WIFI Academy for Facility Management

Transcription

1 CO-FUNDED BY THE EUROPEAN UNION WIFI Academy for Facility Management Grant Agreement: BG01-KA KEY ACTION 2: COOPERATION FOR INNOVATION AND THE EXCHANGE OF GOOD PRACTICES STRATEGIC PARTNERSHIPS IN THE FIELD OF EDUCATION, TRAINING AND YOUTH

2 Facility Management: Training Module 7 EDP-supported Facility Management

3 Overview Set-up of a CAFM-system Profile of qualifications for FM-software Introduction of a CAFM-system Data acquisition and structuring Overview over different CAFM-systems

4 Set-up of a CAFM-system CAFM = COMPUTER AIDED FACILITY MANAGEMENT Consisting of two components: 1. Data base component: Text files CAD files Numerical data Alphanumerical data Strings Logical statements Links 2. Graphics component Buildings Parts of buildings Facilities Machinery Equipment Services Drawings (use of layers)

5 Profile of requirements for FMsoftware FM-software supports FM-processes Selection criteria Performance specification requirements regarding: Hardware and network Software and operating system Single FM-modules (e.g. energy management, maintenance) Interfaces to hardware an software System dependent and independent services Other requirements

6 Profile of requirements for FMsoftware Selection criteria Requirements specification: Description of the function of all relevant processes Illustration of the structure of the data base Detailed description of the software Examples for parameters and text libraries Suggestions for reports Data sheets of the components Concepts for programming of all interfaces Ground plans, overviews, layout plans Flow charts for software programs Deadlines for realisation

7 Profile of requirements for FMsoftware Modules of FM-Software: Documentation of inventory Relocation management Space management Rental management Management of operating costs Key management Maintenance Use of substances Contract management Controlling Cleaning management Energy controlling Example 1

8 Module 7 EDP-supported FM TASK 1: Which core modules should Facility Management Software contain? Task: Deliberate, which modules are important for a CAFMapplication, consider the practical application and compile a list. Agree upon these modules with the other member in your group and present your results.

9 Module 7 EDP-supported FM The following core modules should be contained in a FM-software: Documentation of inventory Relocation management Space management Rental management Management of operating costs Cleaning management Energy controlling Key management Maintenance Use of substances Contract management Controlling The module for space management takes up a key position, as the bigger part of the processes takes place in rooms or on spaces. (GEFMA 400)

10 Introduction of a CAFM-system Introduction of a CAFM-system requires careful planning and preparation. Pilot project: 3 to 6 months for conceptualisation and selection Costs: Example 2

11 Module 7 EDP-supported FM TASK 2: Estimate the share of expenses of a CAFM-system When introducing CAFM-software there are several tasks estimate their share of expenses of the total costs of a successful CAFM-introduction. These tasks are: Consultation Hardware Software Training System modification Data collection

12 Module 7 EDP-supported FM Considering the figure below it can be inferred that only 20% of the total costs for the introduction of the CAFM-system can be attributed to the software acquisition. The largest share of 50% of the total costs incurs due to data collection. Different subdivisions can be found in the literature, but show only slight deviations from each other. Nävy J and Krimmling J. 2013

13 Introduction of a CAFM-system Cost savings: difficult to prove/calculate Advantages of a CAFM-system Time savings: shorter processes, planning processes, decision making processes, improved provision of information Space savings and quality improvements: improved utilisation of space, higher flexibility, better workplace design and satisfaction of coworkers, increased plant safety Information generation: exact and up-to-date information, improved visualisation capabilities, data storage and filing

14 Introduction of a CAFM-system Phases of CAFM Introduction phase Section 1: Selection of system Section 2: Introductory project Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Phase 6 Phase 7 Phase 8 Phase 9 Phase 10 Definition of objectives & catalog of criteria Inventory in enterprise Performance specifications / directory of services Call for tenders Evaluation, decision and awarding of contract Requirements specification (Data and process models) Pilot project / testing environment (1 to 2 FM workplaces) Extension (3 to 10 FM workplaces) Overall completion Finalisation of project Example 3

15 Module 7 EDP-supported FM TASK 3: Allocate the single phases of the introduction of CAFM in chronological order When introducing a CAFM-software several phases exist. In the following table, five of these phases need to be entered at the chronologically correct position. Fill in these phases in the subsequent table. Section 1: Selection of system Section 2: Introductory project Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Phase 6 Phase 7 Phase 8 Phase 9 Phase 10 Definition of objectives & catalog of criteria Performance specifications / directory of services Evaluation, decision and awarding of contract Requirements specification (Data and process models) Finalisation of project Phases: Pilot project / testing environment (1 to 2 FM workplaces) Overall completion, Inventory in enterprise, Extension (3 to 10 FM workplaces), Call for tenders

16 Module 7 EDP-supported FM Section 1: Selection of system Section 2: Introductory project Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Phase 6 Phase 7 Phase 8 Phase 9 Phase 10 Definition of objectives & catalog of criteria Inventory in enterprise Performance specifications / directory of services Call for tenders Evaluation, decision and awarding of contract Requirements specification (Data and process models) Pilot project / testing environment (1 to 2 FM workplaces) Extension (3 to 10 FM workplaces) Overall completion Finalisation of project

17 Introduction of a CAFM-system Phases of CAFM (continued) Utilisation phase Coworkers: knowledge of the software, the processes and procedures within the enterprise as well as FM-knowledge Operation phase CAFM-operation Administrative tasks like the administration of users, performance of evaluations and analyses,... System operation Provision of appropriate servers, databases and data storage

18 Introduction of a CAFM-system Operation phase (continued) Support Support of users, First and Second Level Support Further development Changes due to new requirements and functions Data maintenance

19 Data acquisition and structuring Data management Acquisition, storage and provision of all relevant building data Guidelines of data management Guidelines for dealing with documents, data, plans and relevant information Strategic evaluation Strategic evaluation of data, if these data form the basis for decisions Contents Localisation, classification and identification

20 Data acquisition and structuring Data management (continued) Import and export Types of data (process and inventory data) Inventory data generally remain unchanged Process data are subject to a continuous modification Standards and quality Relevant for the definition of information contents, formatting and interfaces

21 Data acquisition and structuring Data management (continued) Cost-effectiveness Acquisition and maintenance of unutilised data poses a significant expenditure and such also a cost factor Security, life span and archiving Data storage, assignment of access rights

22 Data acquisition and structuring Data acquisition Acquisition of inventory data Concept for data acquisition Definition of the extent Specification of the data to be acquired Data: economic documents (e.g. lease contract), documents regulated by public law (e.g. current certificate of land ownership), technical documents (e.g. building plans) Example 4

23 Module 7 EDP-supported FM TASK 4: Which documents can be collected in a CAFMsystem? Deliberate in the group, which documents and information can be collected in a CAFM-system and assign them to the following areas: Economic documents Documents regulated by public law Technical documents

24 Module 7 EDP-supported FM Economic documents Doc. regulated by public law Technical documents Lease contract, leasing agreement, Building plans (ground plots, Current certificate of land ownership amendments sections,..) Information regarding lease adaptations Sublease contracts Documents indicating operating and administration costs Information regarding property and property tax Information regarding inherited pollution burdens and contamination Maintenance contracts Insurancy policies Proofs of adaptation Excerpt from the public easement directory or negative statement Development costs Information regarding limitations or obligations under building law Information regarding ongoing actions Information regarding pending regulatory obligations Information on current standard ground value Technical inventory or revision plans Renovation plans Calculation of areas Calculation of cubic capacities Construction and renovation permits Directory of parking spaces Certified structural analysis Expertises Current cadaster map excerpt List of enterprises etc. etc. Description of technical facilities Maintenance and test records etc.

25 Data acquisition and structuring Data acquisition (continued) Data acquisition phase Manual or automatic data acquisition Data maintenance phase Current data Define maintenance intervals Example 5

26 Module 7 EDP-supported FM TASK 5: Which reasons could prompt an enterprise to promote the introduction of a CAFM-system? Deliberate in the group on potential reasons for the introduction of a CAFM-solution and present your results.

27 Module 7 EDP-supported FM Main reasons clearly are the simple solution of facility management tasks as well as a constantly rising complexity of tasks. This cannot be administered any longer by using simple software tools (e.g. MS-Excel). Often the demands of the technical sphere rise, the necessary documentation gets more important and an overview can only be achieved by using professional software solutions. Always to be considered: What does the enterprise actually need, as like always it can be stated less is sometimes more.

28 Overview over different CAFMsystems CAFM-system System provider Allfa Nemetschek CREM Solutions GmbH & Co. KG Aperture Aperture Soft ware GmbH (Entwickler: Aperture Technologies Inc.) ARCHIBUS/FM deltona information systems GmbH (Entwickler: Archibus Inc.) ArchiFM-ProFM vintocon Kft. ARCHIKART ARCHIKART Soft ware AG ARRIBAopenFM RIB Soft ware AG AT+C Facility-Manager FM.7 AT+C EDV GmbH Bentley Facilities Management Systeme BuiSy Byron/BIS Consultware Bentley Systems Germany GmbH (Entwickler: Bentley Systems Inc.) Conject GmbH Byron Informatik AG PietschConsult GmbH etc.

29 Module 7 Further literature GEFMA 400 (2013): Computer Aided Facility Management, Deutscher Verband für Facility Management Gondring H. & Wagner T. (2012): Facility Management - Handbuch für Studium und Praxis; 2. Auflage; Verlag Franz Vahlen; München Krimmling J. (2013): Facility Management - Strukturen und methodische Instrumente; 4. Auflage; Fraunhofer IRB Verlag; Stuttgart Nävy J. (2006): Facility Management - Grundlagen, Computerunterstützung, Systemeinführung, Anwendungsbeispiele; 4. Auflage; Springer-Verlag, Berlin Heidelberg