2009

Completed 10/9/2009

2. Develop business process, policy, and method for updating location information

12/31/2009

Completed 12/31/2009

3. Install EASE interface

12/31/2009

(7/2/2010)

Completed 6/25/2010

4. Enter room number for every FDA Building - Interface complete

3/31/2010

(10/1/2010)

Completed 10/1/2010

C. Implement Lease Administration Module

 

1. Receive new Lease Administration Module (procured in FY2009)

11/30/2009

Completed 11/30/2009

2. Create scenarios, dashboards, and views for intended users

1/30/2010

(9/24/2010)

Completed 9/17/2010

3. Train intended users and provide access to system

2/27/2010

(10/29/2010)

Completed 10/28/2010

D. Implement Building Operations Module

 

1. Pilot implementation at Jefferson Labs Complex (JLC)

12/31/2009

(12/31/2010)

(4/30/2011)

Completed 4/30/2011

2. Develop implementation plan for remaining owned sites (Muikirk Road Complex; Irvine, CA; and Dauphin Island, AL)

6/30/2010

(6/30/2011)

Completed 5/23/2011

3. Move from pilot to full implementation at Jefferson Lab Complex

6/30/2010

(6/30/2011)

(10/31/2011)

Completed 10/30/2011

4. Full implementation at three remaining owned sites (Muirkirk Road Complex; Irvine, CA; and Dauphin Island, AL)

3/31/2011

(3/31/2012)

(5/31/2012)

Completed 6/25/2012

Footnotes

  • (1) The dates in italics under the milestone due dates are revised milestone due dates which had to be updated due to real-time delays. The milestone status reflects the revised due dates.

Key Projects Legend

Milestone StatusDefinition
Not Yet StartedWork for specific milestone has not yet been started.
CompletedMilestone and/or overall project is completed.
On TrackMilestone - On track for completion by milestone deadline. Quarter status - Project is on track for completion based on overall milestone status.
On HoldMilestone - On hold, but deadline for completion has not passed. Quarter status - Project is on hold, based on overall milestone status.
DelayedMilestone - Delayed as it has not been completed and deadline has passed. Quarter status - Project is delayed based on overall milestone status.

Glossary

Note: The data provided on this website is produced on an ongoing basis for performance management purposes and is subject to change due to updates of preliminary estimates, corrections, or other reasons. In addition, FDA may change the type or amount of data provided on this website at any time. Information marked as "Completed" may include measures and/or key projects for which activities are ongoing but no longer tracked as part of FDA-TRACK.