Tools for Computer Aided Facility Management

1. Tools for Computer Aided Facility Management Forschungsseminar 27.01.2004 Claudia Achatschitz Department of Geoinformation TU Wien

2. Topics TOPICS Facility Management Managing property Computer Aided Facility Management Combination of information in one database Transparent data management Visual Information System Integration of graphical and alphanumeric data Easy access of information

3. Agenda AGENDA • What is Facility Management? • Why Computer Aided Facility Management? • What is the idea? • What are the tools? • Does CAFM make the life for Facility Managers easier? • How does a CAFM software look like?

4. Facility Management FM “Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology.” (IFMA) Classification of FM responsibilities into several major areas • Long term facility planning • Facility financial forecasting • Work specifications, installation and space management • Planning • Renovation • Maintenance

5. Computer Aided Facility Management CAFM • Typically, CAFM systems track and maintain: • Floor plans • Building and property information • Space characteristics and usage • Employee and occupancy data • Workplace assets (furniture and equipment) • Business continuity and safety information • Network information

6. Computer Aided Facility Management CAFM • Availability:fast, reliable access when the information is required • Data Management:consistent, accurate data • Information Design:clear presentation

7. Important Questions for a customer QUESTIONS Whatis the contribution of FM to the company goals ? FM fulfill company requirements?

8. If it looks harder than it should be.... If projects take too much time… If the collections of Information interrupts the workflow essentially... If new workstations can't be created smoothly... Inefficient process PROCESS

9. What could be the solution? SOLUTION Hire more FM specialists? TARGET: Minimizing the amount of transactions and processes that are required for one problem. The actual process has to be reengineered !

10. Space Management as an Example: SPACE MANAGEMENT Space in a company is valuable like raw material. It has to be available just in time so that one can respond to the constantly changing needs. Principle of Space Availability: „not too late, not too soon, not too much and not too little“

11. FM-Department identifies available space FM-Department finds solutions with department head FM-Department communicates solutions The FM Department maintains and controls the projects Usual Process SPACE MANAGEMENT FM-Department has to be informed

12. Reorganization of a Process SPACE MANAGEMENT An efficient process requires an actual information base. Prerequisite: Information System the FM Department can use independently If the actual situation is known, operations can be planed in advance!

13. Information System for “Everyone” SPACE MANAGEMENT • CAD Department can focus on planning activities • Technicians can concentrate on the technical services • FM Department on space provisioning „just-in-time“ Increased dependency leads to increased transaction costs Everyone knows about the current information status

14. Execs Directors and Managers Engineers And Technicians Employee Information System for “Everyone” INFORMATION FOR EVERYONE Strategic Decisions Managing Change Planing Coordinate and Perform Work Execute Change View Information

15. Visual Information Systems VIS • Visual Information Systems that are able to integrate lots ofgraphical and alphanumeric data. • Quick and easy customizing of applications without programming • Changes and adjustments can be done independently from the software developer • Integration of existing solutions or systems is easy

16. Physical Characteristics TECHNOLOGY • Client/Server • Inter- / Intranet application • Web Solution • Open system architecture • Personalized user interface • Adaptable to the corporate design • Access to all available FM data • Various interfaces

17. Webserver Server Web solution Project A Browser Client Browser Web solution Project B Client Browser Project C Client DB-Server Architecture SYSTEM

18. Is this knowledge useful? OUTLOOK • Different people working with one system • Different requirements • Different Questions Experience: The acceptance of a CAFM solution of people with the same technical knowledge – different. The more answers the user can get out of the system the greater is the benefit for a single person.

19. Summary ANSWERS • What is Facility Management?Managing buildings • Why Computer Aided Facility Management?Everyone involved works with the same database. No more Island Systems • What is the idea?Getting everyone involved in one process. Making the process transparent for everyone.Reducing transaction costs

20. Summary ANSWERS • What are the tools?Client Server architecture. System that integrates CAD Plans and alphanumeric data in one system.Open System – customizing without programming possibleIntra / Internet • Does CAFM make the life for a Facility Manager easier?It reduces the information chaos Simplifies the communicationIncorrect decisions can be avoided

21. Literature • Park, A. (1994): Facilities Management. An Explanation. Macmillan Buidling and Surveying Series.The Macmillan Press Ltd, London. • Aperture GmbH, http://www.aperture.de • Aperture Technologies, http://www.aperture.com • International Facility Management Association, http://www.ifma.org

22. Thank you for your attention