CFI, a Newmark Grubb Knight Frank company Visual Asset Management: An owner s perspective on data driven ` Asset Lifecycle Management A snapshot from NYP s journey to leverage Space and Asset Information, BIM and Mobile Technology to manage a large Facilities Portfolio
Speakers Matthias Ebinger Director Facilities Systems, NewYork Presbyterian Jonathan Kng Regulatory Compliance, NewYork Presbyterian Mayu Roy Senior Managing Director, CFI / Newmark Grubb Knight Frank
Introduction New York Presbyterian Flagship Hospital of one of largest and most comprehensive academic health systems in the US Teaching Hospital for two Ivy League Medical Schools (Columbia University and Weill Cornell Medical College) Portfolio: 10.5 m sqft with building age ranging from new to 120 yrs Tight urban location with extreme space costs
Introduction New York Presbyterian Facilities Management at NYP $91 M Operating Budget Current Capital Plan: $3 B 297 Concurrent Projects with AFC of $2.1 billion Annual Construction Cash flow: $240 million
Facilities Management Challenges at New York Presbyterian Hospital Facilities Renewal Pressures Space portfolio needs constant renewal to support advancing medicine. Cost Pressures Need to optimize Capital Investments; need to reduce Operating Expenses. Regulatory Pressures Need to comply with tightening testing, maintenance and inspection regulations Risk Management Higher risk of failure, combined with limited resources, requires detailed understanding of risk exposure
Improving business performance through information systems Condition Assessments Under development Traditional Asset and Work Management (CMMS) 2012 2016 Identification of growth opportunities Visual Asset Management 2007 2009 Space Management and Investment Planning Data Handover Process 2014 2016 Construction Management Tool 2008 2010
NYP s Technology Landscape NYP has Best of Breed Approach with central Data Warehouse Oracle Primavera Revit Server
NYP s Technology Landscape Best of Breed can be turned into an integrated Building Information Management System
Best of Breed becomes problematic when each business problem and each vendor offers their own solution In addition to our base asset inventory, we have many other inventories that all rely on spatial information Building Management System Fire Alarm System Energy Management Systems IT Infrastructure Management System Condition Assessment Systems Cooling Tower Management System Cable and Barrier Wall Management System
Our response to the Best Of Breed Challenge Develop strong, unified platform for space and asset information and allow others to plug in Our steps towards a unified owner building information platform Consolidate master drawing sets used by facilities department into one single inventory Architectural and Space Management Drawings MEP Life Safety and Fire Safety Drawings Build platform that can transition gradually from 2D CAD to 3D BIM
Let s talk about BIM BIM has arrived in Construction. If used properly, it streamlines the design process unifies data management between Designers, Contractors and CxA improves coordination and reduces change orders etc. But: BIM has not yet arrived in Facilities Management The Construction process generates fresh building data set from scratch every time has large number of team members who maintain building information Facilities Management deals with existing facilities with often poor and inconsistent as built information has few team members who maintain building information
BIM in FM BIM is coming, even in FM, but it will have to be very different from BIM in Construction FM needs lean, optimized and business problem driven building information BIM for FM Standards must be driven by the requirements of what the Operations Teams need NYP defined clear requirements for visual building information Basic Architectural Drawings MEP Drawings showing location of Key Assets Life & Fire Safety Drawings NYP defined clear construction handover standards
Aligning BIM with the FM needs > Visual Asset Management NYP has a BIM standard that outlines how to keep NYP s Building Master Information in Revit, effectively replacing the 2D drawing sets for Architecture, Life Safety and Fire Safety Revit can produce 2D sheets that show all the information that are needed for the Facilities Operations Teams Visual Asset Management Platform reads the 2D sheets from Revit and
Visual Asset Management How can we provide the right information at the right time? Visual Asset Management Platform Asset Management Traditional Asset Inventory in CMMS MEP Drawings with Assets Space Management Space Management Regulatory Inspections BIM Models with Assets and Space Info
Regulatory Inspections The Charge: Provide a safe environment for all patients, guests and staff Comply with codes and standards Maintain building life safety features (fire / smoke barriers, doors, exit signage, mean of egress components, fire alarm and extinguishing systems etc.) Our approach: perform regular, proactive self assessments Inspections are regularly performed to identify building deficiencies We manages plan for improvements to resolve identified deficiencies quickly Our Requirements: Handheld access to life safety drawings, building information and all previously identified deficiencies, even in areas where we don t have WiFi coverage Integration with Work Order System: create work orders in one click and track the status of these work orders as they are getting resolved.
The Compliance problem we are solving. Existing systems presented challenges in managing risk through maintaining safe and compliant facilities. Loosely connected master and transactional data that relied on a high level of human intervention to create and maintain accurately Drawings, disconnected and manually updated/maintained Room data and loosely associated attributes, such as occupancy Inspection criteria prone to selection errors Manual selection of locations for inspection points Minimal progress status feedback from the Asset and Work Management system Underutilization of installed master data system and the increased costs associated with operating an external vendor managed solution.
Approach to Seamless Inspection Data Management Streamline the survey process through improved alignment of the master data room attributes and nested inspection criteria. Extend the use of the ARCHIBUS application to support the Regulatory Compliance and Permitting functions, building upon standard functionality. 2D and 3D Building Data Space Mgmt. Reconfigure integration to the Facilities DataMart and the TMS Asset and Work Management system. Automate the inspection survey process with the ARCHIBUS mobile solution Work Order Mgmt. Data Mart Mobile Inspections
Demonstrate the ease of managing inspections Lifecycle of Inspection Survey Process Planned and Ad hoc Mobile Device SOC Survey performed Life and Fire Safety deficiencies identified and Detailed ARCHIBUS Web Central Deficiencies reviewed and processed to TMS work orders Work reviewed and Deficiencies completed Work Order Integration TMS Work Orders assigned to FO or Contractors Work is performed and work order completed
Mobile application as the first point of entry Mobile application to collect and review inspection information Download floor plans Synchronized application that keeps select data in sync
Perform a planned or ad hoc inspection ARCHIBUS Project Campus Level Listing Ad Hoc Inspection Planned Inspections
Navigate and prepare to perform inspections Buildings Associated documents to floor Associated Deficiencies on floors
Locating, reviewing and editing existing deficiencies on the floor Deficiency list Load the corresponding floor Focus on the deficiency
Creating new deficiencies Focus on the floor Add deficiency details Add new deficiency select symbol and place on floor Add comments
Annotation to floors and deficiencies and sync back to ARCHIBUS Add photos and redline Synchronize to main database
Navigate to Web Central portal to manage deficiencies
Determine routing of inspections Review deficiency details (tabular and visual), edit and route for processing
Benefits to Inspection Process Improved field practices Streamlined inspection process Access to reliable and real time data It is easier for field personnel to locate earlier identified deficiencies, and to develop plan of action Increases adoption and fosters positive feedback loop from field personnel Drawings become interactive > management data is now embedded interactively drawing Improved data quality Drawings tie directly to the latest version of the hospital s master drawings Direct connection to the Work Order System
Visual Asset Management: What is next? Here is what our regulator expects us to do: If x devices were tested last year, and x 1 were tested this year, which device was missed?
Data floodgates are opening.. 334,000 Compliance tasks Life Safety Fire Safety Environment of Care OSHA/EPA 108,600 Fire Door Inspections 8,940 Smoke Door Inspections 125,520 EXIT Sign Inspections 6,936 Chute Door Inspections 9,804 Exit Discharge Surveys 52 Grease Hood Inspections TJC OEM 19,457 Training Events 362 Fire Drills 7,855 ILSMs 2,300 Hot Work Perm. 715 ACW Permits 42,000 Fire Bottles FDNY FGI ASHRAE CMS DOB 324 EC.02.03.05 Audits 144 EC.02.05.07 Audits 72 EC.02.05.09 Audits 28 IC OR PM Audits 28 IC Ice Machine PM Audits 48 IC FM Audits 250 Infection Control Audits NFPA IBC NEC 300 Confined Space Audits 10 Confined Space Permit Reviews 30 Hot Surface Audits 50 MER Audits 132 VTE Audits 348 Safe Shop Audits 12 Regulatory Safety Assessments 30 AST/UST Audits 31 PV Audits 36 SPCC Audits IPC
Lessons Learned Organizations need to have data of its Facilities. As hard as it is, we need a reliable space and an asset master inventory in order to manage cost, risk and future growth of our FM business. Organizations need to take ownership of their space and asset information It is too expensive to have this data dispersed, replicated and managed redundantly by many different, but similar specialty applications Organizations must have a long term strategy to pull this information together Reliable facilities information requires a long term commitment to good business practice and consistent data management, to be able to use analytics to drive decisions. Tools must be intuitive to be adopted.