“Open Source Software” for Facilities Management

1. “Open Source Software” for Facilities Management Sigurd Nes, Bergen Bolig og Byfornyelse

2. Goals • Cost/benefit analysis of FM systems • To make available a FM-system to that is powerful, flexible, inexpensive and easy to use. Sigurd Nes, Bergen Bolig og Byfornyelse

3. Grad av forskning[Gunnarsson 2002] Grunnforskning Produktutvikling Saksutredning Sigurd Nes, Bergen Bolig og Byfornyelse

4. Model/Potential • 30 % …of ”….”[Det digitale byggeri] due to reduced friction between phases/systems • The system itself (interaction / automation / information (availability/quality)) • Awareness / organizational effects CAD Expert-s Expert-s IFC - models Planning / Project ( OODBMS ) IFC (XML) ( RDBMS ) Traditional FM-system Operational phase Accounting system E-Commerce Sigurd Nes, Bergen Bolig og Byfornyelse

5. Method • Literature study: FM,OSS,FM-system • Role/point of view : Subjective, participating approach; understanding is fundamental for understanding (hermeneutics ?) • Casestudy BBB (1995 - 2004) • Cost benefit • Measurable benefits • Intangible effects • desirability/probability [Bjørn Lien and Øivin Bjørn] • Analytic Hierarchy Process or the Multi Attribute Utility Theory [Tangen 1996] • Empirical survey (this far: Disaster) Sigurd Nes, Bergen Bolig og Byfornyelse

6. Limitations - case • In-house development of a commercial tenant/lease management system. • the integration of this system with a standard commercial CAFM system • Development and migration to an Open Source Software project with e-commerce capabilities Sigurd Nes, Bergen Bolig og Byfornyelse

7. Case: BBB • Bergen Housing and Urban Renewal (BBB): • 5000 dwellings, whereof 800 in housing cooperatives • 430.000 m2 • Maintenance budget ~ 30 mill NOK pr year • Rebuilding/construction ~ 100 mill NOK pr year • Maintenance lag ~ 175 mill NOK • 40 employees Sigurd Nes, Bergen Bolig og Byfornyelse

8. BBB Maintenance All values related to 2004 Sigurd Nes, Bergen Bolig og Byfornyelse

9. BBB – FM Total Sigurd Nes, Bergen Bolig og Byfornyelse

10. The software implemented at BBB • So far – more than 22000 orders is registered in the system • There is approximately 800 occurrence of moving throughout the portfolio per year which generates reports and workorders (initiated through the Helpdesk) Linux web-server Mssql db-server Sigurd Nes, Bergen Bolig og Byfornyelse

11. The software implemented at BBB • Upside • Direct cost reduction due to licenses is 100.000 NOK per year compared to commercial systems • The integration with accounting system has dramatically reduced the workload of manual punching • Information is more reliable due to central stored and distributed accessable updated information • All entities in the production environment is somehow related an subject to reports – which greatly improve the overall control. • New features is fast and easily adapted Sigurd Nes, Bergen Bolig og Byfornyelse

12. The software implemented at BBB • Downside • The fact that this software as yet is not very common – makes the company pretty depended of my welfare. However there is a vendor which is prepared to offer commercial support Sigurd Nes, Bergen Bolig og Byfornyelse

13. Software architecture Compressed data (mod_gzip or mod_deflate) XSLT – processing Web-server/XML/XSLT - processor XML – generating (API) API ”UI” User interface layer UI ”BO” Business Object layer BO ”SO” Storage objects layer SO Database abstraction (API) configuration Metadata standards Dynamic data Sigurd Nes, Bergen Bolig og Byfornyelse

14. Platform • Windows or Linux • PHP with XSLT • Webserver: IIS or Apache • Database: mssql, mysql, postgresql or oracle. (support for db transactions is very important) Sigurd Nes, Bergen Bolig og Byfornyelse

15. The fm-system – core elements Vendor Owner Virtual Tenant Location entity actor concrete Document Helpdesk Project->order Service agreement Pricebook Condition survey Custom reports Invoice handling Sigurd Nes, Bergen Bolig og Byfornyelse

16. Meta database The meta database keeps track of: • Tables • Columns (Attributes) • Relations • Generated queries • Attribute options • Inputname and help texts for space hierarchy and entities Sigurd Nes, Bergen Bolig og Byfornyelse

17. Location Attributes Level 1 Column 1 Column m • The hierarchy is configurable in both width and depth - that is: one can define as many levels as one like - and each level can also have as many attributes (of “any” kind) as one would like • The naming of each level is free. Level 2 Level Level n Sigurd Nes, Bergen Bolig og Byfornyelse

18. Location • Each level has a primary key - composed by the foreign key to the parent - and this levels ID. In addition - there is a “superkey” named location_code for indexing and searching across the hierarchy Sigurd Nes, Bergen Bolig og Byfornyelse

19. Location • When querying location on a certain level - it is joined with all its ancestors to make inherited information available. Sigurd Nes, Bergen Bolig og Byfornyelse

20. Location The relation between location-level and owner, part of town, street and user/tenant is configurable Sigurd Nes, Bergen Bolig og Byfornyelse

21. Entities • Entities is a generic class of objects that all have in common that they can be placed in a location and/or linked to other (only one) entities. • Entities are organized in class of entitity and entity category: each entity-category is represented by their own table. • Each entity can have as many attributes (of “any” kind) as one would like. • Documents (files) can be linked to entities. Sigurd Nes, Bergen Bolig og Byfornyelse

22. Entities: examples • Equipment • Elevator • Fire alarm central • Cable TV • Building components • Drawings • Key system • Reports • Condition report • Insurance damage • Elevator control report Sigurd Nes, Bergen Bolig og Byfornyelse

23. Example – defining a attribute Sigurd Nes, Bergen Bolig og Byfornyelse

24. Helpdesk • The HelpDesk submodule is a hacked version of the phpgroupware's standard Trouble Ticket System application. The main differences is that the tickets are fixed to a location or entity - and that one is able to start projects and entities (i.e. reports) from a ticket - which enhance the trace-ability • The owner a of ticket is notified by mail when the ticket is updated. Sigurd Nes, Bergen Bolig og Byfornyelse

25. Helpdesk – screen dump Sigurd Nes, Bergen Bolig og Byfornyelse

26. Access control / security • All records is owned by a user – this user can grant others (groups or/and users) rights to read, edit – or delete his/hers data. • Within each submodule (and for each entity_category) the rights is controlled by the system administrator granting rights to groups or/and users. • The same rights can be masked (denied from inheritance) • There is in addition three roles for approving invoices for payment. Sigurd Nes, Bergen Bolig og Byfornyelse

27. Rights Sigurd Nes, Bergen Bolig og Byfornyelse

28. History • For projects, deviation and helpdesk there is logged history for : • changing Status • changing coordinator • changing Budjet • Order by email Sigurd Nes, Bergen Bolig og Byfornyelse

29. Deviation • Deviation id categorised by NS3424 : • Condition degree • Probability for worsening • Consequence • Deviation is subjected to areas like (naming is configurable): • Safety • Aestics • Indoor klimate • Consequential damage • User satisfaction • Residential environment • The waigt of each different areas is configurable – as basis for prioritizing (by calculated score) Sigurd Nes, Bergen Bolig og Byfornyelse

30. Key for prioritizing- Deviation Sigurd Nes, Bergen Bolig og Byfornyelse

31. Screendump - deviation Sigurd Nes, Bergen Bolig og Byfornyelse

32. Project • A project is a collection of orders/contracts. The project is linked to a location or entity (equipment). Projects is separated in orders/contracts that could be subject to bidding contest amongst vendors. Each order is linked to its parent project and to a vendor - and consists of a series of work-descriptions to perform and / or items to deliver. • An order can be defined as simple as a brief description of simple tasks - or as a detailed complex tender document with a full blown deviation auditing system up per record in the contract • The perspective of the projects is from the receiver of the product delivered • Remaining reserve is calculated from the sum of p_deviation throughout the project • Records is added from pricebook, NS3420 or from a template. Sigurd Nes, Bergen Bolig og Byfornyelse

33. Project - structure Project Contract record p.deviation Contract record p.deviation Invoice Sigurd Nes, Bergen Bolig og Byfornyelse

34. Add custom record Sigurd Nes, Bergen Bolig og Byfornyelse

35. Add from pricebook Sigurd Nes, Bergen Bolig og Byfornyelse

36. Electronic invoice handling • Import of invoices • BBS files • SDV (semicolon) • Position separated • XML • Approval based on role • Export to payment system/budget accounting system Sigurd Nes, Bergen Bolig og Byfornyelse

37. Text - multi language support • All occurrence of text in the system is fetched from a language table – where the english version of the text is the key – and translated to the language set in the preferences. • This approach also enables branch-jargon • Example: what the operation branch would name ”order” – the project branch would name ”contract”. Sigurd Nes, Bergen Bolig og Byfornyelse

38. Helpdesk - dataflow Insurance damage Supervisor Report Ticket Originator Condition survey Project Avvik Avvik Deviation Vendor Order Invoice Sigurd Nes, Bergen Bolig og Byfornyelse

39. Invoice dataflow Vendor Order (1) Invoice import (2) Pre transfer for reporting (3) FM-system Budget accounting system approval(4) Transfer for payment (5) Sigurd Nes, Bergen Bolig og Byfornyelse

40. At last • This software is meant to be used for no fee by all that need this kind of software to lower the threshold for implementing such software Sigurd Nes, Bergen Bolig og Byfornyelse