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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 & EngineeringUniversiti 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 achievethe objectives. Studies and analysis on the current space management and requirements
for the system is undertaken to thoroughly comprehend the functions needed in thesystem. 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 toensure a more effective and efficient space management.
Keywords Space Management, ArchibusFM, UTM, Information System
Paper type Research Paper
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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. Withspiraling 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 isan 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 andimprove 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 sophisticatedsoftware 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 ofapplications that addresses all aspects of facilities and infrastructure management. Using
advanced application like Archibus/FM will ensure that its space data is easilymaintained 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 discussesspace 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 theconclusions, 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 willthe 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 costand 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 andpriorities. 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.
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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 typeswill 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 assetswhole 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 aleading 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 supportacademic 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 andStorage 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 departmentiii. 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.
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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 oractivity.
Table 2.1: Procedures of Good Space Management Practice in UniversityPROCEDURES SPECIFICATIONS
1) Objectives of the guidelines a) Generate guidelines for good space management.
b) As a basis for policy across the sector.
2) Identify the institutions objectives
and constraints
Objective:
a) Efficient space planning
b) Effective space use
3) Management structures 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 andeffectiveness of space
Improvements to space management systems
Space planning
4) Data collection and analysis Purpose:
Decision-making as a basis for action in improving space
efficiency and effectivenessSource:
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
5) Central timetabling 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
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PROCEDURES SPECIFICATIONS
configuration and facilities
Staff and student mobility
The need for some flexibility to be maintained
6) Utilisation surveys 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.
7) Space norms and standards Space standards should be tailored to the mission of an individual
institution, reflecting its operating style, and projecting its chosen
image to all stakeholders.
8)Performance indicators
a) Utilisation data
b) Space/ student data
c) Space/ staff data
d) Financial/ space data
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.
9) New ways of using space 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.
10) Change management: Should
make all university staffs to aware thatspace is an expensive resource.
The benefits from changes in space management policy and
processes can be maximized by a programme of changemanagement designed to engage staff commitment to efficient and
effective space use.
(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
Figure 2.1: An Information System (Sellapan, 2000)
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 outputsusing 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
Information System
Hardware, Software, Tools,
Procedures, Standards,
Data, People
Inputs Outputs
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i. Office Automation
ii. FM process/ project functions
2.8 Computer Aided Facility ManagementCAFM can be defined as the use of automated tools and procedures which increase
productivity and efficiency in facilities management (Joudah, 1996).
2.9 Archibus/FMArchibus/FM is a complete, integrated suite of applications that addresses all aspects of
facilities and infrastructure management. The system is fully integrated with industry-
standard AutoCAD, ensuring that changes made to drawings are simultaneously reflectedin 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 planningii. 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 reportingrequirements
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 CASE STUDY : FACULTY OF BUILT ENVIRONMENT (FAB), UTM
3.1 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 adminstaffs.
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 centralisedbuildings 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 includingstrategic 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 asenior 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
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Space allocation (planning) Space Management Committee headed by Deputy
Registrar usually conducts a meeting 2 weeks before every semester start todiscuss 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, reschedulingand also maintenance aspect.
Maintenance of academic space and its equipment The property maintenance
team is also responsible to prepare the equipments and amenities for academicspace 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 rightand 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 andunnecessary 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 formanaging its space.
The space management works requires three types of data, which are:
i. Attribute data - space informationii. 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 sametime. This makes many work processes a lot easier and more efficient.
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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 thedata 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 amanual 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 ofapplications 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 spacemanagement tool can be summarized as shown in Table 3.1.Table 3.1: Summary of Requirement Analysis
Valuating
ProblemsNeed to have a complete and up-to-date space inventory
Areas of
Application
Critical
Comprehensive space
inventory
Space bookings
Important
Maintenance scopes
Space analysis tools
Space standard
Future Need
Work order request
Furniture & equipment
information
Space chargeback
Centralised spaceinformation
Feasibility AutoCAD drawings with polyline format, image files.
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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 appraisalon 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 centralizedproperty 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 futureexpansion or consolidation.
Space Management
Issues
Space Inventory
Financial
Strategic
Management
Department
Management
Human Resources
Management
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.
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Gross areas & VerticalPenetrations
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 secondstage 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 berecorded in the database for reference and record purpose. Figure 4.3 below show the
information on personnel of FAB.
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Figure 4.4: Information on Personnel
The personnel feature enables to store personnel information and linked to spaceinventory. 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.
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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
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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 Analysisiv. All the above analysis by room percentage
v. Remaining Area
vi. Occupiable Vacant Roomvii. 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 morecomplex space maintenance purpose such as work order and maintenance of equipments
and furniture.
4.9 Initial Assessment on the ApplicationThe application of the module is tested by space related personnel from different facultiesin 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
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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 thisapplication. 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 formore 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 intable 4.1.
SpaceManagementWorks() For AnyImprovement)
FAB
FKSG
FKA
FSKSM
FP
FKE
FKKKSA
FPPSM
FKM
FS
Maintaincomprehensivespace inventoryelectronically
Space bookings
Space assigning andallocation
Space planning
Space preparationand maintenance
Space utilization
Space chargeback
Space standards
Space analysis andreports
Table 4.1: The summary of the Application of Archibus/FM Space Management Module
5.0 CONCLUSION
5.1 FindingsA 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 spacemanagement 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 howspace 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 differentusers. However, the absence of an information system for more efficient space
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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 Managementmodule 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 isobtained 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 spacemanagement. 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 organisationsrequirement.
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 byPejabat 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 spaceinformation 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 othermodules 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 atcentral 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.
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