Asset Management at HUD in

50 States Made Easy

Curtis Roberts – U.S. Department of Housing and Urban Development

Ronnie Elmore – Pyramid Systems, Inc.

Agenda
 HUD Overview
 FIRMS Overview
 FIRMS Infrastructure
 Cradle to Grave Asset Management
 Future Plans
 Questions
HUD Overview
 9,500 Employees
 80 Field Offices
 350 Users
 70,000 + Items
FIRMS Overview
 ARCHIBUS/FM Applications:
 Real Property & Lease Management
 Space Management
 Furniture & Equipment Management
 Building Operations Management
 Finance Management (Custom Module)
 Impetus for Implementation:
 Previous inventory system inadequate
 OIG identified asset management weaknesses
 Benefits Gained:
 Enterprise-level solution
 Real-time, nationwide access to most current data
 JFMIP, A-127, FFMIA compliance
FIRMS Infrastructure
(Architecture)

 HQ Users –
ARCHIBUS
Client-Server Application
Workstation Server

 Field Office Users –

Web Overlay
Database
Server

 Oracle Backend Intranet

Workstation
Web Server
FIRMS Infrastructure
(Security)

 The FIRMS security rules are

based upon a user’s
geographical jurisdiction: i.e.
any location-specific
information is restricted to only
those locations a user has
authority over.

 There are eight levels of data

access rights defined for
FIRMS: No Data Access,
Building, Site, Region, ARD,
ASC, Field, and Departmental.
Cradle to the Grave Asset Management

 Palm Scanner Integration

 Receiving & Shipping
 Custody Receipts
 General Ledger Reconciliation
 Excess & Disposal
 Reporting
Cradle to the Grave Asset Management
(Palm Scanner Integration)

 Palm OS-based laser

scanner

 Customized COTS
application integrates with
ARCHIBUS

 Data-validation controls
present at point of
collection
Cradle to the Grave Asset Management
(Receiving & Shipping)

 Receiving
 Equipment barcoded by HUD Personnel at
loading dock
 $1000 or more
 Sensitive items

 Shipping
 Item flagged as shipped
 Can’t be managed by receiving location until
accepted as “received”
Cradle to the Grave Asset Management
(Custody Receipts)

 Link asset to Custody

Receipt and to
employee
 Manage and print from
ARCHIBUS
 Maintain document
trail for assets issued
on personal charge
Cradle to the Grave Asset Management
(General Ledger Reconciliation)

 Three way collaboration

A/FM
between Procurement Systems,
General Ledger System, and
Property Management System
Procurement

 Verify all money spent on

Personal Property is accounted
for in Property Management General Ledger
System (ARCHIBUS)
Cradle to the Grave Asset Management
(General Ledger Reconciliation)

 Link Equipment to associated

Purchase Order

 Compare amount spent on

Purchase Order with Total
Equipment Value

 Link Purchase Orders with

General Ledger Obligation
Numbers

 Compare General Ledger

Money Spent with ARCHIBUS
Equipment Value
Cradle to the Grave Asset Management
(Excess & Disposal)

 Link assets to
forms (SF120,
122, 126)

 Manage and print

from ARCHIBUS

 Maintain
document trail for
disposed assets
Cradle to the Grave Asset Management
(Reporting)

 Capitalized Depreciation

 Enforces complex
depreciation policies
 View and print report in
A/FM
 Export to Excel for
electronic distribution
 Provided to HUD CFO
every Quarter
Cradle to the Grave Asset Management
(Reporting)

 Acquired/Disposed
Equipment

 Total Inventory
Value

 Equipment Listing

 S&E/WCF
Equipment
Summary
Future Plans
 Property Branch
 Integration w/ HP OpenView
 Scanner Upgrade

 Agency Wide
 Telecommunications Module
 Preventive Maintenance
 EO 1927
Questions?