Building Operations Management

8/4/2019 Building Operations Management

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Building OperationsManagement

ARCHIBUS/FMThe #1 Solution for Total Infrastructure and Facilities Management in the World


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Copyright and Notices Copyright 1982, 1983, 1984, 1985, 1986, 1987, 1988, 1989, 1990, 1991, 1992, 1993, 1994, 1995, 1996, 1997, 1998, 1999,2000, 2001, 2002, 2003 by Facilities Management Techniques, Inc., 18 Tremont Street, Boston, MA 02108. All rights reserved.

This software product is copyrighted and all rights are reserved by Facilities Management Techniques, Inc. The distribution andlicensing of this product is intended for the use of the original licensee only and for use only on the computer system specified.Lawful users of this product are hereby licensed only to read the programs on the ARCHIBUS and ARCHIBUS/FM compactdiscs from their medium into the memory of one computer solely for the purpose of executing them. Copying (except forlegitimate back-up purposes), duplicating, selling or otherwise distributing this product is a violation of the law.

This manual is copyrighted and all rights are reserved. This document may not, in whole or part, be copied, photocopied,reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, fromFacilities Management Techniques, Inc.

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Facilities Management Techniques, Inc., FMT Facilities Management Techniques, Inc.Jung/Brannen Master Systems Facilities Management Techniques, Inc.Master Systems, Facilities Information Management System, FIMS, Facilities Resource Files, FRF, Relational HierarchicalAssociative Databases, RHAD, Artificial Intelligence Based Expert Systems, AIBES, Dynamic Archival Systems, DAS, StrategicInformation Organizational Charts, Strategic Facilities Master Planning, Graphical Description Information Retrieval Systems,GDIRS, Three-Dimensional Spreadsheets, TDS, Artificial Intelligence Based Facilities Management, AIBFM, Hypermedia BasedFacilities Management Systems, HBFMS, 100 Year Database, Gray Collar Worker, Virtual Reality Based Artificial Intelligence,VRBAI, Artificial Intelligence Based Virtual Reality, AIBVR Bruce Kenneth Forbes.ARCHIBUS, ARCHIBUS-Planner, ARCHIBUS-Planner(+), ARCHIBUS-Designer, ARCHIBUS-Lease Management,ARCHIBUS-Construction Budgeting, ARCHIBUS/FM, ARCHIBUS/FM Real Property & Lease Management, ARCHIBUS/FMSpace Management, ARCHIBUS/FM Strategic Master Planning, ARCHIBUS/FM Design Management, ARCHIBUS/FM Furniture& Equipment Management, ARCHIBUS/FM Telecommunications & Cable Management, ARCHIBUS/FM Building OperationsManagement, ARCHIBUS/FM-FIMS, The Quality Solution for Facility Managers, The Integrated Solution for Architects byArchitects, The #1 CAFM Solution, The #1 AutoCAD-Based Solution for CAFM and CIFM, Computer-Integrated Facilities

Management (CIFM), ARCHIBUS/FM Navigator, ARCHIBUS/FM Overlay for AutoCAD ARX, ARCHIBUS/FM Web Central, FMWeb Central, ARCHIBUS/FM Express Edition, ARCHIBUS/FM Enterprise Edition, ARCHIBUS/FM Room Reservations Activity,ARCHIBUS/FM Hoteling Activity, ARCHIBUS/FM Work Wizard, FM Best Practices, FM Wisdom, FM Knowledge, FMCyberspace, FM Cybrarian, FM Knowledge Worker, FM Information Superhighway, ARCHIBUS/FM Visual User Interfaces ARCHIBUS, Inc.ADI, AutoCAD, AutoCAD AEC, AutoLISP, AutoShade, ACAD, Advanced User Interface, Autodesk Device Interface, AutoCAD386, AutoCAD Development System, AutoFlix, AUI, AutoSolid, DXF, Generic CADD, ARX, AutoCAD Runtime Extension, DWGOEM Engine, WHIP! , Autodesk Architectural Desktop, Volo View Express, Actrix Technical Autodesk, Inc.dBASE, dBASE III, dBASE IV Borland International, Inc.Lotus 1-2-3, Lotus, 1-2-3 Lotus Development Corporation.HP LaserJet Hewlett-Packard Company.Concept Visual Access Technology, Inc.IBM, IBM XT, IBM AT, IBM PS/2, PC-DOS, Token-Ring International Business Machines Corporation.Microsoft, MS-DOS, Windows, Windows for Workgroups, Windows NT, Windows 95, Access, Internet Explorer, Personal WebServer, Internet Information Service Manager, Microsoft SQL Server, Microsoft Visio, Microsoft FrontPage MicrosoftCorporation.Macintosh Apple Computer, Inc.PC-NFS Sun Microsystems, Inc.Watcom, Watcom SQL, Watcom SQL Server, Sybase, SQL Anywhere, Adaptive Server Anywhere Sybase, Inc.Novell, NetWare Novell, Inc.Banyan Vines Banyan Systems, Inc.LANtastic Artisoft, Inc.Oracle, Personal Oracle Oracle Corporation.Pentium Intel Corporation.BasicScript Summit Software Company.C39Tools Azalea Software, Inc.Crystal Reports Seagate Software Information Management Group, Inc.Netscape Navigator Netscape Communications Corporation.WebSite OReilly & AssociatesColdFusion, ColdFusion MX, ColdFusion Studio, HomeSite+ Macromedia, Inc.SunOS and Open Windows are trademarks of Sun Microsystems, Inc., licensed to SunSoft, Inc.Products bearing the SPARC trademark are based on architecture developed by Sun Microsystems, Inc. SPARCstation is atrademark of SPARC International, Inc., licensed exclusively to Sun Microsystems, Inc.

Portions of the software are copyrighted by: 1992-1995 Summit Software Company. All rights reserved. 1992-1995 Autodesk, Inc. All rights reserved. 1995 Jerry Whiting, Azalea Software, Inc., Seattle, WA. All rights reserved.

Information contained in this work (printed and on-line documentation and software) has been obtained by FacilitiesManagement Techniques, Inc. (FMT), from sources believed to be reliable. However, neither FMT, Bruce Kenneth Forbes, northeir authors, guarantees the accuracy or completeness of any information published herein. Neither FMT, Bruce KennethForbes, nor their authors shall be responsible for any errors, omissions, or damages arising out of this information. This work ispublished with the understanding that FMT, Bruce Kenneth Forbes, and their authors are supplying information but are notattempting to render engineering, architectural, computer science, facilities management, or other professional services. If suchservices are required, the assistance of an appropriate professional should be sought.

Printed in the USA

Document Number: AFM14_BO_1.00


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Contents

Chapter 1: Welcome to the Building Operations Management ModuleThree Methods of Working with the Module . . . . . . . . . . . . . . . . . . . . . . . . . 2

Essential Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Expanded Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Navigator Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Working with the Three Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Learning the Building Operations Management Module. . . . . . . . . . . . . . . . . 6

Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

The Contents Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Context-Sensitive Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

ARCHIBUS/FM Building Operations Management Book . . . . . . . . . . . . . 9Recommended Procedures for Learning . . . . . . . . . . . . . . . . . . . . . . . . 10

Essential Method Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Expanded Method Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Navigator Method Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Chapter 2: Typical Building Operations Issues and UsersStrategic Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Business Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Operational Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

What Features Do You Need to Know? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Building Tenants and Company Employees. . . . . . . . . . . . . . . . . . . . . . 24

Reporting Maintenance Problems . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Checking Problem Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Craftspersons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Updating Work Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Reviewing Active Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Financial Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Building Operations Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Facility Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Production Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Maintenance Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Feature and User Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Installation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Chapter 3: Building Operations Fundamentals Work Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

On Demand Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Preventive Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Work Flow Organizers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Contents i


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Work Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Regular On Demand Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . 37Preventive Maintenance Work Orders . . . . . . . . . . . . . . . . . . . . . . . 37Instant On Demand Work Orders . . . . . . . . . . . . . . . . . . . . . . . . 38

Work Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39General Building Operations Work Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . 40

On Demand Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Instant Work Order Work Flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Preventive Maintenance Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Chapter 4: A Tour of the Building Operations Management ModuleDeveloping Background Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Completing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Working with Drawings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Establishing On Demand Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Creating On Demand Work Requests . . . . . . . . . . . . . . . . . . . . . . . . . . 49Estimating and Scheduling On Demand Work Requests . . . . . . . . . . . . . 51Generating and Issuing On Demand Work Orders. . . . . . . . . . . . . . . . . 51

Planning Preventive Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Creating PM Procedures and Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Assigning Work Resources to PM Steps . . . . . . . . . . . . . . . . . . . . . . . . . 55Scheduling Preventive Maintenance Work . . . . . . . . . . . . . . . . . . . . . . . 55Forecasting, Generating, and Issuing PM Work Orders. . . . . . . . . . . . . . 57

Managing Active Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Manage Active On Demand Work. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Manage Active Preventive Maintenance Work . . . . . . . . . . . . . . . . . . . . 59Manage All Active Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Update Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Managing Equipment and Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Parts Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Analyzing History and Finances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Chapter 5: Getting Started with the Module at your Site . . . . . . . . . . . . . . . . . . . . . . . . . 67

Chapter 6: Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

ii ARCHIBUS/FM Building Operations Management Module


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Chapter 1

Welcome to the BuildingOpera t ions ManagementModule

In any organization, facilities and assets play a tremendously important role;they not only provide the physical working environment and reflect theorganizations image, but also affect the organizations overall productivity. In

order to prevent deterioration and breakdown and to resolve emergency maintenance problems, organizations need to monitor the maintenance, repair,and replacement of facilities and assets. By maximizing the availability andcondition of your organizations facilities and assets, you can minimizeoperating costs.

The ARCHIBUS/FM Building Operations Management module helps youmanage your building operations issues by providing tools for monitoringmaintenance and repair jobs, scheduling employees and outside contractors toperform maintenance jobs, budgeting costs, and analyzing all aspects of thebuilding operations process.

Some of the modules main features are:

Supports users with different skill levels and provides per-user orper-account security for your data.

Provides easy access to information critical to streamlining buildingoperations management.

Provides flexible working methods, such as managing work through instant work orders, on demand work orders, and preventive maintenance workorders.

Generates reports and queries that include charts, database tables,drawings, images, and bar code fonts. For example, you can graphically indicate the location of maintenance work in CAD drawings of your facility.

Supports a bar code methodology for entering data.

To access the Building Operations Management module, you use the ARCHIBUS/FM Navigator, a tool that guides you through the modules tasksfor handling typical building operations work flow.

Chapter 1: Welcome to the Building Operations Management Module 1


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Three Methods of Working with the Module As discussed in ARCHIBUS/FM Start Here! , ARCHIBUS/FM offers three methodsfor working with the program: the Essential Methods, the Expanded Methods,and the Navigator Methods. The Building Operations Management module isorganized according to these three methods. The Essential and ExpandedMethods present their tasks with the ARCHIBUS/FM Process Toolbars, and theNavigator Methods use the ARCHIBUS/FM Navigator.

Organizing a module into a set of three methodologies provides anincremental approach to learning the program and developing data. You canstart with the Essential Methods to focus on reporting and resolvingmaintenance problems as they occur. Then, if you wish, you can take the timeto explore the additional features of the Expanded and Navigator Methods totrack more detailed data about your work orders and automate yourpreventive maintenance procedures.

Users of ARCHIBUS/FM Express have access to only the Essential Methods;

Enterprise Edition users have access to all methods and can integrate the threemethods to create a custom approach appropriate for their companysbusiness practices.

Essential MethodsThe Essential Methods concentrate on developing necessary validating data,reporting maintenance problems, and tracking how maintenance problems areresolved.

2 ARCHIBUS/FM Building Operations Management Module

Use the Essential Methods to develop validating data and manage your maintenance issues.


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This is done by generating on demand work orders, updating their status as work progresses, and then updating the system with basic information abouthow the problem is resolvedall which are tasks available from the WorkOrders Process Toolbar.

Expanded Methods With the Expanded Methods, you can track your on demand work orders inmore detail than possible with the Essential Methods. The Expanded Methodsdifferentiate between a work request (the vehicle for reporting the problem)and the work order (the vehicle for resolving and managing the maintenanceproblem). This organization makes it possible to group together multiplerelated work requests on a work order, which can be helpful when workrequests are part of a larger job. With the Expanded Process Toolbars, you canestimate the cost of executing each work request, reserve the parts requiredfor a work request, and schedule the required labor and tools.



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The Expanded Process Toolbars also include methods for preventively maintaining your equipmentdetermining the tasks that need to beperformed periodically on your equipment and then having the systemautomatically generate work orders for performing this servicing.

As both on demand and preventive maintenance work progresses, use theUpdate Work Orders Process Toolbar to update the work orders. With thisProcess Toolbar, you can record how the problem is ultimately resolved andthe consumed resources. You can then run analysis reports showing theoverall and component costs of each work order.



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Navigator MethodsThe Navigator Methods provide an extremely flexible way to manage yourmaintenance work. Like the Expanded Methods, the Navigator Methodsdifferentiate between work requests and work orders. In addition to all thefeatures available with the Essential and Expanded Process Toolbars, theNavigator Methods provide tasks for preventively maintaining the overallfacility (not just equipment, as is available with the Expanded Methods),budgeting maintenance costs, and generating a host of analysis reports thatsummarize work history and analyze labor, equipment, parts, and tools.

Working with the Three MethodsGiven these three sets of methods, most sites will take an incrementalapproach to managing their maintenance issues.

For example, they can start off with the Essential Methods to manage thefundamental aspects of their on demand work. They can then move to theExpanded Methods to preventively maintain their equipment and track moredetailed information about their on demand work. When comfortable withthese procedures, they can progress to the Navigator Methods and add inbudgeting information, facility preventive maintenance, and more detailedtracking of equipment, labor, and other resources. This approach enables sitesto quickly generate many useful analyses and gradually add more detail totheir data.

However, a site may choose to immediately start managing buildingoperations in detail by initially using the Expanded Methods to track ondemand work, or start out using the Navigator Methods to manage facility preventive maintenance in detail.


With the Navigator Methods you can perform such tasks as developing maintenance budgetsand comparing maintenance costs to budgeted amounts.


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Learning the Building Operations Management Module You can learn the Building Operations Management module by self-studyingusing this book, the sample data, and the online help; attending a trainingclass; or by combining training and self-study.

Training Attending a training class on the Building Operations Management module isstrongly recommended.

ARCHIBUS, Inc.s Building Operations training is organized according to theEssential, Expanded, and Navigator Methods and can be customized accordingto a sites needs. Training can be conducted at ARCHIBUS, Inc. headquartersin Boston, MA, USA; ARCHIBUS, Inc. trainers can also come to your site.

ARCHIBUS/FM business partners may also offer training on the BuildingOperations module. Consult your business partner for information.

Online Help ARCHIBUS/FM Help contains comprehensive reference information,step-by-step instructions, and conceptual material on the Building OperationsManagement module.

The Contents TabThe Contents tab of ARCHIBUS/FM Help organizes the help topics accordingto the Essential, Expanded, and Navigator Methods. Each of these methods hasa book containing topics for the Building Operations module.

Essential Methods Book Under this book, choose the Building

Operations Process Toolbars book for step-by-step instructions for working with each Essential Process Toolbar. The topics completely document theEssential Methods and explain any necessary concepts.



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Expanded Methods Book Under this book, choose the BuildingOperations Process Toolbars book for step-by-step instructions for working

with the Expanded Process Toolbars.

Navigator Methods Book Under this book, choose the BuildingOperations Navigator Methods book for conceptual material andstep-by-step instructions for using the Navigator to run common buildingoperations procedures.



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Navigator Module Reference Use this book to access completereference material on the Building Operations module, as it is presented by the Navigator. This section is composed of topics that overview themodules activity classes and activities, and detail the modules tasks.

From the Contents tab, you can select a topic overviewing the modulesactivity classes and activities. From these activity overviewing topics, youcan jump to topics that provide comprehensive reference material on eachtask, including field-by-field reference, calculations, and details on dialogbox options.

Context-Sensitive Online HelpIn addition to accessing topics through the help systems Contents tab, youcan access context-sensitive module help while working with the module.There are two methods:

On any Process Toolbar, choose the Help buttonthe button with thequestion mark icon.



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Highlight any Navigator entry (activity class, activity, task set, or task) andright-click the mouse button; this displays the Navigators menu. From thismenu, choose the Help option and the program will open ARCHIBUS/FMHelp and display a topic corresponding to the highlighted Navigator item.

ARCHIBUS/FM Building Operations Management Book The ARCHIBUS/FM Building Operations Management book (this book) isanother important source for learning the module. Concentrating on theNavigator Methods, this book explains the underlying concepts required for

working with these methods and helps you match the modules features to your maintenance management goals.

Although this book focuses on the Navigator Methods, users of the Essentialand Expanded Methods will find the information helpful for enhancing theirunderstanding of the module.

The book is organized into the following chapters:

Chapter 1: Welcome to the Building Operations Management Module (thischapter)Introduces the module and briefly outlines its three workingmethods.

Chapter 2: Typical Building Operations Issues and Users Presents common

maintenance issues, organized by job (craftsperson, maintenance manager,planner, and so forth) and how the module addresses these issues. Thissection also maps the module features to typical building operations users.


Highlighting the Calculate Inventory Usage task, right-clicking to access the menu, andchoosing the Help option presents the help topic for this task.


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Chapter 3: Building Operations Fundamentals Presents the key tools formanaging building operationswork requests and work orders. Thissections also covers the concepts of work resources and buildingoperations work flow.

Chapter 4: A Tour of the Building Operations Management Module Overviews each of the modules activities, as presented by the

ARCHIBUS/FM Navigator.

Chapter 5: Getting Started with the Module at your Site Presents a set of questions for you to analyze before getting started managing your ownbuilding operations data.

Chapter 6: Glossary Provides a comprehensive glossary of the terminology used in the Building Operations Management module.

Recommended Procedures for LearningThe following are the recommended procedures for learning the

ARCHIBUS/FM Building Operations Management module.

Note the following about these procedures:

These procedures call for ARCHIBUS/FM Enterprise Edition users to take anincremental approach to learning the module by working through the threemethodology levels; this enables a site to quickly get started andimmediately generate results

Enterprise sites that are not required to quickly produce results but havethe resources for thoroughly analyzing the module and determining how tobest use it, may wish to omit the Essential and Expanded Methods and start

with the Navigator Methods.

The Building Operations Management module is designed to meet theneeds of the many personnel involved in maintaining a facility: company employees reporting problems, craftspersons, production managers,maintenance managers, and facility managers. The following proceduresoutline how a facility manager or other employee responsible forimplementing the system should learn the module. The What Features Do

You Need to Know? section in Chapter 3, Building OperationsFundamentals maps other building operations jobs to module features andsections of this book.



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Essential Method UsersFollow these steps to get started with the Building Operations modulesEssential Methods.

Task Typical TimeRequired

Self-Study

1. If you have not already done so, become familiar with ARCHIBUS/FM coreby reading the ARCHIBUS/FM Start Here! book.

.5 days

2. To learn the ARCHIBUS/FM core program, work through the exercises of the ARCHIBUS/FM Essentials manual.

or Run the ARCHIBUS/FM Essential Concept and Skills CBT (Computer-BasedTraining) tutorials. For some of the more complex subjects, you may need tosupplement the CBT by working with the ARCHIBUS/FM Essentials manual.

2 days

3. For tutorials on the most common tasks of the Building OperationsEssential Process Toolbars, work through the exercises in Chapter 8 of theARCHIBUS/FM Express manual. This book is available in PDF on your productCD.

or Run the Building Operations Essential Process Toolbar CBTs. For some of themore complex subjects, you may need to supplement the CBT by working

with the exercises in Chapter 8 of the ARCHIBUS/FM Express manual.

1 hour perToolbar. Thereare 2 ProcessToolbars.

4. For FM tasks not covered in the above tutorials, work through the How Toonline help topics for the Building Operations Essential Process Toolbars.

ongoing

5. (Optional) You may wish to broaden your understanding of work orders by reading Chapter 3: Building Operations Fundamentals in this book.

2 hours



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Expanded Method Users After following the above steps to learn the Essential Methods, EnterpriseEdition users who want to further explore the Building OperationsManagement module can work through these tasks:


Self-Study

1. Learn additional core program concepts and skills by reading theExpanded Concepts section of the Expanded Methods section of theonline help.

4 hours

2. The online help topics provide step-by-step instructions for workingthrough each Expanded Process Toolbar. However, before exploring theExpanded Process Toolbars, you may wish to learn more about theunderlying module concepts and features by consulting Chapter 3: BuildingOperations Fundamentals.

For an overview of preventive maintenance and on demand work, seeChapter 4: A Tour of the Building Operations Management Module.

2 hours

3. Work through the topics in the Building Operations Process Toolbarssection of the Expanded Methods section of the online help.

These topics contain step-by-step instructions for using the Expanded ProcessToolbars.

2 hours perProcessToolbar; thereare 4 ProcessToolbars.



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Navigator Method UsersOnce you work through the Essential and Expanded methodologies, followthese steps to learn the Navigator Methods.


Training

1. Attend ARCHIBUS/FM Building Operations Management Training.

Standard Building Operations training is one day, but it can be customized if you wish to cover the module in greater depth.

1 day

Self-Study

1. Learn how to use the ARCHIBUS/FM Navigator by reading the NavigatorConcepts section of the Navigator Methods section of the online help.

2 hours

2. If you havent already, read the following chapters of this book.

Chapter 2: Typical Building Operations Issues and Users helps you matchtypical maintenance management issues to the modules features.

Chapter 3: Building Operations Fundamentals covers basic concepts.

For an overview of the modules features, see Chapter 4: A Tour of theBuilding Operations Management Module.

2 hours per

chapter

3. Start exploring the Navigator Methods, using the online help and sampledata to guide you through each activity.

Under the Navigator Methods/Building Operations section of the online help,use the Conceptual topics and How To topics to get started with fundamentaltasks.

For detailed information on particular Navigator tasks and activities, read thetopics in the Navigator Module Reference/Building Operations section of theonline help.

For context-sensitive online help on the current Navigator entry, right-click themouse and choose the Help option from the context menu.

1 day peractivity



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Chapter 2

Typ ica l Bu ild in g Oper a t ion sIs s u es an d Use r s

Many different people in an organization may need to access buildingoperations information. Office workers and building tenants requestingmaintenance work, craftspersons executing work, and upper-levelmanagement overseeing an organizations operations all require buildingoperations data.

This chapter presents an analysis of typical users, their concerns, and how theBuilding Operations module addresses these concerns. Reviewing this section

will help you identify your own needs and help you determine which of themodules features are appropriate for you.

The last section of this chapter, What Features Do You Need to Know?,maps typical users of the Building Operations module to the programsspecific tasks. Review this section to identify the program components andfeatures that you should minimally learn.

Chapter 2: Typical Building Operations Issues and Users 15


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Strategic Users At the high end of the building operations user group are strategicusersdivision managers, financial analysts, strategic planners, and facility managers. Strategic users typically need to manage the entire buildingoperations process in terms of forecasting work resources, analyzing budgets,and reviewing analysis reports. Generally, strategic users are most concerned

with the long-term effects of facilities management and aim to reduce costs,improve safety, and increase productivity. The following are typical concernsof strategic users.

As a facility manager, I need to determine the root cause and frequency of equipmentfailures and downtime so that I can make purchasing decisions.The module provides several summary reports documenting common causesof equipment breakdown and mean-time-between-failure statistics. You caneven determine equipment that should be replaced due to age or excessivemaintenance costs. For information on these analysis reports, see Managing

Equipment and Resources in Chapter 4, A Tour of the Building OperationsManagement Module.

We are a manufacturing company that must comply with regulatory agencyrequirements.Non-compliance with regulations may result in heavy fines as well asemployee accidentsa significant concern to any facility manager. To help

you comply with regulatory agency requirements, the Building OperationsManagement module provides features for flexible data collection andcustomization so that you can maintain data pertinent to EPA and OSHAregulations. For example, you can document an equipment items lockout andtagout status, mean-time-between-failure statistics, and performance history. Inthe systems memo fields, you can record safety maintenance requirements; forpreventive maintenance, you can establish preventive maintenance proceduresthat document the steps required for compliance with regulations.


Use the Equipment Failure Analysis report to help you make equipment purchasing decisions.


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Our company would like to provide all personnel with access to the maintenancesystem, but to restrict the data and features they can use according to their roles.Information System managers can establish user security groups so that allpersonnel in the company can use the Building Operations module accordingto their needs. A typical security configuration might allow anyone to reportmaintenance problems; craftspersons to update work order information;maintenance managers to approve and reject requested work; and, facility managers and maintenance managers to establish fundamental data about thefacility. Although all people in the company can access the system, they only need to learn and work with the aspects pertinent to their role. For example,users wishing to report maintenance problems do not need to work with thecomplete system; rather, they can run the Create Work Request task andcomplete the resulting Create Work Request dialog box. The Create WorkRequest task is available from the Navigators Establish On Demand

Work/Create and Review Requests activity.

Since minor recurring problems are very costly, we need a system for recording everyequipment failure and downtime occurrence.The Equipment table includes several fields for recording all types of breakdown information. Maintenance managers can track the most minorproblems and develop highly detailed downtime and failure analysis reports,

which they can use to reduce the recurrence of problems.

To make future hiring and purchasing decisions, I need to analyze facility maintenancecosts over time.To help you plan a realistic maintenance budget for your organization, the

Building Operations Management module provides reports evaluatingcraftspersons, equipment, and facilities. For example, you can check acraftspersons skills, rate, performance, and availability for a specific day. To


Any user can report a maintenance problem by completing this dialog box.


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improve equipment effectiveness, you can check the percentage of equipmentdowntime. These types of analysis reports are available from the NavigatorsManage Equipment and Resources activity class.

In many organizations, the failure to manage and efficiently control spare partsbecomes a significant problem.

Without an automated system to maintain a parts inventory, you may end up with an inventory of obsolete parts, which makes it more likely that requiredparts are not available when needed. To help you manage your partsinventory, the module includes a comprehensive parts inventory system with

which you can track storage location, cost, minimum quantity to store,quantity on order, and vendor. The module also uses the parts inventory datato calculate the quantity of parts on hand and understocked, and how partsare used over time; use this data to reduce excess inventory and shortages.The parts inventory management system is available through the NavigatorsManage Equipment and Resources activity class.


The module offers several reports for analyzing the resources required for managing facilities.


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Business Users Whereas strategic users are interested in the long-term effects of buildingoperations management, business userswhich typically include maintenancemanagers, housekeeping managers, production managers, accounting staff,department managers, and work plannersmanage day-to-day buildingissues. These users may need to manage a particular portion of the buildingoperations process such as scheduling work, managing active work orders,managing resources, or analyzing maintenance costs.

As a maintenance manager, I need to review all reported problems so that I can decidehow to handle them.The module provides work request status reports that document the status of all requested work. To approve or reject work requests, maintenancemanagers change their status, and if they wish, prioritize the work requests.

I often need to track a heavy backlog of uncompleted maintenance requests.The Building Operations module includes reports for reviewing uncompletedand overdue maintenance work. You can also use the module to spotmaintenance trends by sorting requested work by problem, cause, equipment,or location. To ensure that all reported maintenance problems are addressed,

you can track both overdue maintenance and partially completed workrequiring rescheduling.

I need to coordinate preventive maintenance schedules with corrective maintenanceneeds.To minimize conflicts when scheduling preventive and requested maintenanceand to help you set realistic plans, the module offers tools for setting prioritiesbased on criticality, and scheduling work based on the availability of personnel, equipment, and other resources. For preventive maintenance


Maintenance managers use this report to review requested work and its status.


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schedules, you can establish multiple frequencies which can be adjustedaccording to corrective maintenance work requirements, production needs,and resource availability.

As a maintenance manager, I need to track ongoing maintenance tasks daily.

To help you improve maintenance productivity, the module provides reportsand queries for determining the status of all maintenance work. For example,

you can check the work currently being performed, the maintenancescheduled to be performed each day, and the uncompleted repair problemsthat need to be rescheduled.

To improve the use of maintenance resources, I need to check the history and currentstatus of all resource information.The modules Manage Equipment and Resources activity class provides aseries of reports that help you optimize the productivity of your resources andminimize direct and indirect costs. You can check resource information andschedules, as well as analyze the value, use, cost, and performance of equipment, labor, parts, and tools.

When I encounter broken equipment, I would like to immediately generate a work orderfor repairing this item.The module enables maintenance managers and others with authorizedpermission to immediately generate instant work orders for addressingmaintenance problems. When you generate an instant work order, the workrequest is not first reviewed by a maintenance manager or other personnel.Instant work orders are detailed later in Chapter 3, Building OperationsFundamentals.

When equipment breaks, I need its warranty and service information.The Manage Equipment and Resources activity class includes reports thatdocument warranty and service contract information for equipment. The

warranty expiration dates and service provider contact information can beconvenient when resolving equipment problems.



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Operational UsersOperational userstradespeople, housekeeping staff, building tenants, andregulatory compliance personnelare the day-to-day users of a buildingoperations management system. Tradespeople and operating staff update

work orders after finishing a job, and building tenants report maintenanceproblems. For assistance in determining the problem cause, obtaining partsand tools, and determining the optimal solution to a problem, some of theseusers might want to check resource availability, as well as review work history and analysis reports.

We would like to use bar code readers to enter codes for parts, tools, and work orders.The Building Operations Management module supports bar coding technology for data entry. Instead of entering identifying codes manually, you can scaninto the system bar code labels attached to work orders, work requests, andcraftspersons identification cards. This feature not only saves time in enteringdata, but also increases its accuracy.

How can I find an alternative part to substitute for an out-of-stock part? As part of its parts inventory, the module provides the Parts and Alternatesreport. You can also check to see if you can borrow the part from a lesscritical piece of equipment by reviewing the Equipment by Parts report.

As employees and tenants in an office building, we often encounter maintenanceproblems that we want to enter directly into the system.To empower workers with communication tools for maintaining their workenvironment, the module enables all occupants in a building to quickly request maintenance work. With the Create Work Request task (available fromthe Navigators Establish On Demand Work/Create and Review Requests

activity) any user can directly report a problem using an easy-to-completedialog box. Once problems are reported, maintenance managers can reviewthem and decide how they should be handled.



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As a maintenance employee, I often see problems and immediately correct them,without working from official work orders. After I correct such problems, I need a wayto enter them, along with their resolution and required resources, into the system.If you are authorized to create an instant work order, you can report aproblem and its resolution by issuing an instant work order. You can thenimmediately update the work order as Completed and record the requiredresources. With this feature, you can report a problem and how you resolvedit by working with a series of dialog boxes. For information on immediately completing instant work orders, see Work Flow Organizers in Chapter 3,Building Operations Fundamentals.

As regulatory compliance personnel, we need to establish standards to meetmaintenance regulations, such as the steps we should take when inspecting equipmentand hazardous areas.

You can use the modules PM Procedures and PM Steps tables to establishstandard preventive maintenance procedures that can be assigned toequipment items and locations. These procedures can document maintenance

work required for compliance with industry and government regulations. Forexample, to establish a standard safety procedure for lockout and tagout, youcan enter the required steps and then schedule this PM procedure to takeplace on all equipment and locations requiring this safety check.


This PM procedure prepares elevators for safety inspections by a regulatory agency.


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In order to manage and plan work, craftspersons need to check the work that isscheduled for various time periods.The module includes the Craftspersons Workload report which analyzes howmuch work is assigned to each craftsperson per day. Craftspersons can usethis report to plan their work; maintenance managers can use it to make workloads more equitable.

After finishing a maintenance job, how do craftspersons record their work and theresources consumed?Craftspersons can update work completion information and the resources usedby selecting the Update Work Order Details task, which presents a dialog boxthat prompts them to enter work completion data. The dialog boxes used forupdating work order details are discussed in What Features Do You Need toKnow? later in this chapter; they are available from the Navigators Update

Work Order Details task.



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What Features Do You Need to Know?The ARCHIBUS/FM Building Operations Management module is designed tomeet the needs of the many personnel involved in maintaining a facility. Yourorganizations operations, your role in the organization, and the tasks youtypically perform determine the module features with which you will work.

To help you determine the features you require, this section directs you to theminimal module components you should learn based on your role in anorganization. Since situations may vary between organizations and you may play multiple roles, you may need to learn more features than those presentedin this section.

Note Since all users typically perform the tasks described in the BuildingTenants and Company Employees section, all users should read this section.

Building Tenants and Company Employees As a company employee or building tenant, you may encounter maintenanceproblems that require immediate attention. For example, when you find aceiling leak or an equipment breakdown, you need to report the problem sothat it can be fixed as soon as possible. After you report a problem, you may

wish to verify that the maintenance staff is addressing it.

Reporting Maintenance ProblemsSelect the Create Work Request task, and the program presents the Create

Work Request dialog box, which you use to report problems. You need toprovide such information as the identification number of a piece of equipmentneeding repair, the type of problem, and the location of the problem.


Use this dialog box to report maintenance problems.


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To verify that the system does not already contain a work request for thissame problem, you can use the dialogs List Open Work Requests button toreceive a list of open work requests with the same information as you enteredin the dialog. If you find that the problem has already been reported, you cancancel your request.

Checking Problem StatusOnce you request work, maintenance managers review the request anddetermine how and when to resolve it. You may want to check the status of

your request and see how the maintenance staff is handling it. To do so, usethe Review Open Work and Review Closed Work tasks.

The Review Open Work task loads a report containing all work requests thatare still in process and their status. To check a maintenance managersdecision on a request, examine the work requests status: has the request beenapproved? is it in process? has it been rejected?

The Review Closed Work task presents a history report documenting all work

requests that have been archived. The report shows how reported problems were ultimately solved.

CraftspersonsIn many companies, craftspersons include both in-house personnel andoutside contractors who perform maintenance jobs. In-house craftspersons andcontractors primarily need to know how to:

Report a maintenance problem.

Communicate to maintenance managers about the progress of their currentassignments.

Review the current information of their assigned maintenance jobs, andupdate it if necessary.


This report shows closed on demand and preventive maintenance work.


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Record the details of how they resolve maintenance problems, as this isuseful for future reference and problem prevention.

Updating Work Details

After performing a maintenance job, a craftsperson needs to update the system with details about the job. (The Building Operations module uses work ordersto document maintenance jobs; for information on work orders, see Chapter 3,Building Operations Fundamentals.)

The Update Work Order Details task presents a series of dialog boxes through which craftspersons can enter all pertinent data. The following overviews thedialog boxes used in updating work details. For detailed information on

working with these dialog boxes, consult ARCHIBUS/FM Help.

First, the system presents an empty Update Work Order Details dialog box sothat you can select the work order to update. Select a work order, and thesystem provides a list of work requests assigned to this work order. Using theoptions in the bottom left of the Update Work Order Details dialog box,

choose whether to update the resources required for that work request, or toupdate the work request itself.


Displays theassigned workrequests so youcan select one toupdate.

Click here to select a work orderfrom a list of work order numbers.


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If you select to update the resources, the system displays the Update WorkRequest Choose Resource dialog box listing the work requests scheduledresources. You can edit a scheduled resource by selecting the resource andchoosing the Edit Existing button.

If you used a resource that was not originally scheduled for the job, choosethe Resource type and use the Add New button to assign the consumedresource to the work request.


Choose one ofthese buttons tosee the existingresource items.

Select a resourceitem to edit.

Click here to editthe selectedresource item.

Select here to adda new resourceitem, not originallyscheduled for the job.

To add new resources to a work request, you complete dialog boxes similar to this.


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If you choose to update the work request, the system presents the Update Work Request dialog box, which you use to enter or change information. If necessary, you can inform maintenance managers of special incidents by completing the dialogs memo field. When you process the dialog box, thesystem returns you to the Update Work Order Details dialog, enabling you tochoose to update another work request.

Reviewing Active Work OrdersCraftspersons may also wish to review assigned and upcoming work by usingthe modules Review Active Work Orders task. This task presents a reportlisting all open but uncompleted work orders, along with their assigned workrequests and resources. From this report, you can determine the work that youneed to complete and the resources required for this job.


Use this dialog box to update information for a selected work request. In this example, thecraftsperson has updated the status, entered a comment, and provided cause and repair types.


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Financial ManagersSince managing building operations involves capital resources such asequipment, labor, parts, and tools, there are significant expenses at all levelsof the building operations process. Corporate financial managers need to beaware of the financial impact and cost of maintaining buildings, and may also

want to check specific costs in managing equipment and resources.

To help you manage expenses, the module provides several history andanalysis reports, available from the Analyze History and Finances activity classon the ARCHIBUS/FM Navigator. For detailed analysis of labor, parts, tools,and equipment costs, run the reports of the Manage Equipment and Resourcesactivity class. Both of these activity classes are overviewed in Chapter 4, ATour of the Building Operations Management Module.

Building Operations ManagersTypically, building operations management is of concern to maintenancemanagers, facility managers, and production managers. Since these three typesof managers play different roles in managing building operations, theirconcerns and needs vary. For example, if tasked with keeping tenant requestslow, you may want to concentrate on the modules on demand features; if

your goal is to reduce equipment downtime, the preventive maintenancefeatures are for you. Therefore, these types of managers may find it necessary to have a comprehensive knowledge of the entire Building OperationsManagement module. These three roles are detailed below.

Facility ManagersCorporate facility managers usually are familiar with all aspects of a companysfacilities and assets, and may be responsible for establishing basic data aboutthe facility. This basic dataknown as background data is a fundamentalsource of information that all other users access and is used throughout theBuilding Operations module.


Financialmanagers usethese activities toanalyzemaintenancecosts.


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In addition to developing background data, facility managers might also trackmaintenance work schedules, assets, and costs. Thus, facility managers areinvolved in the entire process of building operations management, especially in terms of scheduling maintenance work and managing equipment and otherresources, and should be familiar with the entire Building Operations module.

Production ManagersProduction managers primarily need to know how maintenance work affectsproduction and production equipment. Accordingly, production managers will

want to establish production schedules for critical production equipmentthat has a high downtime cost. With production schedules established, youcan plan maintenance work for times when equipment is already scheduled tobe not running. For example, if a power plants turbine is already scheduledfor downtime and you need to service this item, you can schedule the job forthis same downtime period.

To establish equipment production schedules and analyze these schedules interms of required maintenance, production managers should concentrate onthe Manage Equipment activity of the Manage Equipment and Resourcesactivity class. Additionally, production managers may find it useful to learn theentire Building Operations module, so that they can understand therelationship between maintenance and production issues.

Maintenance ManagersSince maintenance managers deal with all aspects of building operations, they need to understand all features of the Building Operations Managementmodule. Often, maintenance managers find it useful to first understand themodules on demand maintenance features, and then move to the modulespreventive maintenance features.

Maintenance managers should first review Chapter 3 Building OperationsFundamentals. To understand how to work with the module features aspresented by the ARCHIBUS/FM Navigator, refer to Chapter 4, A Tour of theBuilding Operations Management Module. Finally, to learn about themodules specific tasks and activities, use the modules online help.



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Feature and User SummaryThe following table summarizes how various users map to the main featuresof the Building Operations Management module. Note that the features listedfor building tenants and company employees are fundamental featuresrequired for all users.

User Features to Learn

Building Tenants andCompany Employees

Create Work Request taskReview Open Work taskReview Closed Work task

Craftspersons Update Work Order Details taskReview Active Work Orders task

Financial Managers Analyze History and Finances activity Manage Equipment and Resources activity

Production Managers Manage Equipment activity

Facility ManagersMaintenance Managers

All module features.

Installation OptionsSince not all users require all module features, there are a few ways to installthe Building Operations Management module:

Install the ARCHIBUS/FM program and Building Operations module in walk-up stations so that everyone in a company or a building can reportmaintenance problems, review work status, and check problem resolution.For users who require other features, install the complete program on theirmachines. This configuration is useful in situations in which not all usershave their own computers, or have enough disk space for a complete

ARCHIBUS/FM installation.

Install the Building Operations module on a network server and locally onindividual users machines, set up shortcut menus with options forrequesting work and updating work orders. ARCHIBUS/FM SystemManagement Help has information on establishing these types of shortcuts.For users who require other features, make the entire program availablefrom their machines. This configuration greatly reduces the disk spacerequired for each local station to run ARCHIBUS/FM.

Install the module on individual users local machines so that each user canaccess the module. Use the programs security features to control thefeatures that each user can access. Use this configuration to minimizenetwork traffic while the program is loading into memory.



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Chapter 3

Bu ild in g Opera t ion sF u n d a m e n t a l s

This chapter describes the basic structure of how the ARCHIBUS/FM BuildingOperations Management module helps you to manage work. The chapterdescribes the types of work, different ways of categorizing work flow, how tomanage resources used to perform work, and includes a general description of how you can use the module to manage work.

The ARCHIBUS/FM Building Operations Management module is aComputerized Maintenance Management System (CMMS) which managesthree types of maintenance work:

Breakdown maintenance that requires immediate repair.

Corrective maintenance, which is maintenance work scheduled to solveidentified maintenance problems.

Preventive maintenance, which aims at preventing a maintenance problemfrom occurring by evaluating facilities and assets, detecting potentialproblems, and regularly scheduling maintenance work to stop degradation.

Chapter 3: Building Operations Fundamentals 33


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Work TypesThe Building Operations Management module categorizes maintenance workinto two types: on demand work and preventive maintenance. On demandmaintenance solves emergency breakdown and corrective maintenanceproblems, and preventive maintenance manages preventive work.

On Demand Work On demand work is defined as one-time, emergency, breakdown, orcorrective work, such as fixing a roof leak, installing new equipment, ormoving furniture and equipment.

The modules on demand work methodology offers a tactical and reactiveapproach that handles both emergency breakdown problems and regularcorrective maintenance work. Whenever a breakdown or other problemoccurs, use the modules on demand features to solve the problem.

Preventive MaintenancePreventive maintenance is defined as any time-based or meter-based,repetitive, preplanned, or regularly scheduled maintenance work. This type of

work is scheduled at intervals necessary to prevent equipment breakdown andmaintain proper facilities and equipment operations. Inspection, calibration,adjustment, cleaning, lubrication, and parts replacement are examples of preventive maintenance work.

The modules preventive maintenance methodology provides a strategic andproactive approach for regularly evaluating your facilities and assets, detectingpotential problems, and scheduling maintenance work to prevent problems.Use the modules preventive maintenance methodology to minimize the

frequency of on demand work.



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Work Flow OrganizersCommunication is vital in managing building operations. Maintenancemanagers must be informed of problems and must communicate withcraftspersons responsible for solving the problems. Work requests and workorders are the key elements for streamlining the communication process.

Work Requests A work request reports a maintenance problem (such as a leak in a building)or a request for work (such as installing a book shelf). When creating a workrequest, you must describe the problem, its location, and, if the probleminvolves equipment, the equipment identification number. You request workby choosing the Navigators Create Work Requests task.

After work requests are created, maintenance managers review them and then

approve, reject, or place them on hold. Maintenance managers may then wishto assign approved work requests a priority rating, and estimate and schedulethe resources required for executing the work. In order to ensure that critical

work is executed in a timely fashion and that all problems are resolvedefficiently, maintenance managers should regularly review requested work.



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The module provides several work request status reports, including reportsdocumenting completed work requests.

In summary, a work request is the fundamental element to the buildingoperations management process. Users specify the basic requirements of aproblem by defining a work request, and maintenance managers analyze workrequests.

Work Orders A work order is a form for resolving requested maintenance work. Once a work request is approved, it can be assigned to a work order for execution. You can assign one or more approved work requests to a work order,

grouping the work requests by criteria such as location, craftspersonperforming the work, or scheduled execution date.


Use the Open Work Request Status report to examine the status of requested work.


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Work orders help you improve how efficiently you solve problems. Forexample, if you have similar problems located in the same building, you cangroup together the work requests on one work order and assign the workorder to a craftsperson.

The module provides three methods for creating work orders andmanipulating work requests: instant work orders, regular work orders, andpreventive maintenance work orders. These work orders differ only in the

way they are created; once they are created, you work with them in the samemanner.

Regular On Demand Work Orders Any on demand work order to which you assign and group approved workrequests is considered to be a regular on demand work order . Regular on

demand work orders require that a maintenance manager review and approve work requests and then assign one or more approved work requests to the work order.

Preventive Maintenance Work OrdersPreventive maintenance work orders are generated from schedules youestablish for executing predefined preventive maintenance (PM) proceduresand steps on equipment items and building locations. To generate a PM workorder, the system automatically creates work requests according to scheduledPM procedures you define and assigns the work requests to PM work orders itgenerates.

Therefore, before generating preventive maintenance work orders, you need

to define preventive maintenance procedures and steps, assign them toequipment items and locations, and establish their execution schedule. Forexample, you might define a procedure for changing an air filter, assign it toan air handling equipment item, and specify that this procedure should beexecuted every three months.



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Instant On Demand Work OrdersInstant on demand work orders are useful when you need to quickly issuea work order to solve an emergency problem, or if your company does notrequire requested work to be reviewed and approved before it is assigned to a

work order. Instant work orders are the simplest form of work orders in thatthey can have only one assigned work request when initially created. Once you create an instant work order, the module treats it as a regular on demand work order.

Instant work orders can be generated only by users who have certain security permissions. When such users access the Create Work Request dialog box, thedialog box includes additional options in the lower left corner for generatingan instant work order for resolving the reported problem.

Note that the dialogs Instant Work Order section includes a Complete option, which is used for immediately updating the generated work order withcompletion details upon entering the problem into the system. This option ishandy for recording problems and solutions that craftspersons may havesolved on their own, without following instructions in an official work order.

Note If your site has not implemented ARCHIBUS/FMs security features, theCreate Work Request dialog will include the Instant Work Order options. If

your site has implemented ARCHIBUS/FMs default security settings, the dialog will include the Instant Work Order options only for those users who aremembers of the MAINT MGMT security group. You can change the defaultsecurity settings to make these options available to other security groups. Formore information, see ARCHIBUS/FM Help.


Users with theappropriate securitysettings can usethese options tocreate, issue, print,and optionallycomplete instantwork orders.


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Work Resources Work resources include the labor, parts, and tools required for executing ajob. Before approving requested work, a maintenance manager may wish toestimate and schedule the required resources, as this indicates if the work ismanageable, minimizes disruption to the facility, provides an estimate of thecost, and ensures resource availability.

For flexible scheduling, maintenance managers might want to estimateresources at the type level (types of trades and tools) without schedulingspecific craftspersons and tools for a job. Then, before closing out workorders, maintenance managers and craftspersons can document the actual

workers and tools (the specific resources) that were used.

Estimating the cost and determining resource availability is also important indeciding the priority of work and scheduling the time and date for using theresources.


You can define a procedures need for a power drill using the Tool Type record and then schedulespecific power drills for particular jobs using the Tool records.


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General Building Operations Work FlowThe following outlines the general procedures for using the Navigatorsactivities and tasks to manage on demand and preventive maintenanceproblems. In comparing on demand and preventive maintenance work flow,notice that they use the same Navigator activities for developing backgrounddata, updating work orders, closing out work orders, and analyzing equipmentuse, finances, and work history.

On Demand Work FlowThe general procedure for managing on demand work is:

1 Use the Manage Background Data activity to develop backgroundinformation about your organization and facility.

2 Define the need for work by location, asset, description, and problem type

using the Navigators Create Work Request task (available from the Createand Review Requests activity).

3 Use the Review Work Requests task (available from the Create andReview Requests activity) to approve, postpone, or reject work requests, as

well as prioritize approved work.

4 (Optional) Estimate the costs and required resources for the job with theEstimate Work Requests task (available from the Estimate and ScheduleRequests activity).

5 (Optional) Use the Schedule Work Requests task (available from the

Estimate and Schedule Requests activity) to schedule the optimal time to dothe work and to assign specific craftspersons and tools to the job.

6 Assign the work request to a work order and issue the work order, usingthe Generate On Demand Work Orders activity.

7 While work is being executed, manage it with the Manage Active OnDemand Work activity.

8 Perform the work and when through, use the Update Work activity todocument the actual resources used and the work completion date.

If you did not assign labor and resources to the work request using steps 4

and 5, as part of updating work details you can record the resources usedfor the job. This enables you to itemize the cost of this work. If you do not

wish to track individual resources, you can record the cost of each workrequest in the Work Request tables Other Costs field.



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9 When all information has been updated, close out the work order using theClose Out Work Orders task (available from the Update Work activity).

10 Analyze on demand work in terms of cost, resources, and performance with the Manage Equipment and Resources and Analyze History andFinances activity classes.

Instant Work Order Work FlowThe basic procedure for using instant work orders is:

1 Define the need for work by location, asset, description, and problem typeusing the Create Work Requests task. Be sure to complete the Auto-Createoption of the Create Work Request dialog box. Use the Issue, Print optionto issue the work.

2 Perform the work and when through, use the Update Work activity todocument the actual resources used and the work completion date.

Since you probably did not assign labor and resources to the work requestbefore issuing the work order, as part of this step you may wish to recordthe resources used for the job. This is important for itemizing the cost of the work.


4 Analyze the work in terms of cost, resources, and performance with theManage Equipment and Resources and Analyze History and Financesactivity classes.

When you choose to create an instant work order and immediately complete it(because the work has already been performed), the basic workflow is:

1 Define the work by location, asset, description, and problem type using theCreate Work Requests task. Be sure to complete the Auto-Create optionof the Create Work Request dialog box.

2 Choose the Complete option on the Create Work Request dialog box. When you process the dialog box, the system presents the Update WorkOrder Details dialog box so you can document the resources used and the

work completion date.




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4 Analyze the work in terms of cost, resources, and performance with theManage Equipment and Resources and Analyze History and Financesactivity classes.

Preventive Maintenance Work FlowThe general procedure for managing preventive maintenance work is:

1 Collect background information about your organization and facility withthe Manage Background Data activity.

2 Use the Schedule Preventive Maintenance activity to define the PM workrequired for maintaining your facility. This involves developing PMprocedures and creating schedules to execute these procedures.

As part of this activity, you can also record the parts, trades, and tool typesrequired for each procedure.

3 (Optional) For a specified time period, determine upcoming work and itsresource requirements by running the reports of the Forecast Work andResources activity.

4 At regular intervals, determine the upcoming preventive maintenance work,generate work orders for executing this work, and issue these work ordersby working with the Generate PM Work Orders activity.

As part of this activity, you may optionally schedule specific craftspersonsand tools for the PM jobs by running the Assign Craftspersons and Toolsto PM Housekeeping/Equipment Work Orders tasks.

5 While the PM work is being executed, manage it with the Manage ActivePM Work activity.

6 Perform the PM work and when through, use the Update Work activity todocument the actual resources used and the work completion date.

If you did not use steps 2 and 4 to specify labor and resources required forPM jobs, as part of updating work details you can record the resources thatthe work required. This enables you to itemize the cost of your PM work. If

you do not wish to track individual resources, you can record the cost of each work request in the Work Request tables Other Costs field.

7 When all information has been updated, close out the work order using theClose Out Work Orders action (available from the Update Work activity).



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8 Analyze your PM work in terms of cost, resources, and performance withthe Manage Equipment and Resources and Analyze History and Financesactivity classes.



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Chapter 4

A Tou r of th e Bu ild in gOpera t ions ManagementModule

This chapter overviews the ARCHIBUS/FM Building Operations Managementmodule in terms of its activity classes and activities, as depicted on the

ARCHIBUS/FM Navigator.

Use the Navigators activity classes, activities, and tasks to work through theon demand, instant on demand, and preventive maintenance procedures that

were outlined at the end of the previous chapter.

Chapter 4: A Tour of the Building Operations Management Module 45


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Developing Background DataManage Background Data, the modules first activity, helps you establishfundamental information about your organization and facility. Backgrounddata describes a companys rooms, departments, and equipment. Usersreporting maintenance problems by completing dialog boxes can select fromlists of background data to describe a maintenance problem and its location.

Since the background data describes the entire organization and facility,facility managers are usually responsible for developing this information.Because each ARCHIBUS/FM module works with fundamental facility data,some information is shared between modules and may already exist in thesystem. For example, you may find that users of the Space Managementmodule have already completed room, floor, and building information.

Completing TablesFacility managers establish background data by starting with the activitysTables task category. Providing sufficient alphanumeric information about yourfacility directly affects how other users work with the module. For example, if

you develop work classifications, users can categorize problems whenreporting them, and you will find it easier to manage the root causes andcommon types of maintenance problems.



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Working with DrawingsFor use with the Building Operations module, drawings should contain roomand equipment asset symbols.

There are a few ways to develop facility drawings for use with the BuildingOperations module:

You can start with drawings developed with other CAD programs and use ARCHIBUS/FMs drawing editor to outline room areas and insert equipmentasset symbols, using the Draw Rooms and Insert Equipment tasks.

You can use ARCHIBUS/FMs drawing editor to create new facilitiesdrawings from within ARCHIBUS/FM. Once you create a drawing andoutline the gross area, use the Building Operations drawing tasks todevelop room and equipment asset symbols.

If you used other ARCHIBUS/FM modules to develop facilities drawingscontaining room and equipment asset symbols, you can use these drawings

with the Building Operations Management module.

You may choose not to use drawings with the Building Operations module;drawings are only required for queries, such as graphically demonstratingthe locations of maintenance problems.


The Building Operations module works with room and equipment asset symbols, which can bedeveloped using these tasks, or by using the ARCHIBUS/FM Overlay for AutoCAD.


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If you are proficient in AutoCAD and have purchased the ARCHIBUS/FMOverlay for AutoCAD, you can develop your facilities drawings in

AutoCAD, using its polyline and editing features to depict room areas. Next,use the Overlays asset editing commands to convert these polylines toroom asset symbols, and then use the Overlays commands to addequipment asset symbols. For your convenience, the Overlay provides theModules/Building Operations menu which includes commands to help youdevelop room and equipment asset symbols.



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Establishing On Demand Work As the Navigator indicates, managing on demand work involves creating andscheduling work requests and generating work orders for these work requests.

Creating On Demand Work RequestsSince you manage on demand work on an as-needed basis, you must firstreport maintenance problems that need attention. As mentioned, the moduleprovides two methods for reporting maintenance problems:

Run the Create Work Request task from the Navigator.

Enter work request information directly into the Work Requests table.

The first method presents the Create Work Request dialog box so that you candescribe the problem.



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As discussed earlier, the Create Work Request dialog may present additionaloptions for creating an instant work order. Your ability to generate an instant

work order depends on whether or not your site uses ARCHIBUS/FM security features and the security group to which you belong.

To directly enter requested work in the Work Requests table, you must befamiliar with the tables structure. Maintenance managers, in particular, may

want to directly edit this table when reviewing work requests and changing a work requests status. With this method of creating work requests, you cannotgenerate instant work orders.


Users with theappropriate securitysettings can usethese options tocreate, issue, print,and optionallycomplete instantwork orders.

You can use the Work Requests table to enter, edit, and review work request information.


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Estimating and Scheduling On Demand Work Requests After approving a work request but before issuing it to a craftsperson, amaintenance manager may choose to estimate the required resources andschedule the work by working with the Estimate and Schedule Requestsactivity. Use this activity to list work resource requirements, estimate workrequest costs and time, and schedule the optimal time to perform the work.

When estimating and scheduling work requests, you track resources at twolevels: the type level and the specific level. The type level refers to tradesand tool types, and is used for estimating. When scheduling work, you mustidentify the resource requirements at the specific level that is, the specificcraftspersons and tools to execute the job.

If you estimate work resource requirements before scheduling, you facilitate your scheduling job. For example, if you estimate the required resource types, when you schedule the resources, the module lists all the available specificresources of the estimated type.

Note In managing on demand work, you will find that the Estimate andSchedule Requests activity is an optional activity. Some sites may choose toskip this activity and generate work orders for requested work immediately after the work request is approved.

Generating and Issuing On Demand Work OrdersThe module provides two methods of generating on demand work orders. If

your site uses ARCHIBUS/FM security features and you belong to theappropriate security group, you can create an instant work order when youreport a problem.


If you wish, you can estimate and schedule the resources you will require for completing a workrequest.


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For work requests that are not resolved through instant work orders, you mustgenerate work orders. You can do so when reviewing the requests, or you canfirst create a work order and then assign approved work requests to it. Whenassigning work requests to work orders, you can group together related workrequests onto one work order. To create work orders and assign workrequests to them, use the Generate On Demand Work Orders activity.

After generating a work order, a maintenance manager must issue the workorder to a craftsperson for execution. The work order can be printed so thatcraftspersons can take the work order form to a site and use it as a guidelinein their work. Once a work order is issued, the system automatically changesthe status of all work requests assigned to the work order to Issued and InProcess.



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Planning Preventive MaintenanceSimilar to on demand work, you handle preventive maintenance by creating

work requests and generating work orders. This involves defining the need forPM work and the resources it requires, and then regularly generating workorders to execute PM work due during a specified time frame. Once the PM

work orders are generated, you issue the work orders to craftspersons who will perform the work.

The Building Operations module categorizes preventive maintenance (PM) work as equipment preventive maintenance and housekeeping preventivemaintenance. Equipment preventive maintenance services equipmentitems, such as inspecting air conditioners every year. Housekeeping preventive maintenance manages maintenance work for locations, such ascleaning a floors carpets every six months, or washing a buildings windowsevery two months.

Creating PM Procedures and Steps When planning preventive maintenance, you first need to identify theprocedures to be periodically performed based on time or meter readings. Toestablish preventive maintenance procedures , you specify individual stepsand group them together to build a procedure. A procedure may consist of one or more steps.


The Plan Preventive Maintenance activity class offers activities for defining your PM work andthe required resources, as well as generating PM work orders for executing work.


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The steps that you assign to PM procedures contain descriptions of the workto be executed. When a PM work order is generated, each PM step will createa separate work request on the generated work order. If you want each stepof the procedure to be tracked individually, define a separate step record foreach step.

If, instead, you wish the entire procedure to generate one work request,define one step for the procedure and list the required tasks in the stepsmemo field, as per the following procedure for servicing a fire extinguisher.


This procedure for changing an air filter is composed of six PM steps; the system will generatesix work requests, one for each PM step.

Since this procedures steps are listed in the memo field of one step record, the system willgenerate one work request.


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Assigning Work Resources to PM Steps As with estimating and scheduling on demand work requests, you may wantto specify the work resources required for each preventive maintenance step.

When assigning work resources to PM steps, you should list the requiredresources at the type l

Building Operations Management

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