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 & Engineering Universiti 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 achieve the objectives. Studies and analysis on the current space management and requirements for the system is undertaken to thoroughly comprehend the functions needed in the system. 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 to ensure a more effective and efficient space management. Keywords Space Management, ArchibusFM, UTM, Information System Paper type Research Paper

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. With spiraling 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 is an 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 and improve 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 sophisticated software 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 of applications that addresses all aspects of facilities and infrastructure management. Using advanced application like Archibus/FM will ensure that its space data is easily maintained 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 discusses space 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 the conclusions, 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 will the 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 cost and 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 and priorities. 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.

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 types will 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 assets whole 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 a leading 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 support academic 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 and Storage 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 department iii. 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.

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 or activity.
Table 2.1: Procedures of Good Space Management Practice in University
PROCEDURES 1) Objectives of the guidelines 2) Identify the institutions objectives and constraints 3) Management structures SPECIFICATIONS a) Generate guidelines for good space management. b) As a basis for policy across the sector. Objective: a) Efficient space planning b) Effective space use 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 and effectiveness of space Improvements to space management systems Space planning Purpose: Decision-making as a basis for action in improving space efficiency and effectiveness Source: 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 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

4) Data collection and analysis

5) Central timetabling

PROCEDURES

6) Utilisation surveys

7) Space norms and standards 8)Performance indicators a) Utilisation data b) Space/ student data c) Space/ staff data d) Financial/ space data 9) New ways of using space

SPECIFICATIONS configuration and facilities Staff and student mobility The need for some flexibility to be maintained 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. Space standards should be tailored to the mission of an individual institution, reflecting its operating style, and projecting its chosen image to all stakeholders. 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. 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. The benefits from changes in space management policy and processes can be maximized by a programme of change management designed to engage staff commitment to efficient and effective space use.

10) Change management: Should make all university staffs to aware that space is an expensive resource.

(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

Inputs

Information System Hardware, Software, Tools, Procedures, Standards, Data, People

Figure 2.1: An Information System (Sellapan, 2000)

Outputs

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 outputs using 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

i. Office Automation ii. FM process/ project functions 2.8 Computer Aided Facility Management CAFM can be defined as the use of automated tools and procedures which increase productivity and efficiency in facilities management (Joudah, 1996). 2.9 Archibus/FM Archibus/FM is a complete, integrated suite of applications that addresses all aspects of facilities and infrastructure management. The system is fully integrated with industrystandard AutoCAD, ensuring that changes made to drawings are simultaneously reflected in 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 planning ii. 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 reporting requirements 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 3.1 CASE STUDY : FACULTY OF BUILT ENVIRONMENT (FAB), UTM 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 admin staffs. 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 centralised buildings 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 including strategic 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 a senior 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

Space allocation (planning) Space Management Committee headed by Deputy Registrar usually conducts a meeting 2 weeks before every semester start to discuss 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, rescheduling and also maintenance aspect. Maintenance of academic space and its equipment The property maintenance team is also responsible to prepare the equipments and amenities for academic space 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 right and 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 and unnecessary 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 for managing its space. The space management works requires three types of data, which are: i. Attribute data - space information ii. 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 same time. This makes many work processes a lot easier and more efficient.

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 the data 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 a manual 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 of applications 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 space management tool can be summarized as shown in Table 3.1.
Table 3.1: Summary of Requirement Analysis
Valuating Problems Need to have a complete and up-to-date space inventory Critical Comprehensive inventory of Space bookings Important space Maintenance scopes Space analysis tools Space standard Future Need Work order request Furniture & equipment information Space chargeback Centralised space information

Areas Application

Feasibility

AutoCAD drawings with polyline format, image files.

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 appraisal on 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 centralized property 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 future expansion or consolidation.
Strategic Management

Space Inventory

Space Management Issues

Department Management

H uman Resources Management

Financial

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.

Gross areas & Vertical Penetrations

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 second stage 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 be recorded in the database for reference and record purpose. Figure 4.3 below show the information on personnel of FAB.

Figure 4.4: Information on Personnel

The personnel feature enables to store personnel information and linked to space inventory. 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.

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

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 Analysis iv. All the above analysis by room percentage v. Remaining Area vi. Occupiable Vacant Room vii. 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 more complex space maintenance purpose such as work order and maintenance of equipments and furniture. 4.9 Initial Assessment on the Application The application of the module is tested by space related personnel from different faculties in 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

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 this application. 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 for more 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 in
table 4.1.
F K K K S A

Space Management Works () For Any Improvement) Maintain comprehensive space inventory electronically Space bookings Space assigning and allocation Space planning Space preparation and maintenance Space utilization Space chargeback Space standards Space analysis and reports

F A B

F K S G

F K A

F S K S M

F P

F K E

F P P S M

F K M

F S

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

5.0 CONCLUSION 5.1 Findings A 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 space management 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 how space 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 different users. However, the absence of an information system for more efficient space

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 Management module 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 is obtained 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 space management. 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 organisations requirement. 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 by Pejabat 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 space information 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 other modules 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 at central 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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