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Modernizing a federal facilities management system

A comprehensive facilities management system to support federal policies, procedures, and programs across 11 regions

The Office of Facilities Management (OFM) of the U.S. General Services Administration (GSA) had a great business need for a standard maintenance system that fell in line with directives from the Public Building Service (PBS) and the GSA. Existing regional systems were highly problematic and involved disparate data sets and manual paper- and email-based processes. ICF built and deployed a revolutionary cloud-based system that changed the game for how the OFM manages its exceptional workload.

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Challenge

Create a single, customer-facing system for standardizing all OFM service requests, work orders, analytics, preventive maintenance, and inspections.

Solution

Develop, deploy, support, and enhance the National Computer Maintenance Management System (NCMMS) to track over 1 million assets and 10 million work orders.

Results

The NCMMS enabled PBS to retire redundant, costly building management solutions and processes.

863

OFM requirements met upon initial system release

35

additional system releases delivered over the first five years

$2 million

annual PBS savings

Untangling confusing processes

“The team implemented an archiving solution and custom business rules that seamlessly archived data over 13 months old (49.5% of production data), while still enabling it to remain accessible. With over 300M records sent to GSA’s Optim archive, this was one of the largest Maximo archiving projects in the world.”

— Contracting Officer, GSA

Prior to the development of the NCMMS, the OFM operated under a confusion of asset management systems. For the organization to meet recent federal standardization directives, they needed a secure, cloud-based system where employees and stakeholders could monitor environments, costs, and requests on schedule.

Maximizing security and support

ICF not only provided hosting solutions through Amazon Web Services (AWS), but also provided AWS architects to ensure the solution was engineered to maximize security, uptime, and availability. This included support for disaster recovery, along with backup and restoration capabilities. In addition, ICF leveraged a range of tools to monitor, evaluate, and support the NCMMS environment—including a mobile app that allowed users to enter data in real-time.

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Saving money through efficiency

Using the NCMMS, PBS was able to save an estimated $2 million annually. In addition, OFM acquired a complete, consistent, and accurate list of equipment inventory and maintenance history that was effective and easy to use. For this work, ICF received the 2014 GSA Office of Small Business Utilization Protégé of the Year Award.

Our experts

  • David Marcus – Program Manager
  • Gina Vayavananda – Maximo Solution Architect
  • Julian Benjamin – Maximo Infrastructure Engineer
  • Oscar Gonzalez – Maximo SME
  • Derik Robinson – Maximo Developer, Tier 3 Support, Mobile SME
  • Zhe Yong – AWS Cloud Engineer
  • Lindsey Mitchell – Linux Systems Engineer
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