THE FACILITY MANAGER'S GUIDE TO INFORMATION TECHNOLOGY

Transcription

1 THE FACILITY MANAGER'S GUIDE TO INFORMATION TECHNOLOGY GEOFF WILLIAMS MICHAEL MAY

2 Table of Contents Preface Michael May, Geoff Williams xv 1 The Relationship Between FM and IT 1 Kevin Janus 2 Technologies and Their Impact on FM 5 Julie Knudson 3 IT Basics for Facility Managers 21 Marco Jedlitzke, Joachim Hohmann, Michael Marchionini, Michael May, Marko Opic, Geoff Williams 3.1 The Meaning of IT for Facility Management Networks General Description of Computer Networks Structure of Networks Data Communication in Networks Expansion of Networks Internet, Intranet, and Extranet Databases '" Graphic Data Processing and CAD Software Software Life Cycle Influence of the Software A rchitecture Web Services as a Platform for the Realization of Distributed Objects Open-Source Software in Facility Management Open Source as an Idea Open Source and CAFM An Open-Source CAFM Project Summary 46

3 4 Mobile Technologies and IT Interfaces 47 Marco Jedlitzke, Joachim Hohmann, Michael Marchionini, Michael May, Marko Opic, Geoff Williams 4-1 Mobile Technologies Identification by Means of Bar Code or RFID Mobile Devices Mobile Technologies as a Component of a CAFM Solution Interfaces Necessity for the IT Integration Classification of Interfaces Organization of Data Exchange IT Operating Concepts Technical Operating Concepts Organizational Operating Concepts Summary 61 5 IT Security for Facility Managers 63 Marco Jedlitzke, Joachim Hohmann, Michael Marchionini, Michael May, Marko Opic, GeoffWilliams 5.1 Security Data and Security Concepts in CAFM General Security Aspects Authorization Concepts Data Communication Outside of a LAN Information Dissemination via the Internet Security in Wireless Local Area Networks Remote Access and Virtual Private Networks (VPNs) via the Internet Firewall Security Between Networks Mobile Devices Data Protection Summary 70

4 6 Facility Management and CAFM 71 Michael Marchionini, Dan Rusch-Fischer, Joachim Hohmann, Bill Jordan, Michael May, Peter Prischl 6.1WhatIs(CA)FM? Why CAFM? FM vs. CAFM? Historical Development The 1960s and 1970s Mainframe, Minicomputers and Modest Beginnings The 1980s The Personal Computer, the Crucial Innovation The 1990s Microsoft as the Dominant IT-Platform CAFM "Generations" The Twenty-first Century The Web Changes Everything Structure of the FM Market FM and CAFM Market Historical Structure of the (German) CAFM Market Vendor Structure of the (German) CAFM Market CAFM Developments and Trends CAFM A Computer Science Discipline? Summary 86 7 Applications 89 Alwin Schauer, Gary Kropp, Alexander Maier 7.1 General Facility Inventory Documentation Space Management Contract Management 100 7'. 5 Cleaning Management Move Management Energy Management Maintenance Management Security and Access Control Management 109

5 7.10 Property Management Leases and Rentals Operational Cost Management Financial Management Other Applications Summary Economic Benefits of a CAFM Implementation 117 Peter Prischl, Joachim Hohmann, Stefan Koch, Michael Quadt, TedRitter 8.1 Is CAFM Useful? Principal Considerations A Typical Unsuccessful CAFM Project A Success Story ROI Dimensions ROI Organizational Dimension ROI Driver Model The ROI Power Dimension Assessment of the ROI Dimension General Classification Quantitative Evaluation Delphi Method Implementation in Practice General Approach Approach ROI Functional Dimension Two Examples Consequences of "ROI Driver Ranking" on Further Measures Practical Example of Economic Analysis A CAFM Case Examined Transparency and Standardization of the Overall Data Analysis of Allocation, Space Usage, and Vacancy Move Planning, Simulation, and Execution Security and KeyI Lock Management Cleaning Management Maintenance and Inspection of Technical Inventory Failure-based Maintenance and Helpdesk Building Service Charges for Tenants and Users Real Estate Valuation I Portfolio Management 155

6 Results of Cost-Benefit A nalysis Summary FM Business Processes and Their IT Implementation 159 Kevin Janus 9.1 What Is a Process? Facility Management Process Primary Processes Primary Process for One Group Workflow for One Group Task Flow for One Process Information Flow for One Process Perform the A nalysis Summary Data Transfer and Data Exchange for CAFM 167 Marko Opic, Stefan Koch, Eberhard Laepple, Alexander Maier, Michael May 10.1 The Importance of the Database for a CAFM System Data Format and Data Structuring Data Transfer for CAFM Level of Detail and Associated Costs Collection of Floor Plans Collection of Room and Equipment Data Collection of External Documents New Facility Planning in Accordance with FM Data Preparation for the Import into CAFM Systems CAD As-Builts Room and Equipment Data Quality Assurance and Data Preparation of Alphanumeric Data General Approach Definition of the Requirements Collection of Data on Site Automated Check of Data Software Solution for the Automated Quality Assurance 191

7 10.6 Data Exchange in CAFM General Approach During the Implementation Phase Approach During the Operating Phase Exchange of Structured Tables Exchange of Documents Exchange of Structural Building Data Summary CAFM Systems 197 Stefan Koch, Nicole Lobb, Rita Gb'rze, Michael Marchionini, Michael May, Dirk Ranglack, GeoffWilliams 11.1 CAFM Software vs. CAFM Systems Requirements on CAFM Systems The Process of Defining Requirements User Interface Requirements Reporting Requirements Requirements on the Process Support Requirements of the Data Supply System Concepts and System Structure CAFM System Characteristics CAFM System Based on a CAFM Software CAFM System Based on Several CAFM Products CAFM System Based on CAFM and ERP Software CAFM System Based on ERP and CAD Software CAFM System with Coupling to a BMS Datastorage Integration of CAFM Components Interfaces in CAFM Systems CAFM System with Integration by Data Warehouse CAFM System with Integration by Middleware CAFM and Internet Overview of the Application Scenarios Available Solutions Summary 247

8 12 Selection of CAFM Software 249 Joachim Hohmann, Russ Burlew, Kevin Janus, Nicole Lobb, Michael Marchionini 12.1 General Functional Specifications Document as a Basis of a Request for Proposal Description of Project Performance Specifications IT Requirements Interfaces Data Acquisition and Transfer Customizing 12.3 Standardized Procurement and RFP General Form and Contents Summary Implementation Strategies for CAFM 261 Michael May, Robert Burns, Chris Keller, Nicole Lobb, Michael Marchionini 13-1 Overview and Issues Project Plan Standardized Procurement and RFP General Form and Contents The CAFM Implementation Process Conception Phase Selecting a Consultant (Optional) Software and Vendor Selection Phase Implementation Phase System Development and Use Implementation Strategies Initial Considerations Analytic Approach Pilot Approach Summary 287

9 14 IT-Based Strategic Space Optimization in FM 291 Michael May, Michael Marchionini 14.1 The Challenge Unused Potentials Space Utilization Optimization The Mathematical Problem The Solution Modeling the Building Structure Results Sample Project: Municipal Administration Building Summary The International FM/IT Relationship 303 Michael May 15.1 IT an Enabling Technology for FM IT and Facility Management International Development of IT in FM State of the Art in International IT Use in FM General Problems and Obstacles CAFM Trends and Outlook 315 Maik Schlundt 16.1 Trends in FM/IT New Software Technologies New Hardware Technologies IT/FM in Appendix 1: BB&T 319 Kevin Foley A 1.1 Corporate Overview 319 A 1.2 Real Estate Related Data 319 A1.3FM Goals and Politics 320 A 1.4 Legacy Systems 321

10 A1.5The CAFM/IWMS Project A Project Implementation A Project Schedule A1.6 Results and Lessons Learned Appendix 2: General Dynamics C4 Systems Patrick Okamura, Deborah Schneiderman A2.1 Corporate Overview A2.2 Real Estate Related Data A2.3 FM Goals and Politics A2.4 The Initial Situation A2.5 The CAFM Project A2.5.1 Requirements of the CAFM Solution and System Selection A2.5.2 System Architecture A2.5.3 Project Schedule A2.6 LEED EB: Operations and Maintenance (OM) Category Assessment A2.7 Results and Lessons Learned Appendix 3: St. Mary's General Hospital / Grand River Hospital Geoff Williams, Roger Holliss A3-1 Corporate Overview A3.1.1 St. Mary's General Hospital A3'.1.2 Grand River Hospital A3.2 Restructuring of Health Care in Ontario A3-3 Real Estate Related Data A3.3.1SMGH A3.3.2 GRH A3-4 The Initial Situation A3-5 The CAFM Project A3-6 Project Schedule A3-7 Results and Lessons Learned

11 Appendix 4: Herman Miller 345 Marty Chobot A4.1 Corporate Overview 345 A4.2 Real Estate Related Data 346 A4.3 The Initial Situation 346 A4.4 The CAFM/IWMS Project 346 A4.5 Results and Lessons Learned 347 Appendix 5: Munich Airport 349 Michael May, Geoff Williams A5.1 Corporate Overview 349 A5.2 Real Estate Related Data 352 A5.3 FM Goals and Politics 355 A5.4 The Initial Situation 356 A5.5 The CAFM Project 356 A5.5.1 Requirements of the CAFM Software and its Architecture 356 A5.5.2 Project Schedule 360 A5.6 Experiences and Lessons Learned 361 Appendix 6: Bayer Schering Pharma AG 363 Michael May, Geoff Williams A6.1 Corporate Overview 363 A6.2 Real Estate Related Data 364 A6.3 FM Goals and Politics 365 A6.4 The Initial Situation 366 A6.5 The CAFM Project 367 A6.5.1 Requirements of the CAFM Solution and System Selection 369 A6.5.2 Project Schedule 370 A6.5.3 Collection and Structuring of the FM Data 373 A6.5.4 Structure of a Web-Based Integration Solution for Facility Management 374 A6.6 Experiences and Lessons Learned 3 76

12 Appendix 7: Checklist for the Implementation of a CAFM System 379 Michael Marchionini, Michael May Appendix 8: GEFMA-IFMA Survey on Information Technology in FM 387 Michael May, GeoffWilliams Appendix 9: Sources of Figures 393 Authors 395 IFMA ITC and GEFMA 411 References 413 Index 419