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Information Technologyin 

Facilities Management

Chris SmedsAPPA InstituteFebruary 2014

4 QuestionsWrite down one tool that would make your job better/easier/quicker.

What is one thing that if you KNEW it, it would make your job easier/better/quicker?

What is one thing (process) your organization does well?

What is one thing (process) your organization doesn’t do well?

Demystifying technology

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“Today’s cutting edge technology is tomorrow’s broken legacy system.”

Middle Ages Tech Support

http://www.youtube.com/watch?v=LRBIVRwvUeE

Kids of Today vs 1980’s Technology

http://www.youtube.com/watch?v=7v75QpvISUs

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Technology?

• The application of scientific knowledge for practical purposes

• Nicholas Carr suggests 4 categories of technology:1) those that extend our physical strength – the plow, hammer, fighter jet2) those that extend the sensitivity of our senses – the microscope, Geiger counter, smoke alarm3) those that reshape nature to better serve our needs – reservoirs, plumbing, genetically modified corn4) those that extend or support our mental powers – calculator, the book, the computer, the Internet

“Technology by itself is not the point.”

Information TechnologyIt’s not just for nerds…

• Tools

• Information

• Process

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ToolsIf all you have is a hammer, everything looks like a nail.

• Things that help us do our job or get things doneo Email, word processor, spreadsheet, cell phone, GPS

• Easy to see why we use them:o They make us more effectiveo Save time & moneyo Allow us to do things we otherwise couldn’t do

• But, there are challenges: o Making sure you have the right tool for the job | which is faster: pencil or iPad?o Cost vs. benefit – how do you measure?

• Not just cost of tech | cost of data collection, etc…o “Access to technology” issue

InformationJust the facts, ma’am

• Data! Facts! Knowledge!

• Why collect information?o Sometimes, you just have too Measure successo Helps you improve process…o Helps you tell your story

• Different information matters to different peopleWhat information does a mechanic need?What information does a frontline supervisor need?What information does a superintendent need?What information does an executive need?What information does a customer need?

• Reporting vs. Analytics vs. Business Intelligence (BI)

ProcessThat’s how we roll

• Simply defined: the way we do thingso Some are good … some are, well, bad!

• Why is process important? o We want to do the right things the right wayo Because we don’t want to do bad things more effectively!!!

• The ideal IT solution: bake information (collection) into your process – use technology (tools) as needed.

• Example of a weak process & how it could be better: Time collection…

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The Value / Role of IT

• Efficiency vs. Effectiveness

• Operational vs. Strategic

and…

• Innovation

Innovation

BIM in FM video:http://www.youtube.com/watch?v=nHGhH9g4_gg

Gartner’s Top 10 Technology Trends (2014)

• Mobile Device Diversity and Management• Mobile Apps and Applications• The Internet of Everything• Hybrid Cloud and IT as Service Broker• Cloud/Client Architecture• The Era of Personal Cloud• Software Defined Anything• Web-Scale IT• Smart Machines• 3-D Printing

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http://glass.google.com/

CapturX Smart Pen

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Google Flu Trends

http://www.google.org/flutrends/us/#US

Google’s driverless car is now safer 

than the average driver.

InStep Prism predictive online 

monitoring software

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Amazon Prime Air

http://www.youtube.com/watch?v=98BIu9dpwHU

3‐D Printing

What does innovation really mean to you and me?

• Yesterday:o Reportingo Client-servero Cloud/SAAS/hosted solutions (really about sourcing)o Social

• Today:o Mobilityo Location awarenesso Business Intelligence | Analytics | Big Data

• Tomorrow:o Wearable techo Augmented realityo Internet of deviceso 3-D printing

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Wearable tech – too far?

http://www.MyDogsVoyce.com/

Perils of IT

• Cost• Security• Policy

o Privacyo Data managemento Data Protectiono Freedom of Information Act (FOIA) / eDiscoveryo Bring Your Own Device (BYOD)

• Unintended consequences• Risks of reliance on technology• Technology for technology’s sake a.k.a. “Shiny

Object Syndrome”

Sourcing IT

• Commercial Off the Shelf (COTS) Packages vs. In-house development

• Hosting vs. on premise systems

• Contracting vs. in-house development

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Brainstorm!Howwould you use…

• iPad (tablet)• iPhone (smartphone)• Google Glass• Augmented Reality• Business

Intelligence/Analytics• A drone• …

• Maintenance• Custodial• Landscape• Project Management• Energy & Utilities• Finance• HR• …

An Interlude(a Public Service Announcement)

• Safe computing

• What is the #1 way attackers compromise systems?

o Us!!!o Social Engineering

• Protect your passwords• Antivirus isn’t enough!• Malware• Phishing

• A note on copyright

What systems are used in Facilities Management?

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Evolution of Maintenance Management Systems

• Computerized Maintenance Management System (CMMS)

o Maintenance management

• Enterprise Asset Management System (EAM)o Asset management

Evolution of Maintenance Management Systems

• Computer-Aided Facility Management System (CAFM) aka Facility Management System (FMS)

o Space management, alphanumerical and graphicalo Facility managemento Reactive Maintenance management

• Integrated Workplace Management System (IWMS)o Real Estate and Lease managemento Facilities and Space managemento Maintenance managemento Project managemento Environmental sustainability

Maintenance Management Systems

• AiM• Maximo• TMA• School Dude

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

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Capital Project Management Systems

• Schedule• Financials

o Budgeto Expenseso Forecasting

• Resource Allocation• Project & Portfolio Management

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

Space Management Systems

• Computer-Aided Design (CAD)• Geographic Information Systems (GIS)• Space Management Systems• Building Information Modeling (BIM)• Construction Operations Building Information

Exchange (COBie)

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

Energy & Utilities Systems

• Building Automation Systems (BAS) & Supervisory Control and Data Acquisition (SCADA)

• Metering• Monitoring• Modeling• Smart buildings• Dashboards

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

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Other Systems• Finance• Human Resources• Procurement• Inventory• Document Management• Collaboration (e.g. SharePoint)• Web sites

• Discussion: o What are you using?o What do you like?o What don’t you like?o What does it do well? What is it missing?o How are you using it?

How else are smart organizations (you) using 

IT?

Imagine…

• What are we going to be using in 2024 (ten years)?

• Think back to your answers to the four questions… o Can you imagine a tool?o What information will you be you utilizing?o How will they change your processes?

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Xerox inspiration video

http://www.youtube.com/watch?v=rk2ao6rTakA

Q & A – or other topics

You can be a nerd, too!

Tools

Information

Process

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Did you know? (4.0)

• http://www.youtube.com/watch?v=6ILQrUrEWe8