Strategies for IT Adoption

Strategies for IT Adoption in Facility Management Industry.

(Draft 3)

JAE MIN LEE 1. Introduce to space management

1.1 The trend of space management Facility management is defined by IFMA(International Facility Management Association) as “an integrative management process that considers people, process and place in an organizational context”. especially, now a day, people think that facility as a big asset for them should be considered more strategic way. Generally in most of company facilities are most valuable asset for them. Space management especially in FM is a most close part to asset management.

- from archibus survey 2000’ - In survey of archibus to companies have more 500 employee and 100,000 square feet for managing, Nearly all respondents(97%) strongly agree/agree that space is a strategic asset that need to be managed to maximize utilization and minimize cost. They thought that in traditional way for FM, there are a lot of data redundancy, inefficiency and data duplication.

1.2 The technology used in current CAFM system In General, CAFM system is consist of two major part, one is CAD system and database system. Lots of system are interfaced with existing database system(Oracle, etc), CAD system(Autocad, etc) or specialized analysis system(CPM, etc). with a help of graphical system (CAD) and relational database system, Following function is generally implemented in commercial software.

- interactive database access : in most of software, it is possible to input data and query needed data. - Data integration : partly, some commercial software( such as “Intergraph”) have a effort to reuse existing data and be able to recognize and covert to available data for it’s own use. - Networking : some software are developed for web providing service. Thank to the emerge of internet, Space managing independent with place where they are more ,and more become a essential part of FM. - Graphics Interactivity : bi-directional link between graphical interface and database enable user to figure out data more effectively, and to input data more easily. - Built – in visualization : this is the ability of system to allow visualization of its layouts in 3D. This is an important feature since it helps reduce misunderstanding from interpreting 2D layout and also in reworking in design. - roduct Interactive Data Data Networking Graphics Reporting name database integration management capability Interactivity Capability access Archibus/FM Bi- ok Graphical ok Bi- Limited by directio and directional given nal Alphanu (BD) schedule(LBS) metric (G&A)

DrawBase LBS Ok (G&A) ok BD LBS

SPAN BD LBS G&A Ok BD Customizable

ARGOS BD LBS G&A Ok BD LBS

Intergraph BD Ok G&A Ok Primary mode Customizable

Facman None LBS LBS Ok LBS LBS

Accugraph BD Ok Ok ok BD LBS

Basically it could represent like this diagram.

Graphic interactivity

2D Interface Costs Entity Action

Sprinkler Fire Alarm System Initial Costs

Smoke Fire Water Control Pumps system Finance Costs Equipme Fire door nt Checking maintanc e checking Fix , Replace and Repair Program Costs Fuel Oil Air Dispensing Repair Handling Re- system for Units circulating boiler Pumps

Operational Cooling Interactive Chillers Towers Costs Boilers Broken or DIsorder. Chilled data Access Air Duct Water Distribution System Distribution Devices system Maintenance and Repair Cost Heat Fuel Transfer Steam Storage Devices Distribution Tanks for system Boilers Interior Appearan Checking ce and Domestic maintains Energy Costs Hot and Sanitary checking Storm Drain Fix , Cold Water DrainBuilidng Entity ACTIVITY system Replace system System and Repair Repair Waste Cart Water Disposal Washes Fountains Environmental system Cost

Food Service Equipment

Replacement Pneumatic Costs Tube Dumb system Elevators Escalators Exterior Waiters Appearan Checking ce and Normal Oil Maintena Essential Dispensing Automatic Power nce Electrical system for Fix , Doors Electrical Municipal Distribution Distribution Emergency Replace Service and system generators and Repair Other Costs Repair Roof Exterior wall Fire Windows Proofing

Loading Ramps/ Emergency Exterior Fuel Platforms Generators Door Storage Residual Value Tanks for and Salvage Emergency generators Value Automatic Box Conveyors

DataBase

Data integrati on

Networking

2. The present condition of space management

2.1 More detail analysis of current commercial CASM ( computer aided space management) solution As a leading company in CAFM area, Archibus CAFM solution has somewhat more strategic approach for using space data. Fundamentally, they are consist of main two part. One is Graphic information part generated by autocad system and the other is text data part saved as a relational database table ( oracle db). This two part are managed and controlled by archibus own object management system.

Except such that command program structure, archibus has their own unique data management system.

First, they divide space concept as a 5 layer such as person, furniture, flour, facility, architectural plan. Each data are saved in relational database with its own properties. The Overlapping of activated layer, we can easily figure out the spatial relation of each layer in 2D image. Second, they can make a relation between other layer by ‘region’ object. Region object means that client define specific area. Like a following image, we can define every specific space as a region.

After defining region, the entities placed in region are automatically selected. So we can easily find out what is in a region and out.

Extra data which is not automatically generated but necessary should be manually inputted. 2.2 Summarize of current space management system.

1. Current Space management system has main characters like followings. First, Static every entity data are saved relational database type. These main entities are categorized by layer concept. This layer concept is useful for classifying entity’s information and figure out the relation of each entity. By overlapping on 2D drawing screen, we can easily detect current problem caused by inconsistency of layout and arrangement. This layer concept can be regarded as horizontal concept. This horizontal concept can be linked by vertical concept, region. Region has a role of main throughout idea used for integrating horizontal layer data. By checking in-out of every entity in specific region, we can finally extract space related data from every level layer data. This induced data can be followings. 1. Available leasing space. 2. Space occupancy per person. 3. Space using frequency. 3. Relation of each entity in space view point. 4. Space using history. 5. Space area information each kind of view ( such as service area, public area…) Such that first extracted data is fundamental information for strategic using of space. When making annual space allocation plan, forecasting space requirement, and analyzing space using cost for business planning, company manager can use such 1st extracted data usefully. 2.3 The impact of IT technology in SM (space mangement)

2.3.1 Traditional SM vs. CASM In traditional way of managing space, space is just one of the physical areas needing timing treatment and repair. It was not regarded as a asset and managing is only focused in maintenance and preserving facilities. The history data of maintenance, using and repairing were saved only by enumerative way without relation of space. So it is not easy feed back what they have been doing and extracting information in any point of view. And it was interested only current situation data. If there is no matter in facilities, there is no more needed. Their needed technology was also just mechanical or just labor based knowledge for repairing and maintaining. In otherwise, CASM ( computer aided space management) area has a different view for facility management. It don’t consider space as a just maintaining area any more. It think space as a most valuable asset which should be managed by strategic way. its focus for space manage is to save space related data more systemic ally and using this data for optimizing space use and increasing space value or reducing management cost. Furthermore, it is interested in forecasting space requirement and satisfy requirement more strategic way. Traditional FM CASM

Character of MG Case by case Strategically

Main purpose Maintenance, preserve Optimization, renovation

Manage focus Broken,old facility All facility

Target point Current information Current information, prospect

Related knowledge engineering Engineering, financing, IT,

Related department one More than one

2.3.2 The merit of CASM – real example. - GM

“General Motors (GM) formed WFG in 1995 to consolidate common facilities activities and provide a significant cost savings to the company. As part of GM's manufacturing division, WFG-FM provides the full scope of corporate facilities services that include maintenance, housekeeping, space management, and administrative services. The CAFM system is part of the space management function. Since its inception, WFG has saved GM an estimated $1 billion in operating costs.

WFG-FM set out to capture key facility and tenant information for each site and to support FM business processes by establishing standard metrics and consistent benchmarking across the portfolio. The resulting CAFM system links tenant data with CAD drawings to provide facility managers, corporate officers, and project teams with integrated space, occupancy, and planning information.

The Space Information System (SIS) was developed with assistance from business partners Computerized Facility Integration. SIS is used to track and report space and tenant information. It generates WFG standard space utilization reports based on a variety of criteria and distributes the information via email. Once new data is verified, it can be automatically loaded into the system with the click of a mouse. Development is underway to convert the SIS to be a completely Web-enabled system within the GM firewall.” -- From GSA web page. --

3. The Strategic approach in CASM

3.1 Why strategic approach is needed in CASM area?

As a matter of course, The purpose of CASM is to acquire a profit by managing space related data . For this, We should define what is most important data rather than any others and how can we use this data for acquiring merits. GM’s Facility manager said that "Understanding specific facilities management needs and what each one requires is essential, but it's just as important to understand who is utilizing the data so you can provide useful tools to support their core work," His comment means that understanding the data for whom is the most important factor for making useful CASM system. To know data for whom is important because the kindness , importance and The way of using of data is totally depend on user’s point of view. In addition, the kindness of space is also important for CASM programming. The importance of space related data is totally deferent in each spaces. So, We should set our plan with regarding user and the kindness of space. To distinguish the importance of data, Analysis of space data is needed. For this reason, Off the shelf software is generally ineffective in CASM area. With out deep understanding of practical business and strategic approach to space related data, we can not make a effective system for getting merit.

3.2 The limits of current space management system Current Space management system have main two limits. 1. lack of consideration for space own character A. Space character are very diversity depend on building. Space of hospital and Space of hotel are totally have different concept. Space performance, organization, and user are different. So for making good space management system, we should make a way for representing building’s own character, performance and organization. Without this information, gathered data even though they are saved in relational database system are just enumeration of information. 2. Unclear definition about user. A. Different user put different value on same data. According to user, the value of data and usage of data can be changed. Without consideration about user for specific data, we can not expect proper management. So we should define the view of user for specific data.

3.2 The suggestion for space management system Space management started as a passive way to manage building space efficiently. But nowadays, it means strategic usage for improving asset value by using space related data. For this, Space management system should consider space character and user. Practically, for this, Space management system should definitely be a part of ERP. In reality, Space management is linked closely with related works such as human resource management and work schedule management. So facility management should not be treated as one independent work area but as part of ERP and considered as an organically linked module.