OVERVIEW M ANUAL Version 1.0 ENG April 2015 Author Tecnoteca srl www.openmaint.org
No part of this document may be reproduced, in whole or in part, without the express written permission of Tecnoteca s.r.l. openmaint uses many great technologies from the open source community: PostgreSQL, Apache, Tomcat, Eclipse, Ext JS, JasperReports, IReport, Enhydra Shark, TWE, OCS Inventory, Liferay, Alfresco, GeoServer, OpenLayers, Prefuse, Quartz, BiMserver. We are thankful for the great contributions that led to the creation of these products. openmaint is a project of Tecnoteca Srl. Tecnoteca is responsible of software design and development, it's the official maintainer. openmaint is released under AGPL open source license (http://www.gnu.org/licenses/agpl-3.0.html) Everytime the openmaint logo is used, the official maintainer "Tecnoteca srl" must be mentioned; in addition, there must be a link to the official website: http:\\www.openmaint.org. openmaint logo: cannot be modified (color, proportion, shape, font) in any way, and cannot be integrated into other logos cannot be used as a corporate logo, nor the company that uses it may appear as author / owner / maintainer of the project cannot be removed from the application, and in particular from the header at the top of each page The official website is http://www.openmaint.org openmaint Property & Facility Management Pag. 2
Contents What is openmaint...4 Who needs openmaint...6 Why use openmaint...8 Power by CMDBuild...9 openmaint functions...10 Space & Asset Inventory...12 Facility Maintenance...16 Logistic Management...19 Economic Management...21 Energy & Environment...24 GIS & BIM support...26 Technical features...29 A appendix: BIM IFC connector...31 openmaint Property & Facility Management Pag. 3
What is openmaint openmaint is an open source solution for the Property & Facility Management. It manages movable assets (installations, technical elements, furniture, etc.), the real estate (buildings, infrastructures in the area, etc.), and the related maintaining (when planned and when an issue occurs), logistic and economic activities. It helps to know, organize and update those data related to the real estate, in support of the decision and operative procedure of the managing authority. openmaint is a complete and solid enterprise solution (JAVA server environment, SOA architecture, Ajax user interface) based on the best open source technologies. openmaint is a ready-to-use solution, already configured with all necessary archives, processes, reports and dashboards. openmaint was projected in order to adapt to the organization environment of operations, which usually includes procedures, documents, roles and responsibilities, technical constraints, textual data and georeferences, external systems, etc. It can be gradually activated and developed according to the available resources. We reached this flexibility by implementing openmaint onto the asset management framework CMDBuild, a product we have developed and maintained. openmaint is, thanks to this choice, not only a ready-for-use standard product, it can also be configured through proper mechanisms which allow to intervene on each system element (data models, workflows, reports, dashboards, connectors, etc.). openmaint Property & Facility Management Pag. 4
You can download openmaint for free from the dedicated website, since it is released with open source AGPL 3 license. Its use is free of charge. If you need support, Tecnoteca provides it in the form of certified technicians: training in the best use of the application, support to implement custom configurations, assistance to ensure the continuing operational output of the system with granted SLA. We suggest you to subscribe to the above-mentioned services if openmaint covers a relevant role in your business. openmaint Property & Facility Management Pag. 5
Who needs openmaint openmaint is useful to those who have to maintain the efficiency of their movable assets, every type of installations, urban infrastructures, technological networks in the area, etc.: Local and central Public Administrations real estate (own headquarters) with furniture and installations real estate as a source of income (rented out) and its installations council-owned estate and its installations road networks, bycicle lanes technological networks (lighting, sewers, etc.) green areas (flowerbeds, parks), external furniture, road signs Banks and Insurance companies real estate (own headquarters) with furniture and installations real estate as a source of income (rented out) and its installations Hospitals and public and private healthcare systems real estate with furniture and installations technological networks and electro-medical devices Schools and Universities real estate with furniture and installations technological networks and teaching tools Religious institutions real estate (own headquarters) with furniture and installations real estate as a source of income and its installations (rented out) Service companies real estate with furniture and installations gas and electricity networks water supply networks telecommunication infrastructures Railways and air traffic infrastructures real estate with furniture and installations dedicated devices and installations Industrial companies with production facilities real estate with furniture and installations production facilities and industrial machinery openmaint Property & Facility Management Pag. 6
Business establishments (mass retail, franchising, etc.) Tourism companies (hotels, resorts, etc.) openmaint is a recommended tool both in case of in-house maintenance and outsourcing, whether it is partially (per function) or globally (global service) provided by third parties. In all cases, the maintenance management information system (software application, procedures, responsibilities, functions, data, etc.) should be powered and updated from all other involved elements. If you change the external supplier it should be managed by the managing authority. openmaint Property & Facility Management Pag. 7
Why use openmaint At first, why choose a Property & Facility Management system: because on-maitenance costs (plant shutdowns, service interruptions, lifetime of materials) are much higher than maintenance costs because a complete knowledge of your own assets (real estate and mobile assets) and their data culture (breakdowns, interventions, costs) allows you to have a more aware strategic and operative programming. for a higher return of your real estate because the change from the breakdown maintenance to a scheduled maintenance produces considerable savings for a better management and control of responsibilities in the whole maintenance process in order to optimize the staff commitment for a better relationship with suppliers (higher quality of work and lower costs) in order to control and reduce energy costs in order to avoid or reduce printed materials... and then, why use openmaint: because it is an enterprise, complete and solid product, in both technology and functions because it comes from specific experiences in this sector because it follows rules and best practice (for Italian users: we remind you UNI 10951) because application functions are based on an exclusive and innovative informatic engine (CMDBuild), which allows you to reshape the data model, workflows and reports without any limits and above all witouth modifying the code of the software application (in order to easily acknowledge every future updates) because it implements Business Process Management to draw workflows and assign users/offices specific operations, in order to better control their advancement and their correct execution because operations are based on the Maintenance Manual, a real Knowledge Base integrated into openmaint, i.e. it is possible to get custom performances by registering your own Maintenance Manual into the system because it is a native web solution, which can be completely used through a reliable standard and scalable browser because it includes solutions for the interaction with new BIM (Building Information Modeling) building design tools, through IFC (Industry Foundation Classes) data exchange standard because it is an open source product, i.e. you can freely use and modify it without license costs because it has support and assistance services provided by certified personnel who guarantees the functioning of the system with granted SLA openmaint Property & Facility Management Pag. 8
Power by CMDBuild As previously mentioned, openmaint is implemented on the open source asset management framework CMDBuild, which was designed and developed by Tecnoteca, its current maintainer. openmaint and CMDBuild have the same behavior, both as regards the web user interface and the configuration modalities of data model, workflows, reports and connectors with external applications. For the general conditions of use, please see the following manuals which you can download from the website www.cmdbuild.org : Overview Manual (general description of the base framework) User Manual (base use of the framework user interface) Administrator Manual (use of the administration and configuration modules) Technical Manual (installation and technical management of the framework) Workflow Manual (workflow system configuration) Webservice Manual (interoperability with external systems) Connectors Manual (sync of data with external systems) On the other part, the specific application functions of Property and Facility Management are completely specialized: the Property and Facility Management implement the various modules for the complete management of the inventory and of the management through the configuration of mechanisms provided by CMDBuild. The following pages show such functions with illustrative schemes. If more detail and other services with granted SLA are required, please subscribe to the annual maintenance service provided by Tecnoteca. openmaint Property & Facility Management Pag. 9
openmaint functions openmaint has the necessary functions to solve common management questions as regards the Property & Facility Management, gathered in the following function areas: room inventory (buildings, external areas) and asset inventory (installations, technical assets, furniture, etc.) scheduled, meter-based and breakdown maintenance management logistic management economic management energy controls GIS and BIM management on maps, plans and 3D models The extreme flexibility and configurability of the framework CMDBuild as base of openmaint allow to configure custom functions without modifying the standard code of the software application: further definition types of objects (through web interface) further definition of types of information that needs elaboration on the expected objects (through web interface) modification of the available workflows or modeling of new workflows (through visual editor) modification of available reports or modeling of new reports (through visual editor) modification of available dashboards or modeling of new dashboards (through web interface) openmaint Property & Facility Management Pag. 10
configuration of connectors to interact with various external systems, among them management applications, data systems, alarm notification systems, etc. openmaint functions are used by the following operators (roles): direction: result and cost analysis supervisor: activity planning and scheduling, performance control, report control, definition and control of system policies asset manager: updating and consultation of movable assets and real estate, sync of geometrical models with BIM tools, movement of objects call center / help-desk: receiving and registering of breakdowns, forwarding to specialists internal technical specialists and external suppliers: executions of breakdown and scheduled interventions, registration of return information personal administrator: registering and management of administration data (customers, suppliers, contracts, budgets, cost centers, orders, bulls, invoices) energy manager: control and management of energy consumptions computer technicians: routine activities (data backup, etc.), modifications of standard configurations (data model, workflows, reports, dashboards, various automatisms), version update openmaint Property & Facility Management Pag. 11
Space & Asset Inventory Each Property and Facility Management activity is based on the concrete and detailed knowledge of the managed real estate and amount of assets. Wrong or incomplete data can compromise the success of the operations. openmaint allows you to inventory and manage workflows and specific reports through data cards: complexes buildings, floors, rooms installations (electrical systems, water and sanitary / drainage systems, heating / cooling systems, security, data transmission, etc.) technical assets of above-mentioned installations furniture items external infrastructures (road networks, bicycle lanes, lighting, etc) and green areas (gardens, parks, etc.) openmaint Property & Facility Management Pag. 12
For each element, the inventory provides the relations with other information managed in the system, the complete history of the modifications and the related documents. openmaint Property & Facility Management Pag. 13
In the example below you can see the hierarchical structure of the related data model, reached by using the functions heredity / specialization of classes in subclasses, arranged through the framework CMDBuild, base for openmaint For each inventory object, openmaint manages the following types of information: ID registry: codes and other identification / localization elements, etc. technical registry: physical and performance features, consistency (size, surface, volumes), preservation status, etc. functional registry: purposes, operational procedures, rules, staff representative, etc. administrative registry: rental agreement and purchase agreements, supply contracts, utilities, legal status, amortizations, maintenance, etc. openmaint Property & Facility Management Pag. 14
The above-mentioned information can be used: through various consultation and data search modalities available in the standard user interface of the application synthetically through proper reports (which can be also automatically forwarded) analytically through proper dashboards and statistical reports Each maintenance object can be represented: on maps (OpenStreetMap, GoogleMaps) on vector graphics uploaded into the system and manually linked to each floor and compartment on 3D models automatically imported from BIM-compliant building design products (through IFC data exchange standard) The activation of the current module requires the following opening activities: inventorying / measuring / cataloging of assets control / normalization of gathered information and data entry into the application design and importation of BIM-compliant plans and 3D models into the application If required, we can support you and cover this assistance in part or completely. openmaint Property & Facility Management Pag. 15
Facility Maintenance The Maintenance Manual includes the necessary directions for the correct maintenance of infrastructures and installations. openmaint uses the Maintenance Manual as Knowledge Base to manage every organization typology in a customized way and every object typology in a differentiated way. By registering the available information (typology and frequency of an activity, requested tools, necessary spare parts, possible breakdowns, diagnostic checklists), openmaint generates automatically the calendar related to the scheduled maintenance, it generates the working orders, which are then forwarded through the workflow to the employees in charge (involved in the organization or external) who uses openmaint to solve the problems. The available scheduling criteria include the necessary options to work flexibly and in a very simple way for operators. Also breakdown maintenance activities are managed through a workflow that: opens the signaling through various channels, including a self service portal checks the signaling by call center operators forwards the working order to the expert team / supplier (suggested by the system according to the kind of problem and to the contracts) planning, execution and registering of the report (also with tablets or smartphones) openmaint Property & Facility Management Pag. 16
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The logic scheme of the process is as follows: The breakdown maintenance activities can be automatically started if you have monitoring systems that notice anomalies (smokes, malfunctioning, etc.) and communicate them through standard channels / protocols. You can set some criteria (SLA / KPI) for the automatic feed control of activities and the start of the related management actions (e-mail notification for delay / SMS). You can also configure the automatic request for a user feedback (grade 1-5) on the quality of the problem resolution and register the answer into the system (Customer satisfaction). The diagnose of breakdown signaling is facilitated thanks to the possibility to query a Knowledge Base, which merge all signaling solutions - already solved, useful for following consultations. Several reports for the analysis of maintenance activities - both scheduled and breakdown ones - are available: statistics for location / cost center / kind of problem / etc., printouts of faulty objects, comparison with standard functioning data (MTBF, MTTR), etc. Some dashboards allow to immediately view the situation of open breakdowns. openmaint Property & Facility Management Pag. 18
Logistic Management openmaint has support functions for the logistic management of mobile assets, spare parts and consumption material (warehouse management). A workflow for the movement of mobile assets and consumer products is available. It is based on the following flow: start of movement workflow (assignment / location / movement / withdrawal) by qualified operators possible creation of assets and registration of detailed information closure of the activity The logic scheme of the process is as follows: openmaint Property & Facility Management Pag. 19
If you already have an ERP application with warehouse management, you have the possibility to analyze and configure custom connectors in order to guarantee the correct interaction between the systems. Other custom workflows (external repairing management, room booking, etc.) can be analyzed and configured in the system by using the editor and the workflow engine of CMDBuild, the framework which openmaint is based on. openmaint Property & Facility Management Pag. 20
Economic Management The maintenance and logistic activities have several convergences with the economic management, supplying useful information for provisional, operative, final and control phases. On the other part, the economic activities can enable maintenance activities (orders to suppliers for missing store) or register logistic activities (movements in warestore). openmaint implements basic functions for the management of above-mentioned activities. If they are partially or totally managed inside the ERP company system, you have the possibility to analyze and configure custom connectors in order to guarantee the correct interaction between the systems. Basic company data managed with openmaint include the following files: directions / offices and related cost centers staff suppliers (with any certifications) and related maintenance teams possible customers, associated to the provided services and related SLA You can define an annual analytical budget by working on: reference period (every previous budget is available in the system) budget centres (aggregation of items) budget, with authorized amount per period / center / site You can also register contracts related to the real estate (purchase, rent, insurance) and to the purchase of goods and services. openmaint Property & Facility Management Pag. 21
Within the operative activities, openmaint allows to register: purchase requests, also started by the system during the workflow execution for the scheduled / breakdown maintenance purchase orders, with related registration onto the budget invoices, with decreasing budget and reset of the order bills with start of logistic movement workflow (for movable assets and spare parts) In order to facilitate such registrations, openmaint provide a proper workflow, as follows: openmaint Property & Facility Management Pag. 22
On the base of budget and carried out activities, openmaint allows you to produce final reports / dashboards with the analysis of possible gaps. openmaint Property & Facility Management Pag. 23
Energy & Environment The energy / environmental control is very important for the real estate management, also considering the higher and higher costs and the more and more limiting rules. openmaint allows you to register in your files both static information, associated to real estate and mobile assets, and dynamic information, detected by other possible monitoring systems. The static information is related to: buildings and installations stated energy consumptions, detected energy consumption (electrical / methane / fuel oil) water use emissions (atmospheric emissions / wastewater / urban waste) other environmental impacts (polluting sewer systems, atmospheric emissions, asbestos, etc.) technical assets: stated energy consumptions, detected energy consumptions The dynamic information is related to the punctual consumptions of a technical asset / installation, automatically detected by querying the same object or possible control units / interfaces enabled for this purpose. If available the gathered data can be registered into openmaint so that they will be analyzed and compared with the previous series and will produce corrective / improving actions. Even if not already widespread, nowadays more and more technological installations (electrical systems, heating / cooling systems, security, etc.) have latest generation devices (smart device) that are activated to communicate with computer systems through standard protocols. In this case you can configure custom connectors in order to automatically receive and register data into openmaint, facilitating the following control and management activities. openmaint Property & Facility Management Pag. 24
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GIS & BIM support openmaint offers a complete support to georeference those assets managed with the system. Real estates (complexes, buildings, etc.) and infrastructures (road networks, bicycle lanes, technological networks, green areas, external furniture, road signs, etc.) can be georeferenced on online maps, such as OpenStreetMap (open source) and Google Maps. openmaint supports also the traditional 2D vector graphics (produced with design tools such as Autodesk Autocad), that can be imported into the system and manually linked to floors, rooms, installations, technical objects, furniture, etc. From the card of an asset you can get the automatic zoom on the asset and edit it. On the other part, by surfing on the maps you can query the represented object icons and move them onto the information card of the related asset. openmaint also manages the very recent BIM extensions (Building Information Modeling) openmaint Property & Facility Management Pag. 26
supported by the main Building Designing tools (Autodesk Revit, Graphisoft ArchiCAD and Nemetschek Allplan, etc.) and based on the open IFC standard (Industry Foundation Classes). In particular openmaint provides an interactive viewer for 3D IFC models, integrated in its own standard user interface, which allows to: view realistically the building rooms and the related assets move objects through "dragging" operations on the chart Using the same IFC standard you can automatically sync in both directions (see Appendix A) the information managed in the building designing software with the database of openmaint: by importing the IFC file (ISO 16739:2013) produced with the external designing tool by updating in the database of openmaint the infrastructural elements (rooms, walls, windows and doors, etc.) available in the imported model, on the base of configurable mapping rules by exporting the IFC file that includes data from openmaint (mobile assets and installations) Synchronization flow. openmaint Property & Facility Management Pag. 27
BIM functionalities have been implemented by using the open source product BIMServer. The Mathematics and Computer Science Departments of the University of Udine contributed to the realization of such features. openmaint Property & Facility Management Pag. 28
Technical features openmaint makes the following functionalities available, which are common to the various modules: web based user interface consultation and surfing among data cards by following the relations visual navigation among the cards using the specific interface Relation Graph complete history of the modifications on any datacard (versioning) fast and/or specific search on any attribute of each card definition of filters and views for a custom access to data classifications and value lists which can be independently customized document archive to combine every type of file with every type of card workflow engine integrated with visual editor to design processes report engine integrated with visual editor to design reports possibility to define custom dashboards complete profiling for users, groups and permissions interoperability with other applications through webservice CSV import / export functions possibility to configure and manage (task manager) automatic operations possibility to configure connectors with other external systems possibility to shape independently the data scheme: creation of new types of objects (classes) creation of new attributes on preexisting objects (attributes) creation of new types of relations among objects (domains) openmaint Property & Facility Management Pag. 29
openmaint is based on the open source software CMDBuild, developed by Tecnoteca by applying the most advanced planning criteria and the best technologies and open source products at our disposal: Service Oriented Architecture, organized in components and services, which cooperate also with external tools through webservice user interface Ajax (Ext JS frameworks) which grants an intuitive use of the application, interaction with ergonomics, system slew rate components in the server realized with Java environment, independent from the platform, solid, scalable and widely used by great organizations for the development of web enterprise applications, also thanks to the validity of specific J2EE, libraries and products of third parties that realize the services PostgreSQL, the most advanced and safe open source database Enhydra Shark workflow engine JasperReportsreport engine Alfresco document file Liferay intranet portal PostGIS, GeoServer and OpenLayers to support GIS functionalities BIMServer and BIMsurfer for the BIM functionalities support openmaint Property & Facility Management Pag. 30
A appendix: BIM IFC connector openmaint assimilates a viewer for IFC files (ISO 16739:2013) and a connector for the automatic import of data from IFC files. The BIM module of openmaint is based on a data exchange in both directions between openmaint and the application BimServer (Open source Building Information Modelserver). In order to configure the BIM functionalities of openmaint, read the following directions: launch a functioning BimServer installation configure the connection between openmaint and BimServer (Administration Configuration BIM) create a project and upload an IFC file from the page Projects (Administration BIM Projects) define the class for the connection with the IFC file (e.g. Building) from the page Layers (Administration BIM Layers) by setting Root = true set the link between the project and the card of the configured class, like Root in the previous step Now you can open the viewer from the Module of the data management In order to import the entities defined in the IFC file, proceed through the following steps: set Active = true in those classes you want to import data from the Layers page configure mapping criteria among the IFC entities and the openmaint classes by inserting a xml block into the column ImportMapping of the table _BimProject of the openmaint database; an example for the format supported by this field is as follows: <bim-conf> <entity name="ifcbuilding" label="building"> </entity> </bim-conf> where <attributes> </attributes> <attribute type="simple" name="name" label="code" /> <attribute type="simple" name="description" label="name" /> IfcBuilding is the ifc source type, Building is the openmaint destination class Name is the ifc source attribute, Code is the openmaint destination attribute simple is the IFC attribute type expected by the defining scheme of the IFC language click in the button Import IFC in the project page to start to import openmaint Property & Facility Management Pag. 31