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Thesis PresentationThesis Presentation

Work of Zdzislaw Jan BochynskiWork of Zdzislaw Jan Bochynski

Spring 2002Spring 2002

Chairperson of the Supervisory Chairperson of the Supervisory Committee Committee Professor Mary J. MatthewsProfessor Mary J. Matthews

Thesis Consultant Thesis Consultant Professor Russell Olson Professor Russell Olson

Thesis Supervisor Thesis Supervisor Professor Richard Professor Richard NasereddinNasereddin

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AcknowledgmeAcknowledgmentsnts

  I would like to express my appreciation to all I would like to express my appreciation to all Facilities Management faculty members who helped Facilities Management faculty members who helped me reshape my professional profile and generously me reshape my professional profile and generously shared their knowledge and experience with meshared their knowledge and experience with me..

Special thanks to Professor Mary J. Matthews, Special thanks to Professor Mary J. Matthews, Chair of the FM & CM Departments, who Chair of the FM & CM Departments, who encouraged me to enroll in this program, and to encouraged me to enroll in this program, and to Professor Richard Nasereddin, co-Chair of the FM Professor Richard Nasereddin, co-Chair of the FM Department and my thesis supervisor, for his Department and my thesis supervisor, for his professional and cordial support during my study professional and cordial support during my study time and my work on this thesis. time and my work on this thesis. And many thanks to professor Russell Olson for his And many thanks to professor Russell Olson for his exceptional support during this work, especially in exceptional support during this work, especially in going through CAFM’s complexities.going through CAFM’s complexities.

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STUDY FOR THE IMPLEMENTATION OF STUDY FOR THE IMPLEMENTATION OF A COMPUTERIZED FACILITY MANAGEMENT SYSTEM A COMPUTERIZED FACILITY MANAGEMENT SYSTEM FOR THE MUSEUM OF THE HUDSON HIGHLANDSFOR THE MUSEUM OF THE HUDSON HIGHLANDS

Part One: Facility Management, Part One: Facility Management, Information Technology & CAFMInformation Technology & CAFM

Part Two: Presentation of the Museum of Part Two: Presentation of the Museum of the Hudson Highlandsthe Hudson Highlands

Part Three: Computer-Aided Part Three: Computer-Aided Management for the Museum of the Management for the Museum of the Hudson HighlandsHudson Highlands

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1. Long-range Facility Planning2. Strategic Master Planning

3. Facility Financial Forecasting and Budgeting

4. Acquisition, Utilization, Redeployment

5. Maintenance and Disposal of Assets

6. Renovation, New Construction, Architecture

7. Engineering, Planning, and Design

7. Interior Design, Space Planning, Workplace Specifications

8. Furniture and Equipment Installation and Space Management

9. Telecommunications and Cable Management

10.Human Resources, Security, General Administration

11.Mergers and Acquisitions12.Predictive, Preventive, and

Demand Maintenance

Facilities Managers Activities and Facilities Managers Activities and ResponsibilitiesResponsibilities Managing facilities today is a multitasking job. The knowledge required

is a combination of: architecture, engineering, finances, information, telecommunication, and human management.

In 1999 the International Facilities Managers Association (IFMA) published an outline of activities and responsibilities for facility managers. These responsibilities lay in the following functional areas:

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Facilities Managers Job Facilities Managers Job ComplexityComplexity

FACILITIES MANAGERS

BUSINESS & ORGANIZATION

BEHAVIOUR

BUILDING SPACE & PEOPLES MGMT

BUILDING TECHNOLOGY & TELECOMMUNICATION

FINANCES & BUDGETING

PROPERTY PORTFOLIO AND LEASING ISSUESFINANCES AND AUDITINGPLANNING AND BUDGETINGACCOUNTINGFINANCE STRATEGY AND TACTICSPEOPLE SKILLSOUTSOURCING AND MARKETING

BUILDING SERVICESSECURITY ISUESSAFETY AND HEALTH ISSUES,SPACE MANAGEMENT,RENOVATION,RELOCATION,OUTSOURCING,LEASING, DISPOSAL,FURNITURE AND EQUIPMENT MGMT,BUILDING FABRICS MAINTENANCE,INTERIOR DESIGN

BUSINESS STRATEGYORGANIZATIONBEHAVIOURFACILITIES STRATEGIC AND TACTICAL PLANNINGCORPORATE POLICIES AND PROCEDURESENVIRONMENTAL REGULATIONSERGONOMIC ISSUES

PROJECT MGMTBUILDING DESIGNINTERIOR DECORATIONCONSTRUCTION PROJECTTELECOMMUNICATIONINFORMATION TECHNOLOGYCOMMUNICATIONHUMAN RECOURCESCUSTOMMER SERVICESOSHA REGULATION

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Increasing Role of FM s in an Increasing Role of FM s in an Organization (US)Organization (US)

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FMs role slightly differ in the US FMs role slightly differ in the US and in Japanand in Japan

“FM combines proven management practices with the most current technical knowledge to provide human and effective work environments.

It is the business practice of planning, providing and managing productive work environments."

"FM is total strategic corporate management practice of planning, managing and providing the highest and best use of all facilities and work environments".

IFMA of the US definition Japan's JFMA's definition

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Since 1997, Japanese candidates for professional Since 1997, Japanese candidates for professional FM certification (which is valid only for five years) FM certification (which is valid only for five years) have to take an exam on the following subjects:have to take an exam on the following subjects:

About Facility Management in About Facility Management in Japan (1)Japan (1)

The additional The additional requirement for requirement for certification certification holders holders is to attend, is to attend, during during the validation the validation period, period, professional professional seminars seminars organized by organized by JFMAJFMA

•Real estate Real estate acquisition acquisition

•Facility planning Facility planning •Facility management Facility management

strategystrategy•Lease portfolioLease portfolio•Project Project

administrationadministration•Operation and Operation and

maintenancemaintenance•Quality assessmentQuality assessment•Human and Human and

environmentalenvironmental• factorsfactors

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Facility Management in Japan Facility Management in Japan (2)(2)The 1997 JFMA Conference in Hong Kong introduced The 1997 JFMA Conference in Hong Kong introduced computer-aided techniques for FM’s training, computer-aided techniques for FM’s training, focusing on the decision making process, not on space focusing on the decision making process, not on space management. management.

INPUTS FOR DECISION MAKING

SIMULATION PROCESSORCAFM

APPLIC.

PERSONNEL DATABASE

FINANCIAL DATABASE

MARKETINGDATABASE

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Development of the Information Development of the Information Systems(1)Systems(1)• ISIS development began in development began in

the 1950’s. The the 1950’s. The information systems information systems were semi-automatic were semi-automatic and hardware was called and hardware was called electronic accounting electronic accounting machinesmachines (EAM) (EAM)

• ISIS focused on routine focused on routine paper work time paper work time reduction (especially in reduction (especially in accounting processes). accounting processes).

• At that time At that time electronic electronic data processing data processing (EDP) (EDP) software was software was introduced. introduced.

•In the 1960’s, need for the support of the management decision process forced development of the management management information information systemsystem (MIS). (MIS).

•MISMIS supported accounting activities and helped to prepare financial and manufacturing reports; it was also used for keeping a record of inventories..

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In the early 1980’s the the decision-support decision-support systems (DSS) systems (DSS) and executive support executive support systems (ESS) systems (ESS) were developed. The general objectives of these systems were to improve the decision-making process, and to speed data-accessing time .

In the mid-1980’s, the concept of Information Systems changed again and has begun playing a strategic role in global competition.

At this time new systems of marketing, management, and communication emerged.

Development of the Information Development of the Information Systems(2)Systems(2)In 1970-1980’s thethe data processing data processing (EDP) (EDP)

system was replaced by the customized customized management control systems management control systems (CMCS)(CMCS) (more tactical) which could collect, store and process data. This system is still in use today.

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Business ArchitectureBusiness Architecture

IV. PERATIONAL LEVEL

III.KNOWLEDGE LEVEL

II. MANAGEMENT LEVEL

I. STRATEGIC LEVEL

SENIOR MANAGERS

MIDDLE MANAGERS

KNOWLEDGE AND DATA WORKERS

OPERATION MANAGERS

V. USED AT ALL LEVELS: INFORMATION TECHNOLOGY, INFORMATION SYSTEMS, TELECOMMUNICATION

TECHNOLOGY, COLLECTIBLE DATA, AND INFORMATION

Business distinguishes four levels of management; each can use a specific type of IS that corresponds to a particular level of the organization. Executive Support

Systems (ESS) - Strategic Level

Management Information Systems (MIS) & Decision Support Systems (DSS) - Management Level

Knowledge Work Systems (KWS) & Office Automation Systems (OAS) - Knowledge Level

Transaction Processing Systems (TPS) - Operational Level

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ElementsElements of Modern of Modern Business SystemsBusiness SystemsIntroduction of the Internet, Intranet, and Introduction of the Internet, Intranet, and Extranet in the last decade have enabled Extranet in the last decade have enabled the flow of data and information the flow of data and information throughout the enterprise sectors as never throughout the enterprise sectors as never before, and initiated the growth of e-before, and initiated the growth of e-business, e-commerce, and business-to-business, e-commerce, and business-to-business (b-2-b) commerce and recently e-business (b-2-b) commerce and recently e-trade. trade. Core business Core business

systemssystems•InternInternetet•IntranIntranetet•ExtranExtranetet

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What is the Intranet?What is the Intranet?

Intranet is a Intranet is a LAN, but LAN, but connection is connection is through the through the TCP/IP protocol TCP/IP protocol and the system and the system uses Web uses Web browsers, and browsers, and HTTP file HTTP file transfer transfer protocol.protocol.

Security is Security is provided by provided by firewall software.firewall software.

The Internet The Internet Public Public

Network Network

INTRANEINTRANET SERVERT SERVER

TCP/IP +TCP/IP +

http://http://www.www.

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What is the Extranet?What is the Extranet?

This is a This is a corporate corporate network which is network which is replacing WAN replacing WAN

CORPORATECORPORATE

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Threats and Challenges for CEOs in Threats and Challenges for CEOs in the ISthe ISThe development of Information Systems has brought both challenges and threats for management.

The threats come from the overwhelming power of the I S, which might overrule the CEOs, causing dangerous or devastating consequences for their businesses.

The challenge is how to protect business and human factors against the unpredictable behavior of the now gigantic IS.

CHALLENGECHALLENGESS

THREATSTHREATS

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How CAFM Software is UsedHow CAFM Software is Used

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Use of CAFM in FM

documentation mgmt

facility security

telecom & cable inventory

maintenance mgmt

building financial mgnt

lease mgmt

furniture inventory

project mgmt

architectural designing

space design&mgmt

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CAFM Categories on the CAFM Categories on the MarketMarket

CPMS - Capital CPMS - Capital Planning and Planning and Management SolutionsManagement Solutions

CMMS - Computerized CMMS - Computerized Maintenance Maintenance Management System.Management System.

CAFM - Computer CAFM - Computer Aided Facilities Aided Facilities Management Management

CIFM - CIFM - Computer Computer Integrated Integrated Facilities Facilities Management. Management. IM - IM - Infrastructure Infrastructure Management Management FAM - Facilities FAM - Facilities Assets Assets ManagementManagement

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CAFM CAFM DevelopmentDevelopment

6. VISUAL INFRASTRUCTURE MGMT ENVIRONMENTS WITH DISINTERMEDIATION AND CONSUMER INTEGRATION (LATE 1990s)

3. LAN BASED CAFM AND INDEPENDENT (BUT RELATED) AUTOMATED MANAGEMENT APPLICATIONS (1980)

FACILITY AND ACCOUNTING AUTOMATION MANAGEMENT (NON-INTEGRATED SYSTEMS)

CAFM STARTED IN 1960’s

4. ENTERPRISE BASED COMPUTER INTEGRATED FM (CIFM LATE 1980s)

5. FM CYBERSPACE WITH WWW INTER-ORGANIZATION CONNECTIVITY (1990s)

7. VIRTUAL FACILITY LIFE CYCLE MANAGEMENT, E-FM & E-SPACE (2000s)

2. FACILITIES AND OFFICE WORK AUTOMATION SYSTEM(LIMITED CAFM BEGINS, 1970)

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CAFM VendorsCAFM Vendors

Vendors offer :

•a “turn-key”system which includes in the contract: hardware, software and installation

•Staff training •Future updates and maintenance

Other option is to bay just

Software

•A CAFM package for the company’s existing computer systems.

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The Museum of the Hudson The Museum of the Hudson HighlandsHighlands

The Museum offers educational programs and lectures for schools and other organizations throughout the Hudson Valley region.

The Museum has two facilities in two separate locations: at Kenridge Farm on Rte. 9W in Cornwall and on the Boulevard in Cornwall-on-Hudson.

The Museum administrative and education offices, and the art gallery are located at the Museum of the Hudson Highlands at Kenridge Farm (presented here).

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The Boulevard Facility of the The Boulevard Facility of the Museum of the HHMuseum of the HH The Museum’s on the

Boulevard in Cornwall-on-Hudson ( shown here) has classrooms, educational wetlands, and several miles of natural trails surrounding the facility

The mission of the Museum of the Hudson Highlands is to foster and develop knowledge about, and appreciation of, the natural history, environment and culture of the Hudson River Valley.

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The MHH Organization ChartThe MHH Organization Chart

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The MHH Management The MHH Management Problems (1)Problems (1) A. The Communication Problem At present, the two facilities communicate

only by phone. This prevents them from accessing each other’s database. This problem can be solved by introducing Intranet network.

To maintain the national standard in education (and exchange collectibles) the museum should establish links with other environmental museums and organizations across New York State and the US, particularly with the Museum of Natural History in New York City. This can be done by extranet which would establish communication between the museum, local schools, and other organizations in the Hudson Valley region.

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The MHH Management The MHH Management Problems (2)Problems (2) To organize better the Museum’s collectibles and

administrative work a CAFM application is needed. Such application would help the Museum with:

Storing and presenting the museum’s specimens of flora and fauna

Keeping a record of members, benefactors and volunteers

Keeping a record of financial activities and preparing financial budgetMost of the Museum’s space is an open space of 177 acres and the Museum has only one full-time maintenance employee. Because of that, there is no need for the space management and tracking maintenance work..

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CAFM Solution for the MHHCAFM Solution for the MHH As the result of my work, I found three As the result of my work, I found three

vendors whose products were worth vendors whose products were worth investigating. These applications are: investigating. These applications are:

CEO Optimum Setting iiCEO Optimum Setting ii - the space - the space planning softwareplanning software

ADLIB Information System, Inc.ADLIB Information System, Inc. - the - the integrated museum applicationintegrated museum application

PastTime Software Company, IncPastTime Software Company, Inc. - the . - the museum collection and networking museum collection and networking softwaresoftware

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CEO Optimum Setting ii CEO Optimum Setting ii softwaresoftwareThe software “The software “Optimum Optimum

Setting ii - Simply Smarter Setting ii - Simply Smarter Space ManagementSpace Management” is an ” is an intuitive and intelligent space intuitive and intelligent space management program which management program which allows users to draw floor allows users to draw floor plans with accurate plans with accurate architectural details architectural details incorporated into the incorporated into the program. program.

I found that the I found that the software software “Optimum “Optimum Setting ii”Setting ii” has no has no collectibles or collectibles or management support. I management support. I would recommend this would recommend this application for application for independent decorators independent decorators and consultants who and consultants who organize business events, organize business events, or for a small home-office or for a small home-office management. management.

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ADLIB Information System, ADLIB Information System, Inc.,Inc.,

This European (Netherlands) vendor developed this This European (Netherlands) vendor developed this software especially for museum management, art collection, software especially for museum management, art collection, library cataloguing; library cataloguing; it can be used on stand-alone computers it can be used on stand-alone computers and as a multi-user system on LAN or WAN. and as a multi-user system on LAN or WAN.

The standard ADLIB Internet Server is supplied with all the The standard ADLIB Internet Server is supplied with all the necessary settings and is ready to run after being necessary settings and is ready to run after being downloaded. downloaded.

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PastPerfect Museum PastPerfect Museum Software 3.0Software 3.0The software is an integrated relational database The software is an integrated relational database

in collection management and includes every in collection management and includes every aspect of collection and membership aspect of collection and membership management. management. PastPerfectPastPerfect software has the software has the endorsement of the American Association for endorsement of the American Association for State and Local History as exemplary software State and Local History as exemplary software for museums and historical societies. for museums and historical societies.

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The Future Impact of The Future Impact of Information Technology on Information Technology on Facilities Management (1)Facilities Management (1)1. Office workers at all levels will become more

dependent on technology due to breakthroughs in desktop video conferencing, voice recognition, electronic records management, and multimedia presentation technologies.

2. The development of communications technology will stimulate growth of the intranet and extranet, speeding transmission of voice, data and images over the digital network.

3. Networking will be available from non-traditional sources such as cable TV and satellite services.

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The Future Impact of The Future Impact of Information Technology on Information Technology on Facilities Management (2)Facilities Management (2)

4. The Internet will become the backbone of communication, connecting computers worldwide and developing new forms of electronics-business (e-comers).

5. Interactive three-dimensional video, very high-bandwidth communication channels, and virtual reality as a communications medium may be part of future offices which will challenge how we design offices in the future in both categories: individual offices and conference rooms.

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The Future Impact of The Future Impact of Information Technology on Information Technology on Facilities Management (3)Facilities Management (3)

6. Future specialized office computers will be the equivalent of “electronic post-it notes” dedicated to special tasks, and will be able to recognize an employee’s handwriting and voice; workers will be able to record voice messages, dictate correspondence to customers etc. All these computers will communicate with one another via wireless technologies using satellite communication or personal communication networks (PCN), which will enable documents to “fly” from place to place invisibly and fast.

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7. Portable laptop computers, video/audio teleconferencing equipment, LCD and video projectors, fax machines, optical scanners, smart electronic information display boards and handwritten input tables are examples of standard automated equipment in future offices. Teleconferencing rooms will be for rent, as commercial space is now.

8. New multimedia communication systems will open the door to Video-Web technologies which will integrate with the companies’ Webs, creating more sophisticated meeting and training rooms.

The Future Impact of The Future Impact of Information Technology on Information Technology on Facilities Management (4)Facilities Management (4)

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THANK YOU THANK YOU FOR YOUR FOR YOUR

ATTENTION ATTENTION