Space Management and IT :
“The final frontier?”
2006 Auckland Workshop
A Brave New World
Orazio Liggieri
Information 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
People
Process – business rules
documented & approved
ProcessTechnology
Technology – supports the
organisation to achieve
business objectives
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
ARCHIBUS/FM @ USYD
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, 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
Tririga @ UNSW, Overview
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?
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
Three Server
Configuration
• 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
Momentum Modules & Add-on
Momentum
Portfolio
Facilities
Operations
Facilities
Mgmt
Project
Mgmt
Options
CAD
Integrator
Momentum
Document
Mgmt
Employee
Self Service
Crystal Reports
Brava Viewer
API
Portfolio
Comprehensive tracking and associations of
People
Locations (Space)
Assets
Organizations
Geographies (Campus)
and their complex relationships
Organize Your Information
Maintain
complete and upto-date
knowledge of the
People, Locations
and Assets that
communicate and
inform on:
•History
•Scheduled
activities and
events
•Costs
Allows 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 webbased graphics
Understand Your Opportunities
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
Track terms, conditions,
contacts, costs, critical
dates all in one location
Facilities Management
Tools to optimize
space occupancy and utilization
Space Standards Enforcement
Move Management
Chargebacks
Planning
Facilities Management
• Portfolio
• Project Manager
• Modules
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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
•
•
•
•
•
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•
•
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
• Portfolio
• Project Manager
• Modules
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–
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–
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–
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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
• Efficient Problem Resolution
• Add Value through Maintenance
• Mobile Interfaces
•
•
•
•
•
•
•
•
•
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
workplace
Track 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.
Find Anyone, Anything, Anywhere
Search for a
person
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
Process
Improving 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