THE FACILITY MANAGER'S GUIDE TO INFORMATION TECHNOLOGY

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

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 21 3.2 Networks 22 3.2.1 General Description of Computer Networks 22 3.2.2 Structure of Networks 24 3.2.3 Data Communication in Networks 25 3.2.4 Expansion of Networks 26 3.2.5 Internet, Intranet, and Extranet 26 3.3 Databases '" 27 3.4 Graphic Data Processing and CAD 30 3.5 Software 33 3.5.1 Software Life Cycle 3 3 3.5.2 Influence of the Software A rchitecture 3 5 3.5.3 Web Services as a Platform for the Realization of Distributed Objects 38 3.6 Open-Source Software in Facility Management 42 3.6.1 Open Source as an Idea 42 3.6.2 Open Source and CAFM 43 3.6.3 An Open-Source CAFM Project 44 3.7 Summary 46

4 Mobile Technologies and IT Interfaces 47 Marco Jedlitzke, Joachim Hohmann, Michael Marchionini, Michael May, Marko Opic, Geoff Williams 4-1 Mobile Technologies 47 4.1.1 Identification by Means of Bar Code or RFID 48 4.1.2 Mobile Devices 49 4.1.3 Mobile Technologies as a Component of a CAFM Solution 52 4.2 Interfaces 54 4.2.1 Necessity for the IT Integration 54 4.2.2 Classification of Interfaces 54 4.2.3 Organization of Data Exchange 56 4.3 IT Operating Concepts 58 4-3.1 Technical Operating Concepts 58 4-3.2 Organizational Operating Concepts 60 4.4 Summary 61 5 IT Security for Facility Managers 63 Marco Jedlitzke, Joachim Hohmann, Michael Marchionini, Michael May, Marko Opic, GeoffWilliams 5.1 Security 63 5.2 Data and Security Concepts in CAFM 64 5.3 General Security Aspects 64 5.4 Authorization Concepts 65 5.5 Data Communication Outside of a LAN 65 5.5.1 Information Dissemination via the Internet 66 5.5.2 Security in Wireless Local Area Networks 67 5.5.3 Remote Access and Virtual Private Networks (VPNs) via the Internet 67 5.5.4 Firewall Security Between Networks 68 5.6 Mobile Devices 69 5.7 Data Protection 69 5.8 Summary 70

6 Facility Management and CAFM 71 Michael Marchionini, Dan Rusch-Fischer, Joachim Hohmann, Bill Jordan, Michael May, Peter Prischl 6.1WhatIs(CA)FM? 71 6.2 Why CAFM? 75 6.3 FM vs. CAFM? 78 6.4 Historical Development 78 6.4.1 The 1960s and 1970s Mainframe, Minicomputers and Modest Beginnings 78 6.4.2 The 1980s The Personal Computer, the Crucial Innovation 79 6.4-3 The 1990s Microsoft as the Dominant IT-Platform 80 6.4.4 CAFM "Generations" 80 6.4.5 The Twenty-first Century The Web Changes Everything 81 6.5 Structure of the FM Market 81 6.5.1 FM and CAFM Market 81 6.5.2 Historical Structure of the (German) CAFM Market 82 6.5.3 Vendor Structure of the (German) CAFM Market 82 6.6 CAFM Developments and Trends 84 6.7 CAFM A Computer Science Discipline? 85 6.8 Summary 86 7 Applications 89 Alwin Schauer, Gary Kropp, Alexander Maier 7.1 General 89 7.2 Facility Inventory Documentation 90 7.3 Space Management 98 7.4 Contract Management 100 7'. 5 Cleaning Management 101 7.6 Move Management 103 7.7 Energy Management 104 7.8 Maintenance Management 106 7.9 Security and Access Control Management 109

7.10 Property Management Leases and Rentals 110 7.11 Operational Cost Management 111 7.12 Financial Management 112 7.13 Other Applications 115 7.14 Summary 116 8 Economic Benefits of a CAFM Implementation 117 Peter Prischl, Joachim Hohmann, Stefan Koch, Michael Quadt, TedRitter 8.1 Is CAFM Useful? 117 8.1.1 Principal Considerations 117 8.1.2 A Typical Unsuccessful CAFM Project 118 8.1.3 A Success Story 120 8.2 ROI Dimensions 122 8.2.1 ROI Organizational Dimension 123 8.2.2 ROI Driver Model 124 8.2.3 The ROI Power Dimension 133 8.3 Assessment of the ROI Dimension 134 8.3-1 General Classification 134 8.3-2 Quantitative Evaluation 136 8.3.3 Delphi Method 137 8.4 Implementation in Practice 137 8.4.1 General Approach 137 8.4.2 Approach ROI Functional Dimension 138 8.4.3 Two Examples 140 8.4-4 Consequences of "ROI Driver Ranking" on Further Measures 144 8.5 Practical Example of Economic Analysis 145 8.5.1 A CAFM Case Examined 145 8.5.2 Transparency and Standardization of the Overall Data 146 8.5.3 Analysis of Allocation, Space Usage, and Vacancy 147 8.5.4 Move Planning, Simulation, and Execution 149 8.5.5 Security and KeyI Lock Management 150 8.5.6 Cleaning Management 151 8.5.7 Maintenance and Inspection of Technical Inventory 152 8.5.8 Failure-based Maintenance and Helpdesk 153 8.5.9 Building Service Charges for Tenants and Users 154 8.5.10 Real Estate Valuation I Portfolio Management 155

8.5.11 Results of Cost-Benefit A nalysis 156 8.6 Summary 157 9 FM Business Processes and Their IT Implementation 159 Kevin Janus 9.1 What Is a Process? 159 9.2 Facility Management Process 160 9-3 Primary Processes 161 9.3.1 Primary Process for One Group 161 9.3-2 Workflow for One Group 161 9.4 Task Flow for One Process 162 9-5 Information Flow for One Process 164 9-6 Perform the A nalysis 165 9.7 Summary 165 10 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 167 10.2 Data Format and Data Structuring 168 10.3 Data Transfer for CAFM 174 10.3.1 Level of Detail and Associated Costs 175 10.3.2 Collection of Floor Plans 177 10.3.3 Collection of Room and Equipment Data 182 10.3.4 Collection of External Documents 184 10.3-5 New Facility Planning in Accordance with FM 184 10.4 Data Preparation for the Import into CAFM Systems 186 10.4.1 CAD As-Builts 186 10.4.2 Room and Equipment Data 187 10.5 Quality Assurance and Data Preparation of Alphanumeric Data 188 10.5.1 General Approach 188 10.5.2 Definition of the Requirements 189 10.5.3 Collection of Data on Site 190 10.5.4 Automated Check of Data 190 10.5.5 Software Solution for the Automated Quality Assurance 191

10.6 Data Exchange in CAFM 192 10.6.1 General 192 10.6.2 Approach During the Implementation Phase 192 10.6.3 Approach During the Operating Phase 193 10.6.4 Exchange of Structured Tables 194 10.6.5 Exchange of Documents 195 10.6.6 Exchange of Structural Building Data 196 10.7 Summary 196 11 CAFM Systems 197 Stefan Koch, Nicole Lobb, Rita Gb'rze, Michael Marchionini, Michael May, Dirk Ranglack, GeoffWilliams 11.1 CAFM Software vs. CAFM Systems 19 7 11.2 Requirements on CAFM Systems 199 11.2.1 The Process of Defining Requirements 199 11.2.2 User Interface Requirements 202 11.2.3 Reporting Requirements 203 11.2.4 Requirements on the Process Support 204 11.2.5 Requirements of the Data Supply 205 11.3 System Concepts and System Structure 206 11.4 CAFM System Characteristics 207 11.4.1 CAFM System Based on a CAFM Software 207 11.4.2 CAFM System Based on Several CAFM Products 208 11.4.3 CAFM System Based on CAFM and ERP Software 209 11.4.4 CAFM System Based on ERP and CAD Software 211 11.4.5 CAFM System with Coupling to a BMS 226 11.5 Datastorage 227 11.6 Integration of CAFM Components 228 11.6.1 Interfaces in CAFM Systems 228 11.6.2 CAFM System with Integration by Data Warehouse 234 11.6.3 CAFM System with Integration by Middleware 238 11.7 CAFM and Internet 240 11.7.1 Overview of the Application Scenarios 240 11.7.2 Available Solutions 241 11.8 Summary 247

12 Selection of CAFM Software 249 Joachim Hohmann, Russ Burlew, Kevin Janus, Nicole Lobb, Michael Marchionini 12.1 General 249 12.2 Functional Specifications Document as a Basis of a Request for Proposal 12.2.1 Description of Project 12.2.2 Performance Specifications 12.2.3 IT Requirements 12.2.4 Interfaces 12.2.5 Data Acquisition and Transfer 12.2.6 Customizing 12.3 Standardized Procurement and RFP 12.3-1 General Form and Contents 251 252 253 254 255 256 256 257 258 12.4 Summary 259 13 Implementation Strategies for CAFM 261 Michael May, Robert Burns, Chris Keller, Nicole Lobb, Michael Marchionini 13-1 Overview and Issues 261 13-2 Project Plan 262 13-3 Standardized Procurement and RFP 263 13-3.1 General Form and Contents 264 13.4 The CAFM Implementation Process 267 13.4.1 Conception Phase 268 13-4-2 Selecting a Consultant (Optional) 276 13-4-3 Software and Vendor Selection Phase 277 13-4-4 Implementation Phase 281 13-4.5 System Development and Use 282 13-5 Implementation Strategies 284 13-5.1 Initial Considerations 284 13.5.2 Analytic Approach 285 13.5.3 Pilot Approach 286 13-6 Summary 287

14 IT-Based Strategic Space Optimization in FM 291 Michael May, Michael Marchionini 14.1 The Challenge 291 14.2 Unused Potentials 292 14.3 Space Utilization Optimization 293 14.4 The Mathematical Problem 295 14.5 The Solution 296 14.6 Modeling the Building Structure 298 14.7 Results 299 14.8 Sample Project: Municipal Administration Building 301 14-9 Summary 302 15 The International FM/IT Relationship 303 Michael May 15.1 IT an Enabling Technology for FM 303 15.2 IT and Facility Management 304 15.3 International Development of IT in FM 306 15.4 State of the Art in International IT Use in FM 310 15.5 General Problems and Obstacles 312 16 CAFM Trends and Outlook 315 Maik Schlundt 16.1 Trends in FM/IT 315 16.1.1 New Software Technologies 316 16.1.2 New Hardware Technologies 317 16.2 IT/FM in 2020 318 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

A1.5The CAFM/IWMS Project A 1.5.1 Project Implementation A 1.5.2 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

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

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