Information Management

by ashrafr@uthm.edu.my

Introduction to Information System

Maintenance operations require and in turn generate, large amount of
data.

The processing of this data into management information is, therefore a

key issue in managing building maintenance.
Whether manual or automated means are employed, there exists and
information system in one form or another.

Information management involves the design of a system in which data is

collected and processed into management information.

This makes several important distinctions in terminology and emphases

that information is a function of data, a process and the needs of the user.

Information System in Term of Input and

Output

A simple view of an information system related to condition

surveys and a method for describing the elements of a system.

Component of The Information System

The information system can be viewed as having

three essential components relating to the
organisation, data operations and technology.

Development of an Information System Strategy

Implementation Processes for Information

Systems
Process

Driving Force

Emphasis

Bottom-up

Data Processing

Efficiency with information

secondary

Top-down

Senior Management

Systems evolution

Data users

Information needs
determined by
organisational objectives

Strategic development

Top management

User orientated based on

data manipulation
Corporation strategy
formulation with
data/information integration

Information System and Technology

The stages, or generations, that have been identified are stated below:
a)
Manual records and filing systems.
b)
c)
d)
e)
f)
g)

h)

Early computerisation, which was used to replace existing manual systems, within a very contained
organisational boundary, typically the accounts department, with the technology based on main frame
systems, and with specialised data processing departments.
As applications increased, there became a tendency for applications to cross boundaries leading, in
some cases, to duplication and proliferation in an unstructured manner

The development from this is a result of the search for integrated approach, and a more formal and
effective information system.

Computer-based systems increasingly began to take over other key aspects, such as the monitoring
and control resources. This was accelerated by a move towards user friendly hardware and software,
and simpler data processing.
Database concepts were developed that permitted data storage in a common filing system, with
applications access on a controlled company-wide basis.
There was a natural evolution to networked systems and mini systems.

There is now an ever-increasing demand for more efficient information flow, and move towards the
automated office.
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Data Operations

This present the essential information management aspect and requires

consideration under a number of headings.
1.Data Sources
Data can be generated internally and externally and may be formal or
informal. Formal data source can largely be designed into the information
system in general whether internally or externally generated.
Formal data is also more likely to exist in a defined data store or data source
whereas informal data may be less well organised. Much of the effort in new
technology is devoted towards the more efficient organisation of informal
data.

Data Operations
2. Data Collection
Currently some research effort is being devoted
to the codifying of maintenance data, to
facilitate mare effective input

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Data Operations

3. Data Output
Modern technology make possible a variety of ways of
organising and processing data and presenting it as
management information. Central to this is the need to
define management information requirements. It is not
too easy to generalise here, but for decision making
purposes figure below presents a hierarchical concept
that is typical of many organisations.

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Data Operations

Hierarchical decision making in the

information system context
Strategic decisions
Management decisions
Operational decisions
Operating data
Information System

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Maintenance Information Needs

If maintenance is considered properly, in the

context of the organisation, information needs
should be defined at strategic, management
and operational levels.

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The Design/Construction System

This phase should be considered to last from

inception to commissioning and hand-over.
It will possess its own internal information
system (refer to Figure), through which data is
collected and developed to produce what
maybe termed a building store.

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The Design/Construction System

Figure: Information System During Building

Procurement
External data sources

brief
development

detailed
design

construction

Detailed
design

Building data store

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Design/Construction and Information System

However, this information system is not independent and must link into the overall
organisation information system and access external data sources (refer to the
Figure below).

Organisational System

Design and Construction

External data sources

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The Design/Construction System

The information needs can then be considered at three

levels:
1.User/client sourced material that permits:
- The development of a proper brief, that is an accurate
response to user requirements and which will include
an explicit statement with respect to the stance to be
taken on building maintenance.
- A proper decision making process to take place,
concerning the overall procurement strategy.
- The physical execution of the design and construction
process.

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The Design/Construction System

2. There are additional information needs, over and above that provided by
the user/client to permit the development of detailed aspects of the brief,
design and construction. Out of these very wide requirements there will
be maintenance specific information such as:
-

Maintenance cost information and component/material performance data

to allow the evaluation of design alternatives
Technical performance data/feedback to inform detailed design
development
Data for incorporation into the building manual

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The Design/Construction System

3. Information required specifically during the
design/construction phase
-Data will be required from within the organisation, through
proper feedback, which places a premium on a proper internal
information system.
-Second, will be the requirement for data or information that can
only be met by external sources.
Specific Information or data may be derived from internal and
external sources.
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Maintenance feedback and

design/construction
Building data store

Building
management

Design and
construction

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