State Building Asset Management
In 2015, the Department of Accounting and General Services (DAGS), in collaboration with the Office of Enterprise Technology Services (ETS), successfully launched the State Building Asset Management (SBAM) system, an integrated inventory management system for more than 6,000 state-owned or operated buildings, facilities and other similar structures.
Live since September 2015, SBAM (pronounced “S-bam”) now provides a centralized, “big picture” dashboard view for officials to use to make informed asset management decisions. In addition to building asset categories, SBAM maintains information that includes initial service date, building aliases, land parcel data, and square footage. The program also uses data from the Office of Planning’s Hawaii Statewide Geographic Information System (GIS) Program, and plans are underway to add legislative district and ceded land data.
From Excel Speadsheets to a Shared Database
The project team overcame a major challenge, in that building information was stored by more than three dozen state agencies. The team met with each of these agencies to understand their data characteristics, supporting each of them in data cleanup, characterization, and migration to SBAM.
“The SBAM project team needed to understand the diverse reporting needs based on the nature of different departments’ capitol asset inventories and their current method of reporting and recordkeeping. While a few agencies utilized an asset inventory software system, most were in actuality employing Excel-type spreadsheets, which are not designed for the retention of this type of data.” — Todd Nacapuy, CIO, State of Hawaii
To facilitate continued maintenance of data, user training sessions were provided in September to onboard a total of 96 registered users authorized in the system. The focus was to allow users to review and edit data and to implement change control process as well as evaluate future implementation of workflow processes. As a result, within one month of SBAM’s launch, an estimated 98 percent of state buildings, facilities and site assets are already logged into the system.
Other enterprise-wide IT efforts have enabled the success of the project. The ETS-led Active Directory (AD) initiative allows executive branch users to utilize single sign-on through the state’s AD network with permissions to edit data sets granted and managed centrally. Designated users from the departments will also be able to manage their data directly in the live software.
In accordance with Act 110, SLH 2013, the objective of the asset management project was to identify and implement a system that would provide control and accountability over capital assets while also providing capacity to build out additional capability for other kinds of assets and the work associated with them.