04 Space Management - Archibus

8/6/2019 04 Space Management - Archibus

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THE APPLICATION OF ARCHIBUSFM FOR SPACE MANAGEMENT IN UTM

Shahabudin Bin Abdullah

Chin Mei Yin

Fairul Asran Bin Mat Nawi

Centre for Real Estate Studies

Faculty of Geoinformation Science & EngineeringUniversiti Teknologi Malaysia

81310 UTM Skudai Johor

Abstract

Purpose this research aims to investigate the current management of space in UTM,explore the way to apply the Space Management module in Archibus/FM for a more

efficient space management in UTM and determine whether Archibus/FM provides

improvement in UTMs space management works from the assessment of the users

Design/methodology/approach A qualitative approach is used in this study to achievethe objectives. Studies and analysis on the current space management and requirements

for the system is undertaken to thoroughly comprehend the functions needed in thesystem. An appraisal on the module used in the system is carried out to fully understand

the functions available before exploring the application for a more efficient space

management. This is followed by an initial assessment to ascertain whether the

application of the module provides improvements in space management works in UTM.The results of the study are the space management system in UTM, the application of

Archibus/FM system in UTMs current space management and results of the initial

assessment from the application in different faculties in UTM.

Originality/value A ways has been proposed to apply Archibus/FM system for current

space management. The suggestions in the further application of the system are made toensure a more effective and efficient space management.

Keywords Space Management, ArchibusFM, UTM, Information System

Paper type Research Paper


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1.0 INTRODUCTION

In any institution of higher education, space within its organisation is the most expensive

assets owned for it is essential to the performance of virtually all of their activity. Withspiraling construction cost, bad economic condition and increased enrolments, there is

ever increasing pressure on higher education institutions to manage their use of existing

space more effectively before constructing new, costly buildings. Space management isan important strategic and operational activity that provides an essential role in building a

balanced, competitive and sustainable business. Many universities have started to use

advanced facility management software in managing space to optimise its utilisation andimprove existing management system (Gabriel, 2003). Examples of the software used are

Aperture, Insite Visual FM, Archibus/FM, Omnis Database and UNSM Access Database.

According to Gabriel (2003), the last decade witnesses rapid developments in computer

hardware prior to internet revolution. This in turn paved the way for more sophisticatedsoftware applications, in the field of facilities management (FM), in terms of computer

aided drafting (CAD), computer aided facility management (CAFM), computer

integrated facility management (CIFM) and total infrastructure and facilities management

(TIFM) systems. Archibus/FM is a CAFM system, completes with integrated suite ofapplications that addresses all aspects of facilities and infrastructure management. Using

advanced application like Archibus/FM will ensure that its space data is easilymaintained in such a manner that assures its consistency and accuracy. UTM is currently

facing problems in space management and maintenance works due to unsystematic

achieving of space information. There are difficulties in retrieving and analysing space

related information to assist space management works. Despite possessing Archibus/FM,UTM has never utilised it for space management works due to the lack of skills to

explore the functions of the system.

This study is structured as follow as: the next section presents shortly discussesspace management and information system. In section 3 presents the introduction of the

case study including background information of FAB, and then the next section describes

the application of Archibus/FM for space management in UTM. Section 5 presents theconclusions, recommendations, and suggestions for future studies which emanated from

the findings.

2.0 SPACE MANAGEMENT AND INFORMATION SYSTEM

2.1 Space Management

Space management is more than evaluation of space needs. It relates to space planning,

management process and space utilization in determining exactly how many people willthe facilities adequately support. The primary aim in space management is to make the

most efficient and effective use of space, equipment and furniture, during the present

time as well as in the future; and to provide an environment which enable the largest costand most important asset of the organisation, its people to operate (Abdul Rahman,

1999). According to Rourke and Brooks (1966), the allocation of space is a matter of

distributing scarce or limited resources and it involves decisions about programs andpriorities. Space management in the institution of higher education should translate the

organisation objectives into spatial relationships of its functions, together with the needs

of the people who perform the functions, within a given or proposed accommodation

space.


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In managing the use of space in physical buildings, three concepts are essential:

Space inventory to know how much is space available.

Measuring utilisation knowing how effectively space is used.

Projecting future space needs estimating how much space of what typeswill be needed as some point in the future.

2.2 Space Management in University

In order to ensure cost effective and reliable delivery of services in the university

environment, the adoption of the best practice of space management is very important,

covering the planning, acquisition, operation, maintenance and disposal in the assetswhole life cycle. The university's objective is to maximise all useable space while

providing an environment which supports its activities and creativity.

Increasingly the learning place needs to be responsive to the changing demands of aleading university, and so space should be designed to be flexible and planned on the

basis of functional in order to encourage effective utilization. The key aim of space

management is to effectively manage a dynamic and limited resource in order to supportacademic activity, minimize cost and achieve maximum and efficient design, planning

and use of the institutions space.

According to Space Management in Higher Education Report (2002), two

prerequisites for increased efficiency are:

Sophisticated data analysis

A space management champion at high level within the organisation, to progress

change over a protracted time period.With increasing demand on existing available space in university, space

management has to look into the area of space utilisation. Essentially, the administration

of space utilisation falls into the following categories:

Space Analysis and Planning Assignment and Scheduling of Facilities for Academic Classes

Assignment and Coordination of Facilities for Purposes of Office, Research andStorage Space

Administration of Facility Utilisation for Purposes Other Than Regular Credit Classes

2.3 Types of Space

Academic Space

i. Department Specific Space - Space allocated specially for department

such as certain laboratories only suitable for certain department based

on certain functions use and users only.ii. Department/ Division Important Space - Every department owns this

area and priority is given to the said departmentiii. Booking Space - These are space that can be used by any department

in faculty

Utility/ Public Use Space - Utility space is a public facility area to cater for

students and staffs for each faculty.

Non Assignable Area - According to FICM (1992), non assignable area is

area which cannot be used for any purposes and it is part of unusable building

space for activities, but are vital in general operations of building.


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2.4 Space Management Planning

Among the fundamental planning for space management are as below:

Total available space

Type of space

Space characteristics such dimension, shape, location and size.

Space use Several criterions need to take into consideration are included suitability,

cultural, working mode and occupancy mode.

2.5 Space Standard

Space management is about using standards and benchmarks and planning models to

measure how well space is being used and to plan for future needs. Standards are a

bottom up approach and define the area required to perform a particular function oractivity.

Table 2.1: Procedures of Good Space Management Practice in UniversityPROCEDURES SPECIFICATIONS

1) Objectives of the guidelines a) Generate guidelines for good space management.

b) As a basis for policy across the sector.

2) Identify the institutions objectives

and constraints

Objective:

a) Efficient space planning

b) Effective space use

3) Management structures A management structure should be created which ensures that

responsibility for the efficiency and effectiveness of the estate is

recognised and implemented energetically at top management

level and disseminated through all parts, and at all levels of

institution.

Responsible in analysing regular reports on space issues

including:

Utilisation of different types of space

Space performance indicators, including efficiency andeffectiveness of space

Improvements to space management systems

Space planning

4) Data collection and analysis Purpose:

Decision-making as a basis for action in improving space

efficiency and effectivenessSource:

Academic and administrative

Data should be transparent to all space users, to

encourage fairness, efficiency and effectiveness.

Data:

Identify rooms(teaching, research, support occupation,

unoccupied, etc) Room sizes (capacity and floor area)

Identity of the occupying faculty and department or unit

Occupancy of offices,(full time and part time)

Frequency of use of teaching rooms

5) Central timetabling a) All subjects are collected into central timetabling to

obtain efficient results.

b) Optimum space capacity, bearing in mind

The needs of teaching and learning,: room


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PROCEDURES SPECIFICATIONS

configuration and facilities

Staff and student mobility

The need for some flexibility to be maintained

6) Utilisation surveys Improvements in the efficiency and effectiveness of space.Surveys includes:

Free rooms at critical times Analyse space use

Educate users about the effects of their use on space

efficiency.

7) Space norms and standards Space standards should be tailored to the mission of an individual

institution, reflecting its operating style, and projecting its chosen

image to all stakeholders.

8)Performance indicators

a) Utilisation data

b) Space/ student data

c) Space/ staff data

d) Financial/ space data

Performance indicators measuring space/student, staff/space and

financial data/space should be used to compare the space use of

different departments, faculties or research group to their

performances and to each other.

9) New ways of using space Universities should rethink their use of space in the light of new

working practices such as open plan offices, shared laboratories,permanent desks, quiet offices, physical and virtual workspace,

temporary and permanent spaces.

10) Change management: Should

make all university staffs to aware thatspace is an expensive resource.

The benefits from changes in space management policy and

processes can be maximized by a programme of changemanagement designed to engage staff commitment to efficient and

effective space use.

(Source: Space Management Report of the Newcastle University Space Management Project,

jointly funded by the HEFCE Good Management Practice Programme and the University, (2004)

2.6 Information System Components

Figure 2.1: An Information System (Sellapan, 2000)

Figure 2.1 shows the basic structure of an information system. Inputs take the form of

text (numbers, text, date, currency, Boolean), images, audio and video. Outputs take the

form of reports (soft or hard copy). . The information transforms the inputs to outputsusing data operations (sort, calculating, summarising, etc).

2.7 Facility Management Information System

Facilities Information Management System (FIMS) is a Management Information System(MIS) that manages information concerned with facilities management processes and

functions. FIMS reflects the setting up of strategies and frameworks, and the tools used,

for managing information at strategic and tactical levels.The FIMS framework can be based on two main functional categories common to many

organisations that are

Information System

Hardware, Software, Tools,

Procedures, Standards,

Data, People

Inputs Outputs


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i. Office Automation

ii. FM process/ project functions

2.8 Computer Aided Facility ManagementCAFM can be defined as the use of automated tools and procedures which increase

productivity and efficiency in facilities management (Joudah, 1996).

2.9 Archibus/FMArchibus/FM is a complete, integrated suite of applications that addresses all aspects of

facilities and infrastructure management. The system is fully integrated with industry-

standard AutoCAD, ensuring that changes made to drawings are simultaneously reflectedin the Archibus/FM database.

Among the benefits obtained from application Archibus/FM system is:

i. Creates a central information repository to better analyze the real estate envelope

and improve strategic planningii. Improves performance of leased and owned properties through financial and

operational benchmarking

iii. Generates summary reports to forecast opportunities and identify investment risks

iv. Generates quick, graphic reports of physical asset usage to meet reportingrequirements

The purpose of Archibus/FM application module (space management) is:As a decision support tool that helps users to optimise the use of space within a facility.

Users can determine how efficiently space is being used, identify rentable and leasable

areas, calculate space costs and chargebacks, and draw up tenant and employee

occupancy plan.

3.0 CASE STUDY : FACULTY OF BUILT ENVIRONMENT (FAB), UTM

3.1 Background of Faculty of Built Environment (FAB), UTM

Total number of student: 1357 students.

Total number of staff: 155 academic lecturers, 100 laboratory staffs and 30 adminstaffs.

3.2 Space Management System in FAB

In general, space management in UTM can be divided into 2 levels:-

Pejabat Harta Bina her responsible for all matters concerning centralisedbuildings and all area in UTM other than faculties also responsible for asset

maintenance in all area including faculties.

Faculty - in charge of managing all matters concerning its own area includingstrategic planning, space allocation, room bookings, space maintenance and so

forth

3.2.1 Property Maintenance Committee

Headed by Deputy Dean (Academic and Administration) and supported by asenior technician.

Oversee all properties in FAB including teaching and learning space,

transportation and cleanliness.

Responsibility mainly revolves managing teaching space demand and maintaining

the building in order to function efficiently.

3.2.2 Space Management Work Scope


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Space allocation (planning) Space Management Committee headed by Deputy

Registrar usually conducts a meeting 2 weeks before every semester start todiscuss on required space needs for each department. For long term space

planning, it is under the responsibility of Head of Space Management Committee.

He will forecast future space need according to facultys strategic plan and

analyse space usage before making decisions. Space bookings senior technician and his team are responsible to all teaching

space in faculty and accountable for matters related to space bookings such as

new request, changes regarding time or location, request processing, reschedulingand also maintenance aspect.

Maintenance of academic space and its equipment The property maintenance

team is also responsible to prepare the equipments and amenities for academicspace use including lecture hall and room, studio, computer studio, lab room and

AV room.

Studio preparation and maintenance - All studios in FAB is planned, prepared

and managed by studio supervisor and its personnel by department in accordance

to Studio Scheduling. Their responsibilities are to ensure all studios have the rightand sufficient equipments according to standard set by FAB.

3.3 Space in FAB

Total number of block: 9 Building blocks (B02 B07, B09 B11)

Space category: -

Academic Space - Teaching Space, Laboratory Space

Office Space - Administration Office Space (Closed Space Plan), General

Office Space (Open Space Plan), Academic Office Space (Closed Space

Plan).

Utility Space

3.4 Space Issue in FAB

Among issues exist in FAB are:

Difficulty in allocating space as space demand changes in time.

Teaching and learning process affected.

Work processes in current space management takes a lot of time andunnecessary procedures as it involves manual system.

Does not have comprehensive space data in assisting space planning.

Changes made to space area like renovation, extension and refurbishment

has not been updated over the years.

3.5 Justification for Using Archibus/FM for Space Management in UTM

Nadila Hamidi (2006) also mentioned that one of the four important processes of space

management in UTM entails the use of Archibus/FM Space Management Module formanaging its space.

The space management works requires three types of data, which are:

i. Attribute data - space informationii. Spatial data - AutoCAD drawings

iii. Graphical data - image files.

With this software, all three typed of data is linked together and can be used at the sametime. This makes many work processes a lot easier and more efficient.


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3.6 Qualitative Approach: Requirement Analysis

Qualitative analysis method is used in analysing the requirement of space management

system for FAB. Requirement analysis is the process of identifying and documenting thedata required by users to meet present and future information needs.

3.7 Analysis on the Requirements of a Computer Assisted Space Management

Tool The analysis on the requirements of a computer assisted space management tool

comprise of the followings:

Valuating The Problem - FABs current space management practice is using amanual system and is having difficulties such as:

Unable to archive its space related information electronically.

Unable to retrieve space information easily.

Unable to use information from both drawings and records at the same

time

Area of Application - Based on interviews and observations, the area ofapplications for space management can be divided into 3 categories:

Critical

Important

Future Need

Feasibility - All entities in the AutoCAD drawings (DWG-format) must be in

polylines format to enable Archibus/FM to read the drawings. The system has to

be able to store image files such as JPEG, BITMAP and PCX files.

Data - required by the system need to be identified for the operation of the

system.

Based on the findings, FABs requirement of a computer assisted spacemanagement tool can be summarized as shown in Table 3.1.Table 3.1: Summary of Requirement Analysis

Valuating

ProblemsNeed to have a complete and up-to-date space inventory

Areas of

Application

Critical

Comprehensive space

inventory

Space bookings

Important

Maintenance scopes

Space analysis tools

Space standard

Future Need

Work order request

Furniture & equipment

information

Space chargeback

Centralised spaceinformation

Feasibility AutoCAD drawings with polyline format, image files.


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Data

Floor plan drawings

Room category and type, room standard, room code, room use.

Equipment list

List of personnel

Space bookings schedules

Maintenance schedule

Photos

4.0 RESEARCH ANALYSIS

Space Management module in Archibus/FM will be used for this purpose. An appraisalon Space Management module in Archibus/FM is conducted to thoroughly understand

the functions of the module before application. Finally, the results will be reviewed to

find out whether the application provides any improvement in existing works.

4.1 Introduction of Archibus/FM Space Management Module

Archibus/FM Space Management module is a decision support tool that helps to optimize

the use of space within your facility. The module can help to solve typical space

management issues in different areas as shown in Figure 4.1 below. Through centralizedproperty and space information, the system is able to:

i. Generate reports that graphically identify types and duration of space usage.

ii. Analyze different space utilization scenarios to more efficiently plan for futureexpansion or consolidation.

Space Management

Issues

Space Inventory

Financial

Strategic

Management

Department

Management

Human Resources

Management

Figure 4.1: Space Management Issues

(Source: Authors Interpretation, 2007)

4.2 Space Inventory Method

The module offers two methods in creating space inventory, which are Composite

Inventory Method and All Room Inventory Method.Composite inventory method tracks

each type of space information in its own table and on its own drawing layer.Users can determine the level of detail of space inventory needed using this method.

All room inventory method stores sets of differing information in one table and then

classifies the type of area. It can be divided as the followings Figure 4.2.


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Gross areas & VerticalPenetrations

Service Areas Groups Rooms

Figure 4.2: Level of Detail in Space Inventory

(Source: Authors Interpretation, 2007)

4.3 The Process for Using Space Management Module

The standard process for using the module is start with goals determination and at secondstage is perform data audit. After that, developing facilities drawings and database is

defined. A pilot project occurred right after the third step. This pilot project helps to

analyze result and review the implementation plan. By then, data scheduled and assign

responsibilities created. Next, a real project take place before it is continuously updated;the data must be up to date.

4.4 Maintaining Space Inventory

Overtime, space needs changes and need to do some renovation, extension or new

buildings to meet the needs of users. The examples of applied function are shown below.

Figure 4.3: Database Records of Level 2, Block 11, FAB

Pictures related to space such as type of room and picture of personnel can also berecorded in the database for reference and record purpose. Figure 4.3 below show the

information on personnel of FAB.


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Figure 4.4: Information on Personnel

The personnel feature enables to store personnel information and linked to spaceinventory. It can analyse and produces reports pertaining personnel information located in

the building. Additionally, users can further use the facility drawings to graphically

represent furniture and equipment in the existing space inventory using Furniture and

Equipment module.

4.5 Space Assignment and Allocation

The analysis results can also be highlighted according to type of information needed.

Example can be seen as Figure 4.5 and 4.6 below.


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Figure 4.5: Room by Type and Category Report

Figure 4.6: Highlight Room by Type

4.6 Space Planning and Utilization

Strategic manager uses space inventories generated to make decisions regarding space

expansion or reduction, space relocation, space utilization and so forth and defined by

Rentable/ Usable ratio. Higher efficiency rate indicate that little space is devoted to


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hallways, corridors, rest rooms, mechanical closets and other areas that cannot be used

such as to house employees. Among important reports that can also be used in space

planning works includes:i. Room Type and Category Analysis

ii. Departmental Room Analysis

iii. Room Standard Analysisiv. All the above analysis by room percentage

v. Remaining Area

vi. Occupiable Vacant Roomvii. All Vacant Room

viii. Room Classification.

4.7 Space Bookings for Academic Purpose

One of the most important features of the module is the room reservation feature. It can be used to assist space bookings work process. An example of the use of room

reservations is shown in Figure 4.7 below:

Figure 4.7: Room Reservation Features

4.8 Maintenance and Preparation of Space

The work process can be extended to Building and Operations module later for morecomplex space maintenance purpose such as work order and maintenance of equipments

and furniture.

4.9 Initial Assessment on the ApplicationThe application of the module is tested by space related personnel from different facultiesin UTM to give initial assessments on the application of the module in space

management. The objective is to find out whether the module in the system provides any

improvement in terms of space management from their perspectives.

4.10 Limitation of the Application Module

From the initial assessment, there is several limitation of the application in providing

improvement for space management. According to some space users, the limitations are


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requires a full publish of the drawing at every point of update, certain information in

records must be keyed in before other information in same database record can be

inserted and the system does not centrally manage space inventory at faculty level for thisapplication. Thus, it is difficult to use by different space related users.

4.11 Conclusion

Archibus/FM Space Management module has provided a number of useful functions formore efficient space management. But, the module can only assist in space management

works but is unable to completely replace the overall space management work processes.

The summary of the Application of Archibus/FM Space Management Module is show as intable 4.1.

SpaceManagementWorks() For AnyImprovement)

FAB

FKSG

FKA

FSKSM

FP

FKE

FKKKSA

FPPSM

FKM

FS

Maintaincomprehensivespace inventoryelectronically

Space bookings

Space assigning andallocation

Space planning

Space preparationand maintenance

Space utilization

Space chargeback

Space standards

Space analysis andreports

Table 4.1: The summary of the Application of Archibus/FM Space Management Module

5.0 CONCLUSION

5.1 FindingsA study on how to apply the Archibus/FM system for space management in UTM has

been achieved. Investigating the current space management in UTM, exploring how

Space Management module in Archibus/FM can applied for more efficient spacemanagement in UTM and initial assessment on the improvement in UTMs space

management works using the application have been successfully acquired. Looking into

the scope of space management works has given a considerable understanding of howspace is managed in UTM and what is required to improve the current practice.

UTM practices space management in a way that suits its responsibility as the

organization that supports the delivery of services to cater the need of its many differentusers. However, the absence of an information system for more efficient space


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management has been a drawback for the university. Exploring the ways to apply the

system for more efficient space management in UTM is based on the requirement of the

work processes involved in current practice. An appraisal on the Space Managementmodule in Archibus/FM has given an in-depth understanding of the functions available in

the module.

An initial assessment on the application of the module in space management isobtained from different faculties in UTM to further prove the capabilities of the system.

The general scenario of this research is that of a space management champion who is

responsible in elevating the efficiency of an organisation that is responsible in spacemanagement. Thus, a ways has been proposed to apply Archibus/FM system for current

space management. In doing so, a thorough understanding on the scope of work, work

processes and the functions of space as a support service to university should be acquired,

hence outlining a more efficient space management that fulfils the organisationsrequirement.

5.2 Recommendations

For more effective implementation, there is a need for a clear guideline on how space is

managed in UTM. At the moment, space is managed at faculty level and centrally byPejabat Harta Bina. It is important to manage all the space information and its activities

centrally to ensure all space in university are taken care of and used efficiently.There is also a need to develop a space management department comprised of a senior

management champion who oversees the overall space management in whole university

as mentioned in good space management practice guidelines and also personnel who are

knowledgeable about the system application to maintain and manage the spaceinformation and space use. Besides that, personnel involved in space management should

be given an in-depth exposure on how to use the system for their daily work process so

that full use of the system can be achieve. Users can later further expand the use of othermodules related to space in the system such as Building and Operations module, Strategic

Master Planning module, Furniture and Equipment Management module and so forth for

more effective management of university.

5.3 Future Research

The following are the recommendation for future research:

i. Further research on the application of the system need to be studied atcentral level (all space is managed by one department) in improving the overall

space management in UTM with regards to user requirements and work

processes.

ii. Further studies on the application of other related modules in

Archibus/FM to enable further application to make full use of the system for more

effective space management.iii. This system offers the function to decentralized space management in

university using web-enabled technology. Further study on how this method to

manage space is needed for future implementation.

BIBLIOGRAPHY


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04 Space Management - Archibus