Appunti di Information Systems for the Maintenance and Management

Facility Management

• Integration
• Develop and maintain a situation
• The presence of agreement between the client and the provider

The condition for integration is the management of knowledge and information.

Facility Services

• List of services
• Macrocategories
• Subcategories of services

For each service we need skills and capabilities.

It's important to create a registry that interfaces with all the necessary forms where records are kept in order to facilitate the integration of services. It assigns a unique code and structure.

KPI helps to define the level of service production for the client.

SLA helps in managing expectations.

• These two points separate the relational side.
• Tools for checking and controlling that a request is respected.

Example: I want a specific temperature in a room, how do we measure this?

If it goes above 19-21°C once a month, we measure the temperature. If 90% of my measurements fall within that range, the service level agreement is respected.

(I am a client and I ask my provider to maintain this temperature.)

KPI ➔ 19-21°C — helps in managing expectations.

SLA ➔ 90%

Some services are difficult to measure (e.g., cleaning services).

How it is possible to repurpose the quality of the cleaning service?

• Questionnaires: asking to people using that service their opinion on the performance of intervention
• SLAs are agreed: intervention is successful if the activities are performed and the certificates

Global service: Ex. you are a client of a building and you might need a company to manage the reception or the lifts.

We have to ensure both the frequency of quality in the service

Moreover, each customer wants not only a general fixed form of contract, but also maybe something unique.

Maintenance

We deal with scheduling maintenance.

• To improve
• To avoid wasting time
• Good information

Maintenance service

A student to prevent instead of repairing

It's a strategic process of planning and programming the operation and maintenance.

Slide 35

The market of facility management has grown in the last decades because of the growth in maintenance and renovation.

From simple services to integration of more services → Evolution → Total FM → Workplace Management

We have to know how to collect information, how to register in databases, in order to improve knowledge bases.

Services integration and information integration are strongly connected.

To integrate these services here is the prospect of information integration.

Information management deals with a large amount of data which are various and eterogeneous, and deal with distribution and management (past → present → future)

DATA → Information → Knowledge → Wisdom

• Data: just a number without context
• Information: when I have something to be allocated, the data is stored in a database in a context
• Knowledge: when I can process this info and use capabilities,
• Wisdom: how we use knowledge to define strategy, capability to use strategy

If I don't care about [a] service I must care about the database that is produced.

Lezione B

The Inventory Process

(Slide 2)

(Slide 6F - Block 1)

When we deal with information systems we deal with

DATA

• We collect data

INFORMATION

• We connect information

KNOWLEDGE

• We create knowledge

FYI [you] have to look at these 3 concepts

WE MUST CONSIDER THE KNOWLEDGE BASE MODEL (pyramid)

When we start a service the 2 most fundamental activities

• The collection of data
• The creation of a database that given the possibility to process information

Remember information is a value but it can be also a cost for an organization

As Facility Manager important THE MANAGEMENT OF INFORMATION

Due Diligence Process

(diligere, douere): a process that demonstrates how all information can be confirmed.

A process in which a third party is requested to evaluate the items connected to ex. a room

• Items donated are in order, updated
• The conditions of the technical elements (windows, walls)
• Compliance with law

A person who wants to sell a room at a market price and there is a buyer who wants to buy [is obliged] and a third party, the due diligence. Maybe, when the description that one documents are not updated.

The value of the house gives a bad environment. So the market price must be decreased → Document is a value in this example

Before starting the activity of collection (so before preliminary activity and planning of the inventory) what I have to do? I have to define the rules and procedures for the collection of data.

3. Programming

• Schedule and decide the inventory.
• Plan the surveys, try to optimize the calendar of surveys.
• Optimize the calendar of activities I'm going in the building.

4. Implementation

• This phase overlaps on overtime.
• Periodically you have to check the progress of activities.
• Test/implementation of the procedures.
• Verification of usability of the collected data - applying KPI and SLA.

• The inventory is not only the collection of data but also the activity of inserting these data into an information system.

* Remember: if the inventory is performed by the internal resources of the client in the ITT, he has to specify that the inventory is not required.

Otherwise, the provider doesn't know if he has to collect information. Informations are always present.

• When you start an IT search for who is in charge for the collection of data. - Check if this aspect is present or if it is not present. You underline that this is a breach. + You specify where this aspect should be introduced and how.

SAFETY SYSTEM

• FIRE FIGHTING SYSTEM
• ANTI-INTRUSION SYSTEM

INTERNAL EQUIPMENT

• DOMESTIC FURNISHING

EXTERNAL EQUIPMENT

• OUTDOOR COLLECTING FURNISHING
• EXTERNAL FITTINGS

UNIFORMAT II

Level 1

Level 2

Level 3 (ex)

A. SUBSTRUCTURE

FUNCTIONS

• Standard
• Special

BASEMENT CONSTRUCTION

• Basement excavations
• Basement walls

B. SHELL

SUPERSTRUCTURE

• Floor construction
• Roof construction

EXTERIOR ENCLOSURE

• External walls
• Windows
• Doors

ROOFING

• Roof coverings
• Roof openings

Ex.

The same room can be described with different information that are processed in different ways through the procedures in order to give specific answers to different kinds of operators.

Basic concepts of information systems

Typical activities of information systems:

• Collect information coming from the inventory
• Store organized collected data within a database
• Process comprises computing
• Use and Update

In general, information systems (architecture) try to cover all the needs generated by all the IFMS (integrated Facility Management Services) =>

Information System

Each of information (because each service needs a lot of information)

→ Something Complex

In addition, all the stakeholders that deliver the different services share the same information related to store in the same database. Impact all of them are engaged in the data-entry continuous process inside the information system.

Principle of Centralization also inside the information system.

So, the different information collected inside the system will be useful for all the stakeholders (ex. info inserted by maintenance operator can be useful also for the energy manager or the cleaning provider).

It’s a platform, not a 1 to 1 relationship.