Space Management and IT :“The final frontier?”

2006 Auckland Workshop

A Brave New World

Orazio LiggieriInformation Services Manager

Key Concepts

Benefits of Integrated systems:• Free data from & to other

systems• Enter once in source system &

use many times• Validate critical data from other

systems to ensure consistency• Work flows enforce business

rules of the organisation.

Organisational Effectiveness

People – right skills & knowledge

Process – business rules documented & approved

Technology – supports the organisation to achieve business objectives

Process

People

Technology

Intergrated CAFM SYSTEMS

ARCHIBUS/FM @ USYD

Total Information Facilities Management

Tririga @ UNSW

Integrated Workplace Management System

ARCHIBUS/FM @ USYD

Overview of Modules:

• Space Management

– People data, Space & Org hierarchy

• Overlay for AutoCAD

– Link drawings to database

• Building Operations Management

– Preventative & Demand Maintenance – cust. interface

• Project Information Management System (PIMS)

– Customised financial reporting / linked to NSS

ARCHIBUS/FM @ USYD

Used ARCHIBUS/FM to:

• Manage & monitor work request using e-Service Desk - KPI

• Generate graphical and text reports as required

• Maintained and updated the employee table

• Assist staff in accessing the e- Service Desk

• Trained staff in basic functionality

The e-work request :• Secure – password protected• Empowers the user, able to initiate

request – access via the web • Auto populates fields from employee

details – reduce time & errors• Informed on status – update on

progress by email

ARCHIBUS/FM @ USYD

Service delivery benefits: • Reduces human intervention• Faster response – problem type routed for

approval/appropriate trade or service provider

• Accurate contact details & room location – link from ITS electronic phone book & room no.

• Automated billing – link to Finance NSS• Automated reporting of KPI • Allows for innovative service delivery –

mobile technology

ARCHIBUS/FM @ USYD

ARCHIBUS/FM @ USYD, Conclusion

People

• Some not embracing the brave new world -requests not being completed, poor reporting on KPI

• Others see potential & push for improvements

• Project sponsor (AT) & champion (GG) in place

Process

• Good & continually being improved. Annual budget allocated

Technology

• Working well – roadmap in place for improvements

Momentum provides tools that are required to optimize the management of space, assets and services.

• fully web driven application• A dynamic object oriented database• Out of the box functionality (UNSW IT requirement)

– Configuration?– Customisation?

Tririga @ UNSW, Overview

Momentum Web Portal

• Access to information & process management via web navigation

• Intuitive interface functional & secure

• Access rights determine what you can see & do

Momentum Features

• Ease of Use• Flexibility• Instant Access- Web based –

Intranet/Internet• Integrated Reporting functionality• Coordinated Scheduling• Interactive Notification & customer

surveys• Out of the Box- based on best practice • Can be easily customised using GUI

interface opposed to code• Business Processes - Driven by

Workflows• Document Management module –

allows linking of documents to processes

Three Server Configuration

Momentum Modules & Add-on

Momentum

FacilitiesMgmt

OperationsFacilities

Options

Brava Viewer

Momentum

Portfolio

DocumentMgmt

Crystal Reports

CADIntegrator

ProjectMgmt

Employee Self Service

API

PortfolioComprehensive tracking and associations of

People

Locations (Space)

Assets

Organizations

Geographies (Campus)

and their complex relationships

Organize Your Information

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

Manage Interlocking Relationships

Understand which items are associated and how they are associated

Visual Navigation

Web based graphical interface provides powerful reporting tool.

Assess the Global Portfolio

Detailed information retrieved instantly via the web – so you are always in touch

Supported by web-based graphics

Understand Your Opportunities

Track terms, conditions, contacts, costs, critical dates all in one location

Consolidated repository for leases and other contracts provides global accounting of your obligations and commitments – and gives you the information you need to adjust and optimize

Facilities Management

Tools to optimize

space occupancy and utilization

Space Standards Enforcement

Move Management

Chargebacks

Planning

Facilities Management

• Portfolio• Project Manager• Modules

– Contracts Manager– Finance Manager– Inventory Management– Keys Management– Assets Management– Works Manager– Receiving Manager– Task Manager

• Employee Self Service

– Requests– Relocations/Moves

• Interactive Reporting• Visual Interface

• Bid Manager• Budget Manager• Catalogue• Cost Code

Manager• Form Manager• Locator• Product & Services• Template Manager

Enforce Standards

• Space Allocation

Operations & Maintenance

Enhancing the performance and extending the useful life of buildings and equipment

Problem Resolution

Preventive Maintenance

Inventory and Stockroom Management

Capital Renewal/ Replacement

Operations and Maintenance

• Efficient Problem Resolution• Add Value through Maintenance• Mobile Interfaces

• Portfolio• Project Manager• Modules

– Contracts Manager– Document Manager– Finance Manager– Inventory Management– Keys Management– Assets Management– Works Manager– Receiving Manager– Task Manager

• Employee Self Service

– Requests– Relocations/Moves

• Interactive Reporting

• Bid Manager• Budget Manager• Catalogue• Cost Code Manager• Form Manager• Locator• Product & Services• Template Manager• Space Allocation

Managing Project

Manage schedules, costs, resource allocations to projects that affect the workplaceTrack progress against plan

Monitor project impact on your operations

Templates & Workflows – Reflect Process

Define new projects using a stored template

Facilitate benchmarking and comparison

Employee Self-Service Users

A powerful portal on every clients desktop

Devolve & Empower users to:

•Request

•Locate

•Reserve

With feedback on the status

Intuitive GUI Interface

Drill down to define and specify the problem type

Minimal data entry required to report problem. Fields pre-populated.

Search for a person

Find Anyone, Anything, Anywhere

Search for a

Location or Asset

anywhere in your system

Visual Display of Results

Target location

displayed

Conclusion

People• Keen & eager to use the system + need to

be trained

ProcessImproving existing & developing new for

system

Technology• Fully web based • Object orientated• ‘Out of the box’ or heavily customised

Summary

Improvement is a journey not a destination