30.09.2004sigurd nes, bergen bolig og byfornyelse 1 “open source software” for facilities...
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30.09.2004 Sigurd Nes, Bergen Bolig og Byfornyelse
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“Open Source Software” for
Facilities Management
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Goals
• Cost/benefit analysis of FM systems
• To make available a FM-system to that is powerful, flexible, inexpensive and easy to use.
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Grad av forskning[Gunnarsson 2002]
Grunnforskning Produktutvikling Saksutredning
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Model/Potential
• 30 % …of ”….” [Det digitale byggeri] due to reduced friction between phases/systems
• The system itself (interaction / automation / information (availability/quality))• Awareness / organizational effects
IFC - models
IFC (XML)
Planning / Project
Operational phase
( OODBMS )
Traditional FM-system( RDBMS )
CAD Expert-s
Accounting systemE-Commerce
Expert-s
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Method
• Literature study: FM,OSS,FM-system• Role/point of view : Subjective, participating
approach; understanding is fundamental for understanding (hermeneutics ?)
• Casestudy BBB (1995 - 2004)– Cost benefit
• Measurable benefits• Intangible effects
– desirability/probability [Bjørn Lien and Øivin Bjørn] – Analytic Hierarchy Process or the Multi Attribute Utility Theory [
Tangen 1996]
• Empirical survey (this far: Disaster)
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Limitations - case
• In-house development of a commercial tenant/lease management system.
• the integration of this system with a standard commercial CAFM system
• Development and migration to an Open Source Software project with e-commerce capabilities
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Case: BBB
• Bergen Housing and Urban Renewal (BBB):– 5000 dwellings, whereof 800 in housing cooperatives – 430.000 m2 – Maintenance budget ~ 30 mill NOK pr year – Rebuilding/construction ~ 100 mill NOK pr year – Maintenance lag ~ 175 mill NOK– 40 employees
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BBB Maintenance
0
50
100
150
200
250
Year
NO
K
Preventive 24 46 57 105 115 117 89 91 64 67 77 161
Demand 43 50 63 93 104 107 72 75 73 80 83 0
1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003Holte 2003
All values related to 2004
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BBB – FM Total
0,00
50,00
100,00
150,00
200,00
250,00
300,00
350,00
400,00
Sum vedlikehold
Sum Drift
Sum Forvaltning
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The software implemented at BBB
• So far – more than 22000 orders is registered in the system
• There is approximately 800 occurrence of moving throughout the portfolio per year which generates reports and workorders (initiated through the Helpdesk)
Linux web-server Mssql db-server
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The software implemented at BBB
• Upside– Direct cost reduction due to licenses is 100.000
NOK per year compared to commercial systems – The integration with accounting system has
dramatically reduced the workload of manual punching
– Information is more reliable due to central stored and distributed accessable updated information
– All entities in the production environment is somehow related an subject to reports – which greatly improve the overall control.
– New features is fast and easily adapted
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The software implemented at BBB
• Downside– The fact that this software as yet is not very
common – makes the company pretty depended of my welfare. However there is a vendor which is prepared to offer commercial support
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Software architecture
configuration Metadata standards
Dynamic data
Database abstraction (API)
SO ”SO” Storage objects layer
BO ”BO” Business Object layerUI
”UI” User interface layer
XML – generating (API)
XSLT – processingWeb-server/XML/XSLT - processor
API
Compressed data (mod_gzip or mod_deflate)
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Platform
• Windows or Linux
• PHP with XSLT
• Webserver: IIS or Apache
• Database: mssql, mysql, postgresql or oracle. (support for db transactions is very important)
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The fm-system – core elements
Location entity actor
Virtual
concrete
Helpdesk Project->orderService
agreement
Document
Pricebook
Conditionsurvey
Customreports
Invoicehandling
TenantOwner Vendor
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Meta database
The meta database keeps track of:• Tables• Columns (Attributes)• Relations• Generated queries• Attribute options• Inputname and help textsfor space hierarchy and entities
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Level 1
Level 2
Level n
Column 1 Column m
•The hierarchy is configurable in both width and depth - that is: one can define as many levels as one like - and each level can also have as many attributes (of “any” kind) as one would like
•The naming of each level is free.
Attributes
Level
Location
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Location
• Each level has a primary key - composed by the foreign key to the parent - and this levels ID. In addition - there is a “superkey” named location_code for indexing and searching across the hierarchy
location_code loc1 loc2 loc3 loc4
5000-01-01-001 5000 01 01 001
Primary key: loc1 + loc2 + loc3 + loc4Foreign key: loc1 + loc2 + loc3Superkey : Location_code
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Location
• When querying location on a certain level - it is joined with all its ancestors to make inherited information available.
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Location
Name Level Relation . -- Property 1 <--- Owner, part of town /-- Building 2 /-- Entrance 3 <--- Street /-- Apartment 4 <--- Tenant /-- Room 5
The relation between location-level and owner, part of town, street and user/tenant is configurable
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Entities
• Entities is a generic class of objects that all have in common that they can be placed in a location and/or linked to other (only one) entities.
• Entities are organized in class of entitity and entity category: each entity-category is represented by their own table.
• Each entity can have as many attributes (of “any” kind) as one would like.
• Documents (files) can be linked to entities.
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Entities: examples
• Equipment– Elevator– Fire alarm central– Cable TV– Building components– Drawings– Key system
• Reports – Condition report– Insurance damage– Elevator control report
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Example – defining a attribute
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Helpdesk
• The HelpDesk submodule is a hacked version of the phpgroupware's standard Trouble Ticket System application. The main differences is that the tickets are fixed to a location or entity - and that one is able to start projects and entities (i.e. reports) from a ticket - which enhance the trace-ability
• The owner a of ticket is notified by mail when the ticket is updated.
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Helpdesk – screen dump
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Access control / security
• All records is owned by a user – this user can grant others (groups or/and users) rights to read, edit – or delete his/hers data.
• Within each submodule (and for each entity_category) the rights is controlled by the system administrator granting rights to groups or/and users.
• The same rights can be masked (denied from inheritance)
• There is in addition three roles for approving invoices for payment.
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Rights
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History
• For projects, deviation and helpdesk there is logged history for :– changing Status– changing coordinator– changing Budjet– Order by email
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Deviation
• Deviation id categorised by NS3424 :– Condition degree– Probability for worsening– Consequence
• Deviation is subjected to areas like (naming is configurable):– Safety – Aestics– Indoor klimate – Consequential damage– User satisfaction– Residential environment
• The waigt of each different areas is configurable – as basis for prioritizing (by calculated score)
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Key for prioritizing- Deviation
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Screendump - deviation
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Project• A project is a collection of orders/contracts. The project is linked to a
location or entity (equipment). Projects is separated in orders/contracts that could be subject to bidding contest amongst vendors. Each order is linked to its parent project and to a vendor - and consists of a series of work-descriptions to perform and / or items to deliver.
• An order can be defined as simple as a brief description of simple tasks - or as a detailed complex tender document with a full blown deviation auditing system up per record in the contract
• The perspective of the projects is from the receiver of the product delivered
• Remaining reserve is calculated from the sum of p_deviation throughout the project
• Records is added from pricebook, NS3420 or from a template.
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Project - structure
Project
Contract
record p.deviationContract
record p.deviation
Invoice
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Add custom record
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Add from pricebook
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Electronic invoice handling
• Import of invoices– BBS files– SDV (semicolon)– Position separated– XML
• Approval based on role
• Export to payment system/budget accounting system
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Text - multi language support
• All occurrence of text in the system is fetched from a language table – where the english version of the text is the key – and translated to the language set in the preferences.
• This approach also enables branch-jargon– Example: what the operation branch would
name ”order” – the project branch would name ”contract”.
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TicketReport
Project
Order
Avvik
Invoice
Vendor
Originator
Supervisor
AvvikDeviation
Insurance damage
Condi
tion
surv
ey
Helpdesk - dataflow
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Invoice dataflow
Invoice import (2)
Pre transfer for reporting (3)
Transfer for payment (5)
Order (1)
approval(4) FM-systemBudgetaccountingsystem
Vendor
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At last
• This software is meant to be used for no fee by all that need this kind of software to lower the threshold for implementing such software