November 30 – December 3, 2004 ◊ Las Vegas, Nevada

From Architectural Desktop to Facility Management Reports

Bill Kilp – faciliCAD LLC John Janzen – faciliCAD LLC

FM31-1 Learn to use Autodesk Architectural Desktop and faciliCAD V2 to connect CAD drawings with a Microsoft SQL database, harnessing the power of Architectural Desktop with facility management-specific features. Link Space and Area objects to database records to transform Architectural Desktop drawings into intelligent resources, extending their value beyond the design phase throughout the life of the building. Learn to create a live database link between architectural Space and Area objects to records in an SQL Database. Changes in the database affect the CAD drawing and vice versa.

Who Should Attend Architects interested in Facilities Management (FM) Topics Covered * What is FM and BOMA * How are Areas and Spaces used for FM * Using faciliCAD with Architectural Desktop * Text reports * Graphic reports

About the Speakers:

Bill Kilp bkilp@facilicad.com Bill has more than 15 years of experience as a CAD and FM software consultant and trainer. He worked as an architectural model builder and CAD manager before he founded Facility Solutions in 1990. Since then, he has become an Autodesk® Authorized Consultant, an Autodesk® eLearning Provider, and an Autodesk® Certified Instructor. In 2001, Bill and two other partners formed faciliCAD L.L.C.. They developed and released faciliCAD, a Computer-Aided Facility Management solution. Bill is responsible for product design and development, technical support, sales, and all day-to-day business activities.

John Janzen jwjanzen@cadmin.com John is an architectural CAD consultant with more than 19 years of professional experience. As an Autodesk® Authorized Independent AEC Consultant and an Autodesk® Technical Specialist, John was involved with the development of Autodesk® Architectural Desktop, working on the beta test and development teams. He also helped develop training techniques used to introduce the software. John has traveled throughout Europe and Asia training and speaking about customizing Autodesk Architectural Desktop.

From Architectural Desktop to Facility Management Reports

What is FM, CAFM, and BOMA FM (Facility Management)

Creating a Google search on the internet using the words Facility Management results in 7,990,000 hits. The International Facility Management Association defines Facility Management as “a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology”

CAFM (Computer Aided Facility Management)

Computer-Aided Facility Management. A high-tech tool used by facility professionals to track and manage virtually any facility-related asset. Provides managers and decision makers with the ability to analyze the effective use of space more readily than ever. CIFM (Computer Integrated Facility Management) is another acronym used to describe the use of computers to automate and manage the process of Facility Management.

BOMA (Building Owners and Management Association)

BOMA is the professional organization representing the commercial real estate community and related service providers by establishing the industry standard of excellence, through education, advocacy, networking and community involvement.

2

From Architectural Desktop to Facility Management Reports

How are Areas and Spaces used for FM

BOMA ANSI Standards

There are a number of standards available. BOMA (Building Owners and Managers Association) is the most common. There are two BOMA documents that are commonly used (Pre 1996 and Post 1996). The most current document is ANSI/BOMA Z65.1-1996. This document is available at www.boma.org. IFMA (International Facility Managers Association) has also published a document called the Standard Classification for Building Are Measurements. This document closely follows the BOMA standards with some slight variations. The current document is E1836-96.

Note: These documents are meant to be used as guidelines. Unfortunately there are many interpretations of these documents. There are even documents explaining these documents. If you put ten facility managers in a room and asked them to explain these documents, you would get ten different explanations. It is important to select a standard and document your own explanation of that standard

Spatial Boundaries

A CAFM (Computer Aided Facility Management) software application is based on spatial boundary links to database records. It is important to establish spatial relationships before any other data (Employees and Assets) can be entered. faciliCAD recognizes AutoCAD Polylines, Architectual Desktop Spaces and Areas as spatial boundaries. In this course we will examine Architectural Desktop Spaces and Areas and how they are used to link and populate information in a Microsoft SQL database for Space Management and reporting purposes.

3

From Architectural Desktop to Facility Management Reports

Architectural Desktop Spaces

Spaces and space boundaries are useful for planning an inside-out design process in which you define the interior spaces of the building, and then define the boundary around those spaces.

Spaces are objects that represent square footage at the conceptual level. As you design from the inside out, you can think of spaces as equivalent to rooms, edges as walls, and a group of spaces within a boundary as a department.

Using Spaces in Space Planning

Often, the controlling factor in the design of a building is not the overall form, but the size, proportion, and required relationships of the necessary spaces. You can use space objects to study these variables.

Solving Spatial Problems You solve spatial problems conceptually, using space boundaries as forms and spaces as voids. The display system can help you to visualize your spatial arrangement.

After all the spaces have been created, you can convert the boundaries into walls and use them later in the building design phase.

Variables Tracked in Spaces A space is an object with volume that includes visual representations of a floor and ceiling. Its primary variables are area, length, width, and room height (measured from top of floor to bottom of ceiling). Additional variables are floor thickness, space height (measured from bottom of floor to top of ceiling), ceiling thickness, and distance above the ceiling to the top of the volume (this area is not normally visible, but is reserved by the space object for use in conjunction with space boundaries). Spaces are used as placeholders for future rooms in the interior of a building.

Materials in Spaces In Autodesk® Architectural Desktop, you can assign materials to a space. These materials are displayed in wireframe or rendered views. Materials have specific settings for individual components of a space, such

as the floor and the ceiling.Space with assigned materials

Autodesk Architectural Desktop provides predefined materials for all common design purposes, which contain settings for spaces. You can use these predefined materials, or modify them to your special designs. You can also create your own materials.

Using Space Styles You can use space styles to create spaces that conform to certain size rules. For example, you can set limits for an office space style to keep the size of an office within certain constraints.

Space styles hold the “target” size to allow you to quickly lay out required areas of a design. Space styles also include a net-to-gross offset that is used if the space perimeter is converted to a space boundary.

4

From Architectural Desktop to Facility Management Reports

Creating Spaces from Other Objects You can convert closed polylines into spaces. You can also generate spaces from walls and linework in your drawing, assigning tags and property set information automatically.

Organizing and Querying Spaces You can place and organize spaces individually and then cluster them together to convert them to space boundaries. Spaces have a floor and a ceiling. Spaces have a separate query function that allows you to find square footages easily.

Spaces and Room Finish Schedules The sample room tags and room finish schedules provided with the software are designed to be used in conjunction with spaces. When you drag a room tag into a drawing, it will need to be associated with a space object.

You create areas either freehand or by deriving them from existing walls and building objects. You can add and subtract areas from each other, define area calculation modifier styles, and attach areas to area groups.

Areas and Area Groups An area is an architectural object describing a two-dimensional room. In Autodesk® Architectural Desktop, it is used to calculate the areas in the floor plan. After designing a floor plan, you create areas from the rooms, construction areas, and other areas, grouping them into functional and hierarchical structures. You then use these group structures to create an area evaluation of the floor plan.

Area group structure To calculate areas correctly for purposes such as building approval, cost estimates, or rent calculation, you may need to modify their values.

To do this, you attach calculation modifier styles to areas or area groups, which change the calculation result. Calculation modifier styles contain formulas. You can, for example, calculate plaster deductions, subtract areas for columns, or calculate the tiling in a bathroom.

Areas can be grouped into structures. You could, for example, create an area group named Apartment Building, which contains the subgroups First Floor and Second Floor.

Area Evaluation After creating areas and area groups in the drawing, you can create an area evaluation of the building and export the results into an external document.

The area evaluation is a documentation feature that calculates and evaluates the area information of your finished floor plan. This information is displayed in a separate file that you export from Autodesk® Architectural Desktop to a spreadsheet or a word processing application. Area evaluation templates ensure that the information is displayed in a consistent, structured way.

5

From Architectural Desktop to Facility Management Reports

Architects can use the area evaluation feature for submitting floor plans to building authorities and customers. This feature can also be used for performing cost estimates, assigning jobs to contractors, or organizing the facility management of buildings.

Uses of Area Evaluations Following are a number of typical scenarios in which the area evaluation feature can be used.

As an architect, you have created a plan for a building and want to prepare it for approval by the building administration. This includes the decomposition of areas into area subdivisions, the relation between floor area and site area, and values for the base and calculated areas, construction areas, traffic areas, floor areas, and functional areas of the plan.

You want to rent an apartment. For this, you need to calculate all balcony and terrace areas—according to national regulations—with 50 percent of their actual value. You also need to calculate the areas under the roof correctly at the 2 m line and the 1 m line.

You need to determine different zones in an office landscape, such as office cubicles, recreation areas, and walking areas.

As a facility manager, you need to determine different area types in an office building, such as office rooms, restrooms, or sick rooms.

You need to categorize of the floor plan into areas that need to be cleaned every week to obtain a cost estimation from a building cleaning service.

You need an overview of hardware equipment rooms in order to calculate the costs for special ventilation systems.

As a carpeting contractor, you need the perimeter values of all rooms to make a cost estimate for baseboard material.

Flexible Design Process The flexible and powerful design of the area evaluation feature gives you optimal freedom to shape the design process according to your needs. To make your workflow as effective as possible, consider the order in which to perform the work before you start.

You can use a workflow similar to the one you use when creating a drawing from a template: first, design the necessary styles, definitions, group templates and modifier styles; then, create areas and area groups.

You can also use a workflow similar to the one you use when starting a new drawing from scratch: first, create the areas and area groups; then, add styles and other definitions as necessary.

Or, you can use a combination of the two methods, creating a number of definitions beforehand, such as, group templates and name definitions, and defining other settings, such as calculation modifier styles, when you need them.

6

From Architectural Desktop to Facility Management Reports

Using faciliCAD with Architectural Desktop Data Manager

The faciliCAD Data Manager interface is a non-graphic form based interface to the faciliCAD project database file. The faciliCAD Data Manager is used to input new data, to edit and extract existing data and to report on existing data. The Data Manager does not require AutoCAD to be present. Data Manager is an ideal solution to those with no CAD experience that need to create and edit existing data.

7

From Architectural Desktop to Facility Management Reports

CAD Manager

The faciliCAD CAD Manager interface is a graphic interface to the faciliCAD project database file. The CAD Manager sits on top of AutoCAD, Architectural Desktop or Autodesk Map. The faciliCAD CAD Manager is used to input new data, to edit and extract existing data and to report on existing data graphically. It is important to note that any and all data can be created and entered from the CAD Manager.

The faciliCAD CAD Manger interface is a simple interface. All the commands can all be found under one pulldown menu.

8

From Architectural Desktop to Facility Management Reports

Use the Project Manager to Create and set up a location hierarchy, Open drawing files and open the Select Project window. The “Select Project” window allows for Project Creation, Selection, Editing Connection and Deletion. The “Select Project” window, also contains “faciliCAD Today”

Once a project drawings is created and opened, Spatial Boundaries can be linked, and defined, Employees and Assets can be placed, edited and managed.

9

From Architectural Desktop to Facility Management Reports

Text reports

faciliCAD Reports

A Runtime version of Crystal Reports has been built into faciliCAD to display the reports included with the software. If a full copy of Crystal Reports is present, faciliCAD will detect the full copy and use it instead of the Runtime version. A full copy of Crystal Reports can be purchased from Crystal Decisions on line at https://secure.crystaldecisions.com/default.asp . A full copy is required for editing of existing reports and creation of new reports. The Report Viewer will display real time reports that reflect the current values in the database. If records are changed using the forms in the Data Manager, the reports will dynamically update to show the changes. The faciliCAD Support Tools can be installed on any PC. The Support Tools contain the faciliCAD Report Viewer. This is the same interface found in the Data Manager and the CAD Manager for displaying the current database information. The Runtime version of Crystal Reports must also be installed for the Report Viewer to function.

faciliCAD Report Viewer

The Report Viewer requires either Crystal Reports V9 or the Crystal Reports runtime to be installed. The report viewer enables the included reports to be viewed without the presence of faciliCAD.

Report Viewer Layout:

10

Project and Report Dropdown List

Report Tree

Report Commands

Printer Dropdown List

From Architectural Desktop to Facility Management Reports

ChargeBack Reports

A Chargeback Report is a complicated report to create. It is based on a standard method of measurement.

A Chargeback Report is the ultimate goal of any facility manager. It is the end result of many hours of data collection and tracking. It important to know how much space is allotted to each Organizational Type and or Tennant. There are two ways to track space, one is by Actual Area and the other is by Chargeable Area.

Actual Area is the exact floor space that any given Organizational Type or Tennant occupies. The methodology used to track Actual Area is a matter of preference. It is important to decide what method is appropriate for your needs and document your decision. For instance, If a client wanted to know exact floor space for housekeeping costs or to calculate carpeting, then the space would need to be measured from the inside wall surface to inside wall surface (paint to paint). In this case the remaining wall space would be treated as Floor Common and added to the Assignable areas by % of space that each Organizational Type or Tennant occupies on a given floor. On the other hand, if a client wanted an exact account of space for chargeback reasons and was not concerned with exact area of floor space, then the rooms would have to include the walls. Whether the measurement is to the centerline of the wall or includes the entire wall, is dependent on the type of space and the space it is adjacent to. These conditions are explained later in this document in the section called Measurement Conditions.

Chargeable Area is the Actual Area that each Organizational Type or Tennant occupies on a given floor plus a % of the Floor Common, Building Common and Site Common. In order to acquire this number, you must first determine how much Actual Area each Organizational Type occupies on a given floor. Once these numbers are calculated, you must calculate the percentage of the total Assignable space that each Organizational Type occupies. At this point the Floor Common is divided by these percentages and added to the Actual Area. This same procedure then applies to the Building Common on a building level and then the Site Common on a site level. If the space has been measured to the inside face of the walls (as mentioned above) then the wall space is treated as Floor Common and must be added back into the Actual Area. The sum of these totals is what is called Chargeable Area. Chargeable Area is the total that can then be multiplied by a Cost per Area number to get the total dollar amount charged to an Organizational Type or Tennant.

11

From Architectural Desktop to Facility Management Reports

Sample Chargeback Report:

12

Report Display Area

From Architectural Desktop to Facility Management Reports

Graphic reports Thematic By Room

Thematic Reports by Room are theme based graphic reports. faciliCAD V2 CAD Manager includes Thematic reports for Organizational Types, Chargeback Assignments, ProRate Assignments, Room Types Clusters, Suites and Zones. The Organizational Type report titles will vary to match the organizational structure defined. When a Thematic Report is applied to the current drawing, the drawing will reflect the values from the report using AutoCAD colors and hatch patterns. Thematic reports are placed on layers specified in the Layer Keys. Thematic reports are created as AutoCAD blocks and can be erased or turned off using the AutoCAD Layer Manager.

Sample Thematic By Room Report:

13

From Architectural Desktop to Facility Management Reports

Query Thematic

The Query Builder is used to create and run queries on the current project database. Queries can also be saved and used at a later date. They can be saved for the current user only or be made public for use by anyone logging into the project. Queries can be created in either the Data Manager or the CAD Manager. Queries can be run in either application. Queries can be used in the CAD Manager along with Query Thematic. Query Thematic will highlight the results of the query in the current drawing. The query results are created using AutoCAD colors and hatch patterns. Query Thematic reports are created as AutoCAD blocks and can be erased or turned off using the AutoCAD Layer Manager.

Sample Query Thematic Report:

14