New-Mexico-Campaign-Header

 

New Mexico GSD's Statewide Facilities and Asset Management through a Multi-Agency Approach

The State of New Mexico has recently deployed FacilityForce’s suite of Facilities and Asset Management solutions across multiple agencies and tenants, with great success.

"We can now pull the reports, pull the data, and point to something that's actually tangible. It's such a big difference when making all of my capital requests." 

A.SilvaAnna Silva
Deputy Cabinet Secretary
State of New Mexico, GSD FMD

New Mexico State CapitolThe New Mexico State Capitol

Topics:

1. Background
2. Challenges
3. Implementation
4. Timeline
5. Realized Gains
6. The Right Solution
7. What's Next
8. Award Winning

 

1. Background

The State of New Mexico GSD Facilities Management Division's processes were plagued by inefficiencies, inconsistent standards, and heavily reliant on paper processes.

This lack of standardized processes and procedures contributed to inefficiencies, inconsistent practices, untrustworthy data, and rising deferred maintenance costs statewide.

About New Mexico GSD's Facilities Management Division

The Facilities Management Division (FMD) maximizes existing resources to maintain, clean, operate and improve buildings, and preserve the grounds and premises of executive branch facilities under FMD jurisdiction located within the boundaries of the City of Santa Fe. Statewide, FMD is also responsible for asset management of more than 6.8 million square feet of space in over 800 buildings with an estimated replacement value of nearly $1.5 billion. The Division also leases 2.7 million square feet of privately owned space for state agencies with payable rent of $48 million dollars annually.
  • One of seven divisions within the General Services Department
  • 6.8 million square feet of space
  • Over 800 buildings
  • Replacement value of roughly $1.5 billion
  • Leases 2.7 million square feet of privately owned space
  • Payable rent of $48 milion dollars annually
To ensure that the citizens of New Mexico and state agencies receive the best value in life cycle facilities management by providing exceptional design, construction, operation and maintenance of state-owned assets and leased facilities. To provide clean, safe, energy-efficient work environments for our employees and customers and to support the sustainability, energy efficiency, and capital improvement of state facilities.

 

2. Their Challenges

Disparate systems spread statewide across multiple agencies Disparate systems spread statewide across multiple agencies resulted in a lack of standardized data and inconsistent practices.
Paper-Based-Processes

Paper-based processes meant contracts and purchases needed to be physically routed and returned. Obtaining the proper approvals would oftentimes take weeks.
Paper-Binders

Capital projects were being managed in project binders, making it difficult to collaborate and share information.
Prevent-Website-Downtime

Running systems until they fail without conducting any preventative maintenance. The process was always reactionary and constantly putting out fires. Some agencies didn't have any maintenance programs at all.
Decisions were being made without standardized or trustworthy data

Decisions were being made without standardized or trustworthy data. Asking for capital expenditures without the proper information was challenging.

Question:

What was running GSD facilities like prior to implementing the AssetWorks/FacilityForce IWMS system?

 

3. Implementation

FacilityForce's professional services team is made up of experienced project managers and implementation specialists who have extensive facility management and IWMS experience. They guided the State of New Mexico's Facilities Management Division through each of their upgrades and new service offerings.

Implementation List:

  • 90,000 Work Orders
  • 11,000 Assets
  • 5,000 Leases
  • 3,000 O&M Projects
  • 2,000 Capital Projects
  • 882 Buildings

"Having buy-in from not only the Governor's office, but also the agencies, helped improve our communication over the 8 month implementation. When we did go live, it was seamless. It was instant and there were no issues at all."

Anna Silva
Deputy Cabinet Secretary
The State of New Mexico GSD, FMD

Question:

How did the vision to consolidate facilities statewide come together and what did it take to get buy-in?

Question:

What were the significant steps and milestones while implementing the AssetWorks/FacilityForce IWMS system?

 

4. Timeline

  1. 2014
  2. 2016
  3. 2017
  4. 2018
  5. 2020
  6. 2023
  7. 2024

  1. Getting Started

    • • Work Management Implemented
    • • Customer Portal Developed
    • • Round 1 of 3 Facility Condition Assesments (550 Buildings)

  2. Expanding Capabilities

    • • Capital Projects Module Implemented
    • • FCA Module Implemented
    • • Lease Management Module Implemented

  3. Going Statewide

    • • Work Management Deployed Throughout the State
    • • Public Facing Reports Developed
    • • GIS Capabilities Initiated

  4. More FCAs

    • • Round 2 of 3 Facility Condition Assesments (80 Buildings)

  5. Even More FCAs

    • • Round 3 of 3 Facility Condition Assesments (40 Buildings)

  6. Multi-tenancy

    • • Integrations with their Financial System of Record Developed
    • • State of New Mexico - Department of Health joins in Multi-tenant Environment

  7. What's Next

    • • New Tenants to Pilot
    • • New Initivatives: Working with FCA Planning Needs Analysis Statewide & Deploying FacilityForce's Mobile Applications (Perform) Statewide
    • • New Modules: Engage Space & Engage Request

Ready to see what FacilityForce can offer your organization?

Our solution offers a multi-agency approach with a seamless integration to your organization's ERP system of record.

Let's schedule a quick chat.

 

5. Realized Gains

Visibility-Across-Your-Portfolio

#1) Holistic Approach

  • Able to manage the entire State's assests as a whole.
  • Moved from a "reactionary mode" to a planning and shared vision of their Facility Management.
Manage-Horizontal-Assets

 

#2) Improved Maintenance

  • Reduced deferred maintenance.
  • Preventive maintenance is now a regular practice.
  • Able to track, manage, and report on maintenance.
  • Able to collaborate on informed maintenance decisions as a team.
  • Reporting mechanisms now demonstrate end-of-life on equipment.
Optimized-Processes

 

#3) Shared Data

  • Data is now centralized and shared among key individuals, tenantes, and agencies.
  • Multi-tenant environment provides instant synchronization and eliminates the "siloed" data between agencies.
  • Contractors are now required to provide new construction data for instant upload.

"We now have this live data that we can use for our capital planning. For the first time we're able to be proactive in our capital planning instead of reactive."

Kevin Barela
Project Management Team Lead
The State of New Mexico GSD, FMD

Kevin Barela

Question:

What are facilities operations like day and how does it contrast with before implementing the AssetWorks/FacilityForce IWMS system?

 

6. The Right Solution

In the past, organizations struggled with disparate software systems for different functions, making data alignment and enterprise-wide reporting challenging. FacilityForce's Integrated Workplace Management Systems (IWMS) combines a holistic approach to your facilities and asset management needs within a single platform. Using our technology, organizations can deploy a unified system across departments.

Benefits of our IWMS:

  • Benchmarking facility performance
  • Prioritizing projects
  • Determining total cost of ownership
  • Consolidates and streamlines operations
  • Enables strategic decision-making

 

7. What's Next

After years of continued success, the State of New Mexico's Facilities Management Division is not resting on their heels. While currently implementing new modules and new initiatives, they have plans to pilot FacilityForce's multi-tenancy technology very soon. It's safe to say, the State of New Mexico's Facilities Management Division continues to provide superior stewardship of their communities' assets and facilities.

4Veteran Hospital Skilled Nursing & Small Homes

Engage_logo

 

New Modules
Train-the-Trainer

 

New Tenants to Pilot

  • Department of Homeland Security
  • Department of Cultural Affairs
  • Department of Workforce Solutions
Perform_logo

 

New Initiatives

 

8. Award Winning

Steve-Deines-Achievement

At NASFA's 36th National Conference, the State of New Mexico's General Services Department co-presented their "Statewide Facilities and Asset Management through a Multi-Agency Approach" presentation with FacilityForce's Kevin Raasch. Near the end, Mr. Raasch presented New Mexico GSD with FacilityForce's highest distinction, the Steve Deines' Achievement Award. This prestigious honor is given to the organizations who, through determined commitment, achieved excellence using FacilityForce's suite of Facility & Asset Management solutions.

The Team's Response

"We now have this live data that we can use for our capital planning. For the first time we're able to be proactive in our capital planning instead of reactive."

 

Kevin Barela
Project Management Team Lead

"Having buy-in from not only the Governor's office, but also the agencies, helped improve our communication over the 8 month implementation. When we did go live, it was seamless. It was instant and there were no issues at all."

Anna Silva
Deputy Cabinet Secretary

"We see many prospective clients who experience inefficiency due to disparate systems across agencies. FacilityForce's software consolidates those agencies, provides process consistency, and standardizes the data reporting enterprise-wide."

Kevin Raasch
Chief Customer Officer

"We can now pull the reports, pull the data, and point to something that's actually tangible. It's such a big difference when making all of my capital requests."

 

Anna Silva
Deputy Cabinet Secretary

"We have seen quite an uptick in the amount of capital outlay that we've received over the last six years. And we've had a lot of projects finished of both quality and quantity. So, we're really excited and happy about the FCA program we have going on right now."

Kevin Barela
Project Management Team Lead

"We celebrate your vision, your hard work, and many of the benefits you bring to your organizations and the communities you serve. Using that vision, we acknowledge the commitment and effort required to make truly great things happen."

Justin Husted
Professional Services Manager
FacilityForce-Implementation-Services

Data becomes information, information becomes knowledge, and with knowledge you can
make informed decisions.

 

Let's Schedule a Quick Call

If these problems sound familiar to you, we have the solutions.

No other IWMS integrates multiple agencies or tenants to their ERPs better than FacilityForce. Schedule an easy, informal call to learn more about how to get started today.

Copyright © 2025 FacilityForce, Inc. All rights reserved.