Space Management and IT : “The final frontier?” 2006 Auckland Workshop A Brave New World

1. Space Management and IT :“The final frontier?” 2006 Auckland Workshop A Brave New World Orazio LiggieriInformation Services Manager

2. Key Concepts Benefits of Integrated systems: • Free data from & to other systems • Enter once in source system & use many times • Validate critical data from other systems to ensure consistency • Work flows enforce business rules of the organisation.

3. People Process Technology Organisational Effectiveness People – right skills & knowledge Process – business rules documented & approved Technology – supports the organisation to achieve business objectives

4. Intergrated CAFM SYSTEMS ARCHIBUS/FM @ USYD Total Information Facilities Management Tririga @ UNSW Integrated Workplace Management System

5. ARCHIBUS/FM @ USYD Overview of Modules: • Space Management • People data, Space & Org hierarchy • Overlay for AutoCAD • Link drawings to database • Building Operations Management • Preventative & Demand Maintenance – cust. interface • Project Information Management System (PIMS) • Customised financial reporting / linked to NSS

6. ARCHIBUS/FM @ USYD Used ARCHIBUS/FM to: • Manage & monitor work request using e-Service Desk - KPI • Generate graphical and text reports as required • Maintained and updated the employee table • Assist staff in accessing the e- Service Desk • Trained staff in basic functionality

7. ARCHIBUS/FM @ USYD The e-work request : • Secure – password protected • Empowers the user, able to initiate request – access via the web • Auto populates fields from employee details – reduce time & errors • Informed on status – update on progress by email

8. ARCHIBUS/FM @ USYD Service delivery benefits: • Reduces human intervention • Faster response – problem type routed for approval/appropriate trade or service provider • Accurate contact details & room location – link from ITS electronic phone book & room no. • Automated billing – link to Finance NSS • Automated reporting of KPI • Allows for innovative service delivery – mobile technology

9. ARCHIBUS/FM @ USYD, Conclusion People • Some not embracing the brave new world -requests not being completed, poor reporting on KPI • Others see potential & push for improvements • Project sponsor (AT) & champion (GG) in place Process • Good & continually being improved. Annual budget allocated Technology • Working well – roadmap in place for improvements

10. Tririga @ UNSW, Overview Momentum provides tools that are required to optimize the management of space, assets and services. • fully web driven application • A dynamic object oriented database • Out of the box functionality (UNSW IT requirement) • Configuration? • Customisation?

11. Momentum Web Portal • Access to information & process management via web navigation • Intuitive interface functional & secure • Access rights determine what you can see & do

12. Momentum Features Three Server Configuration • Ease of Use • Flexibility • Instant Access- Web based – Intranet/Internet • Integrated Reporting functionality • Coordinated Scheduling • Interactive Notification & customer surveys • Out of the Box- based on best practice • Can be easily customised using GUI interface opposed to code • Business Processes - Driven by Workflows • Document Management module – allows linking of documents to processes

13. Momentum Modules & Add-on Momentum Portfolio Facilities Operations Facilities Mgmt Project Mgmt Options CAD Integrator Document Mgmt Employee Self Service Brava Viewer Momentum Crystal Reports API

14. Portfolio Comprehensive tracking and associations of People Locations (Space) Assets Organizations Geographies (Campus) and their complex relationships

15. Organize Your Information • Maintain complete and up-to-date knowledge of the People, Locations and Assets that communicate and inform on: • History • Scheduled activities and events • Costs • Allows for an informed decision making process.

16. Manage Interlocking Relationships Understand which items are associated and how they are associated

17. Visual Navigation Web based graphical interface provides powerful reporting tool.

18. Assess the Global Portfolio Detailed information retrieved instantly via the web – so you are always in touch Supported by web-based graphics

19. Understand Your Opportunities Consolidated repository for leases and other contracts provides global accounting of your obligations and commitments – and gives you the information you need to adjust and optimize Track terms, conditions, contacts, costs, critical dates all in one location

20. Facilities Management Tools to optimize space occupancy and utilization Space Standards Enforcement Move Management Chargebacks Planning

21. Facilities Management • Bid Manager • Budget Manager • Catalogue • Cost Code Manager • Form Manager • Locator • Product & Services • Template Manager Enforce Standards • Space Allocation • Portfolio • Project Manager • Modules • Contracts Manager • Finance Manager • Inventory Management • Keys Management • Assets Management • Works Manager • Receiving Manager • Task Manager • Employee Self Service • Requests • Relocations/Moves • Interactive Reporting • Visual Interface

22. Operations & Maintenance Enhancing the performance and extending the useful life of buildings and equipment Problem Resolution Preventive Maintenance Inventory and Stockroom Management Capital Renewal/ Replacement

23. Operations and Maintenance • Portfolio • Project Manager • Modules • Contracts Manager • Document Manager • Finance Manager • Inventory Management • Keys Management • Assets Management • Works Manager • Receiving Manager • Task Manager • Employee Self Service • Requests • Relocations/Moves • Interactive Reporting • Bid Manager • Budget Manager • Catalogue • Cost Code Manager • Form Manager • Locator • Product & Services • Template Manager • Space Allocation • Efficient Problem Resolution • Add Value through Maintenance • Mobile Interfaces

24. Managing Project Manage schedules, costs, resource allocations to projects that affect the workplace Track progress against plan Monitor project impact on your operations

25. Templates & Workflows – Reflect Process Define new projects using a stored template Facilitate benchmarking and comparison

26. Employee Self-Service Users • A powerful portal on every clients desktop • Devolve & Empower users to: • Request • Locate • Reserve • With feedback on the status

27. Intuitive GUI Interface Drill down to define and specify the problem type Minimal data entry required to report problem. Fields pre-populated.

28. Find Anyone, Anything, Anywhere Search for a Location or Asset anywhere in your system Search for a person

29. Visual Display of Results Target location displayed

30. Conclusion People • Keen & eager to use the system + need to be trained Process Improving existing & developing new for system Technology • Fully web based • Object orientated • ‘Out of the box’ or heavily customised

31. Summary Improvement is a journey not a destination