e e e un nun -...

June 2015© 2015 PenBay Solutions, LLC. All rights reserved.

“We have grown so much so quickly at UMass Lowell that there's a real basic need to be able to map, measure

and analyze what we have, how big it is, what condition it's in, where it stands for code compliance, and whether

it's accessible. We need to understand our portfolio in all dimensions so we make the right decisions.”

- Peter Brigham, Assistant Director Urban Design, Transportation, and Campus Development at the University of Massachusetts Lowell

Facilities are Mission CriticalHow Enterprise Geographic Information Systems Are Solving the Complex

Facility Management & Public Safety Challenges of Higher Education Institutions

White Paper forHigher Education Institutions

Facilities are Mission Critical

DRAFT

Not approved for d

istribution.

Authors & Contributors:

• Peter Brigham, Assistant Director Urban Design, Transportation, and Campus Development at the University of Massachusetts Lowell

• Mark Griffin, District Director of Facilities Planning and Capital Budgets at Broward College

• Deborah Howard, Director, Facilities Resources and Planning at Pennsylvania State University

• Brian Woodman, Portfolio Manager for Technology and Systems in the Properties, Facilities and Development group at Curtin University

• George Dailey, Education Administration/Operations Manager, Esri

• Richard Koochagian, R.A., COO, Education Practice Lead, PenBay Solutions

How Facilities GIS is Solving the Complex Facility Management & Public Safety Challenges of Higher Education Institutions

DRAFT

Not approved for d

istribution.

1. Facilities Are Mission Critical—4

2. Key Challenges Faced by Higher Education Facility

Management Professionals—5

2.1. Space Equals Dollars—5

2.2. It’s a Competition—6

2.3. Increasing Threats Demand Better Safety &

Security—7

2.4. The Drive to Go Green—7

2.5. The Need to Do More with Less—8

3. Force Multiplier: Breaking the Status Quo with GIS—9

3.1. What is a Geographic Information System?—9

3.2. GIS Supports Higher Education FM

Stakeholders—10

3.3. Facilities GIS Solutions are Already at Work—10

4. How Does GIS Support HE Facility Lifecycles?—11

4.1. Portfolio Planning & Management: Identifying,

Inventorying, Analyzing, Validating and Managing HE

Property Assets, Owned or Leased—11

4.2. Operations & Maintenance: Estimating and

Managing Lifecycle Costs, Optimizing Space

Utilization, Managing Leases and Meeting

Compliance Requirements—12

4.3. Safety & Security Management: Securing and

Protecting People and Assets—13

5. Streamline & Increase the Value of Data with GIS—15

5.1. Data Consolidation is More Manageable than

Ever. —16

5.2. What Happens to Existing Information Already

Stored in Current Systems of Record? —16

5.3. What Happens if Existing Data is Inaccurate or

Missing?—16

5.4. Extend the Value of Existing Systems and

Data.—17

Table of Contents

6. Key Benefits of GIS-Based Facility Management—17

6.1. Better Decisions with Big Data that Save Time

& Reduce Costs—17

6.1.1. Location is the Organizing Principle—17

6.2. Improved Communication & Flexible Levels of

Transparency—18

6.3. Manage the Indoors and Outdoors

Together—19

6.4. Mobility Improves Efficiency—19

6.5. Highly Adaptable and Scalable, from Strategic to

Tactical—19

6.5.1. Flexible Timeframes and Levels of

Context—20

6.5.2. Full Scalability—20

6.5.3. Facilities GIS is Highly Secure—20

7. Implementation Strategies—21

7.1. Crawl First. Then Walk. Then Run!—21

7.1.1. Crawl—21

7.1.2. Walk—22

7.1.3. Run—22

7.2. Just Run!—23

8. Summary and Next Steps—23

8.1. Download Data White Paper—23

8.2. Get a Proof of Concept—23

8.3. Check Out the Starter Packages from PenBay

Solutions—24

8.4. Contact Us for More Information—24

9. About the Authors—24

9.1. Peter Brigham—24

9.2. Mark C. Griffin—25

9.3. Deborah Howard—25

9.4. Brian Woodman—25

9.5. George Dailey—25

9.6. Richard Koochagian—26


DRAFT

Not approved for d

istribution.

1. Facilities Are Mission Critical

Higher education (HE) institutions assume a wide variety of responsibilities and activities that require suitable, productive, and safe working, learning and living environments. You only have to imagine a campus without its facilities—its buildings, grounds, infrastructure, and associated assets—to quickly appreciate their indispensable role in supporting an institution’s overall objectives. In short, facilities are mission critical, as are the professionals who manage and protect them.

In many respects, HE campuses are like small cities in that they provide similar facilities (e.g., dormitories, office buildings, classrooms, laboratories, research facilities, recreation and sporting venues, libraries, etc.) and services (e.g., planning, public works, utilities, safety and security, event management, etc.). Although every institution is guided by its own unique mission statement, common themes often include:

• Attracting top students, faculty, researchers and grants to advance innovation and academic excellence.

• Educating and preparing students to become productive contributors to society.

• Conducting research that addresses the most pressing issues of the day.

Facilities play a vital role in achieving institutional missions. This means that HE facility management (FM) professionals must overcome the daily challenges that often hinder the effective planning, managing, and improving of campus property. They also need to

improve processes associated with protecting people, buildings, infrastructure, grounds, and assets with limited budgets and resources.

These are not small tasks. In fact, they can seem overwhelming when considering the magnitude, breadth and complexity of most HE campuses and property portfolios. The reality is that these challenges have become even greater in recent years. As the building boom of the 1960’s and 1970’s reaches its natural stage of renewal and scrutiny increases over the high cost of tuition, safety and security practices, and sustainability, we find ourselves in an era of save time, save money, save lives, and save the planet.

This white paper discusses the current capabilities of facility management and public safety technology solutions that are rooted in geographic information systems (Facilities GIS). It reviews the many ways Facilities GIS can help HE FM professionals make significant strides in the mission-critical aspects of:

• Portfolio Management: identifying, inventorying, analyzing, and managing property assets, owned or leased, and optimizing portfolio performance.

• Operations & Maintenance: optimizing campus, space, and asset utilization while efficiently and sustainably managing and maintaining facilities and infrastructure (indoors and outdoors)—all while reducing lifecycle costs.

• Safety & Security: proactively and effectively securing and protecting people, property, and assets.


DRAFT

Not approved for d

istribution.

2. Key Challenges Faced by Higher Education Facility Management Professionals

Higher education institutions—universities, colleges, vocational schools, libraries, and other centers for learning—are predominantly physical entities. When we picture these places, we see people—the learners themselves and the people who support that learning.

We must also consider the geography these people inhabit, experience, and navigate—the physical environment of buildings, campuses, and properties. These entities and their component parts have exterior and interior spatial footprints, multiple dimensions, lifecycles, temporal signatures and socioeconomic relationships.

HE property portfolios are more than just facilities, assets, grounds, and supporting infrastructure. They also represent the:

• Commitment to achieving a school’s mission statement.

• Community of people who use them.

• Body of knowledge they help develop and disseminate through the research and learning they support.

• Funding from various sources like tuition, research grants, state/federal funding and donations.

• History and prestige of academic achievements and standing.

As figuratively living entities, higher education campuses grow, change and require stewardship—planning, management, sustainability, and protection.

From classrooms to campuses, a higher education FM organization is responsible for:

• Stewardship of the entire property portfolio, which is likely one of the largest financial components of the institution’s budget.

• Providing an inviting, modern, safe, and appealing campus that attracts top students, teachers, and researchers, as well as sought after grant funding, corporate investment and alumni sponsorship.

• Developing, operating, maintaining, and protecting a diverse real estate portfolio and underlying infrastructure over a long period of time.

• Long-term master planning that addresses evolving changes in pedagogy, technology, student population, scientific and academic standards, viability of existing facilities, and available/projected funding.

• Scheduling and assigning classrooms, spaces, and venues in dorms, research labs, academic and administrative buildings, auditoriums, and athletic fields for optimal space utilization.

• Managing and maintaining assetsnot only within buildings, but outdoors, both above and below ground.

• Planning and managing capital projects.

• Developing and sharing emergency action plans and operations information with campus and public safety personnel.

• Managing and securing an abundance of large scale events.

The list continues, but this paper will focus on some key facility management and public safety challenges that higher education institutions face today.

2.1. Space Equals Dollars

Space has associated costs around planning, construction, maintenance, utilities and eventual decommissioning. Space also has costs associated with furnishings, technology, environmental quality, climate control, lighting, life safety, and meeting the standards of government regulatory compliance organizations (e.g., OSHA, EPA, etc.).


DRAFT

Not approved for d

istribution.

At the same time, space can generate income used to offset these costs. Space can support and contribute to the growth of student enrollment, grant funding, alumni and friend donations, and governmental subsidies.

Spaces are linked to both cost and cost recovery, with facility management professionals at the nexus of the two. For this reason, the challenge of lowering cost and maximizing income is continually at the forefront of HE FM organizations. One example of how effective space utilization is associated with income and standing is that accreditation and funding grants often require specific facility utilization rates for distinct activities.

“Almost every funding source has strings attached,” says Deb Howard, Director, Facilities Resources and Planning at Pennsylvania State University (PSU). “A lot of it has to do with performance, execution, and what you can and cannot do with research space that’s been funded with federal dollars. It’s a different story with every single structure and every single grant.” If HE FM professionals cannot accurately account for the school’s space or how it is being used, these vital funding benefits become less accessible.

Maximizing space utilization is also vital to avoiding space-related renovation and new construction costs before they are actually necessary. “We’re growing at an average of 4% per year and have a big demand for space,” says Peter Brigham, Assistant Director Urban Design, Transportation, and Campus Development at the University of Massachusetts Lowell (UML). “Space utilization is an important metric when it comes to things like accreditation. And when you’re a state institution, you have an obligation to spend resources wisely, so process and oversight are important elements of what we do.”

“Space equals dollars,” says Brian Woodman, Portfolio Manager for Technology and Systems within the Properties, Facilities and Development group at Curtin University (CU) in Perth, Australia. “For every bit of space we have on campus, there was a cost to build it, and

there is a continued cost to maintain it. So it only makes sense to ensure that space is utilized in the most cost effective manner.”

2.2. It’s a Competition

It is often said that students will make their decision about attending a particular school within the first ten minutes of visiting a campus. The look, feel, and functional aesthetics of the campus are incredibly important to attracting the desired talent.

One of the top drivers in HE marketing, recruiting, and retention is the campus environment itself. People visiting a campus will quickly pass judgment based on what is seen and experienced in their first visit. This fact elevates the role and responsibilities of HE FM organizations in helping their schools achieve their evolving goals by effectively planning, operating, assigning, maintaining, protecting, and furnishing facilities, grounds, and infrastructure.

The importance of visual, cultural, and functional aesthetics are also critical in attracting alumni support, corporate sponsorship, and endowments. By improving appearance, function, and performance, HE institutions are better able to secure and maintain the necessary grants, sponsorships, and donations needed to fund the institution beyond what tuition alone can support.

“First impressions matter,” says Brigham. “Lowell continues to struggle to overcome perceptions that were created during its post-war period of decline. But people come back now and are impressed by the quality of the buildings and improvements to the landscape. We are very aware of who we are competing with, not just for new students, but to retain current students.”

“In today’s competitive market, the quality of facilities is important,” says Woodman. “It’s not just a case of having a lecture theater—it needs to be of the right caliber, from high-tech audio-visual fit-out right down to cleanliness.” Deb Howard adds, “Facilities have to be well maintained. We’re competing for the best students, faculty, and


DRAFT

Not approved for d

istribution.

researchers. You cannot bring people into old, dilapidated buildings and tell them that you’re the best. It just doesn’t add up.”

Mark Griffin, District Director of Facilities Planning and Capital Budgets at Broward College (BC) in Florida agrees. “Our job is to create and maintain safe, effective and inspirational environments,” says Griffin. “We researched the relationship between the quality of facilities compared to student performance—it was clear that facilities, amenities, and grounds all influence student success. There’s no doubt that facilities are critical to helping our school achieve its mission of ‘fostering a learning-centered community that celebrates diversity’—and for helping us stay ahead of the curve in a competitive market.”

Deb Howard also explains that there are often trends to keep up with. HE institutions were once focused on building state-of-the-art football stadiums and athletic facilities. HE institutions today are focused on building hospitals. “Since we own the medical college, Penn State is currently focused on building new cancer centers, children’s hospitals, and research centers.” Peter Brigham adds, “The danger is that it turns into something like the arms race. University X has one of these, so now we need one, too.”

2.3. Increasing Threats Demand Better Safety & Security

The increasing vulnerability of HE facilities to a variety of natural and man-made threats must be better addressed. In the wake of past tragedies, the lessons learned from them, and the technologies now available to put new realizations into practice, there are no excuses for being ill prepared. HE institutions need better capabilities to plan for emergencies, monitor situations, and respond quickly to minimize the impacts of negative events.

Not all threats to schools are monumental. They can take the form of day-to-day risks and hazards for the school’s population and facilities, such as campus event planning and environmental safety assessments. They also relate to planning for and maintaining various safety

and security systems and assets—fire, access control, and surveillance—as well as the personnel who support them.

However, with safety and security data being confined in disparate systems and silos (including within people’s minds or on paper in old-fashioned binders), gaining a holistic view of a campus and portfolio can be labor intensive if not impossible. Without a comprehensive perspective that is easily and immediately accessible, risk analysis, emergency planning, and emergency response suffer, ultimately putting people, property, and assets at greater risk.

“Curtin University takes campus safety and security very seriously,” says Woodman. “We have several integrated security systems in place, each with a distinct focus, such as access control, security camera systems, and campus intercoms. We’re in the process of using Facilities GIS to link these systems together to produce the holistic perspective required for a safer living, working, and learning environment on our campuses.”

2.4. The Drive to Go Green

Facilities, especially new facilities, can be a big competitive advantage. But every new square foot constructed adds an increased level of waste, resources, and energy load, which means HE institutions must make very highly informed, strategic decisions regarding buildings and sustainability.

Because the greenest building is the one that is never built, it is incumbent on HE FM professionals to maximize facility utilization and plan for their modernization in order to extend a building’s useful life. Only when current facility inventories approach full capacity should the HE institution construct new buildings to accommodate a growing population.

Being better stewards of the existing built environment not only addresses the institution’s sustainability goals, it also enables better planning practices and decision-making that support sustainable construction. This allows schools to provide new facilities that are high functioning and attract students, faculty, and funding. At the same


DRAFT

Not approved for d

istribution.

time, it is important to modernize existing facilities so that the school’s mission can still be achieved even if new construction funds become scarce.

“As part of the Presidents’ Climate Commitment (ACUPCC), we're trying to reduce our emissions completely at UML, and that's an ambitious goal,” says Brigham. “So as much as you want the new facilities, and as much as you need them with the growth and the changes in the way people teach and research, you have to move carefully in terms of sustainability.”

Brigham’s vision is to take all the utility bills that arrive in disparate forms and bring them together in a way that allows UML to analyze energy usage in real-time. “Right now, we’ve got some student interns doing a great job analyzing spreadsheets and looking for energy usage trends. But I think being able to see them on a consolidated map where we can compare energy use to maintenance needs—that’s where we could make some real cost-savings discoveries.”

Beyond reducing emissions and energy use, there are dozens of other considerations associated with making a campus more environmentally friendly. Some of

those considerations might include bike and pedestrian paths, recycling and composting stations, vegetation modifications, drive-time analysis, and transportation networks. In addition, HE institutions must consider their carbon footprints and resource consumption in order to be truly effective in mitigating environmental challenges.

2.5. The Need to Do More with Less

A common opinion held today is that eventually, there will be no need for physical campuses in the future because all education will be delivered online. “They said that about libraries because of the Internet, yet we still have them,” says Howard. “It’s an additive process, not subtractive—our local enrollment continues to increase in addition to enrollment in Penn State’s virtual campus.”

As the demand for higher education continues to increase, so does the need to do more with less. “In simple terms, you can’t manage what you can’t measure,” says Brigham. “We have to maximize utilization of existing space and make sure that our facilities meet the educational objectives, methods, and overall mission of our university.”

The common denominator fundamental to accurately and thoroughly understanding

and managing each of these challenges is data that is rooted in geographic location.


DRAFT

Not approved for d

istribution.

As with most modern business challenges, innovative technology plays an important role in whether organizations achieve their missions. In the case of facility management at HE institutions, a technological force multiplier is needed to accelerate and improve the methods by which schools achieve their overall missions.

In general terms, force multipliers are tools that help people amplify their efforts to produce more and improved output. Employing force-multiplying tools means that people using these tools get more work done with the same amount of effort. Unfortunately, the standard array of status quo, stand-alone FM software applications and data silos will be challenged in supporting HE FM professionals as they work to help their schools achieve their objectives.

GIS is the technological force multiplier for managing facilities in higher education organizations.

This white paper explains how.

3.1. What is a Geographic Information System?

A geographic information system (GIS) is a combination of technological tools, content and methods for applying geographic data to better validate decisions through spatial visualization, analysis and information management. GIS can help FM professionals manage infrastructure both outside and inside buildings, providing a comprehensive means for optimizing space, efficiently moving staff and classrooms, mapping the condition of assets, and ensuring adherence to specific standards and policies. As a spatial technology, GIS can be used to explore educational institutions across all scales of geography—systems, campuses, buildings, and even specific spaces and assets.

As an integrative technology, GIS works collaboratively with other tools and data (e.g., CAD, BIM, EAM, CAFM, CMMS, IWMS*, scheduling and related software), helping users leverage geographic and common facilities databases in ways that enhance their effectiveness. In the world of educational buildings, campuses, and portfolios, GIS—alone and in tandem with other enterprise-focused technologies—is making a difference in the stewardship of property portfolios and in meeting a range of objectives, tasks, and functions.

In other words, GIS technology is the force multiplier that will help HE facility management professionals overcome the vast array of challenges discussed in the previous pages. Facilities GIS technology is a consolidative, visual and effective tool for:

• Portfolio Planning & Management

• Operations & Maintenance

• Safety & Security

*CAD (computer aided design/drafting); BIM (building information modeling); EAM (enterprise asset management); CAFM (computer aided facility management); CMMS (computerized maintenance management system); IWMS (integrated workplace management system)

3. Force Multiplier: Breaking the Status Quo with GIS


DRAFT

Not approved for d

istribution.

3.2. GIS Supports Higher Education FM Stakeholders

There are many stakeholders in HE FM, needing a specific solution in order to perform his or her tasks effectively. Facilities GIS technology has been developed to help HE institutions better solve both tactical and strategic challenges throughout the facility lifecycle. Because it is a scalable, modular solution, the technology can be implemented in ways that fulfill the requirements of a variety of stakeholder roles. As a result, Facilities GIS helps HE institutions save time and money, protect lives and assets, and create safe and productive environments for students, faculty, and staff—all while increasing the value of existing enterprise systems and data.

A Facilities GIS technology solution for HE institutions should:

• Embrace and leverage existing enterprise systems, data and workflows.

• Link isolated data silos (e.g., any information about the people, places and things located in both natural and man-made physical environments), establishing a secure, central repository of authoritative data—data that is far more useful and accessible as an integrated whole than it was within isolated systems.

• Recognize that the built environment includes more than just steel, glass and concrete; it also includes people, landscapes, exterior assets and infrastructure, communication networks, and other physical assets operating in a virtual world.

• Use geography and location as the organizing principle for measuring and managing all property assets.

• Use authentication protocols to ensure the security of shared property information across the organization.

• Scale to meet user needs, from tactical to strategic (i.e., can be leveraged on a small scale to solve a specific problem, or scaled up to address enterprise-wide facility lifecycle challenges).

• Provide visualization and analysis in the form of intelligible maps, charts and reports that reveal relationships, patterns and trends that help users validate decisions, improve communications, foster collaboration and increase transparency.

• Supply intrinsic features (while also embracing features of external existing systems) for highly effective portfolio management, operations and maintenance, and safety and security.

3.3. Facilities GIS Solutions are Already at Work

Property lifecycle management technologies rooted in GIS are already in use at many higher education institutions. These solutions are addressing the complex interdependencies of the built and natural environments in ways that are secure, scalable, efficient, and cost effective, while embracing (rather than replacing) existing data, systems, and workflows. If an organization needs to dramatically increase the effectiveness of property/facility management and safety and security, GIS is the force multiplier for these purposes.


DRAFT

Not approved for d

istribution.

Facilities GIS technology addresses a wide variety of challenges that span the facility lifecycle. It can incorporate nearly any data source, including floor plans from building information models or computer aided design drawings, infrastructure and linear asset maps, transportation routes, regional demographics, registrar planning data and weather/hazard information—the possible data sources are nearly limitless.

Facilities GIS software is a force-multiplying platform that aggregates data from disparate sources into a comprehensive model. This integration provides a holistic view of local, regional, national, or international property portfolios. As a result, users better understand the micro- and macro-level inner workings of their property to effectively address key lifecycle challenges in portfolio management, operations, and safety and security.

4.1. Portfolio Planning & Management: Identifying, Inventorying, Analyzing, Validating and Managing HE Property Assets, Owned or Leased

Facilities GIS software helps users substantiate critical decisions about facilities and capital investment or divestment that best align with the HE institution’s strategic mission. Facilities GIS technology uses spatial intelligence as a force multiplier to help users better visualize, validate, and utilize the aggregation of property, asset, and infrastructure data. Users can leverage graphical maps to compare indoor floor plans, outdoor site plans, financial data, asset attributes, and demographics—any data that is relevant to planning and managing an HE property portfolio.

Facilities GIS portfolio planning and management technology includes feature-rich solutions for:

• Portfolio Analysis: Evaluate key performance indicators against benchmarks to discover patterns and trends that are relevant to improving portfolio efficiency.

• Portfolio Optimization: Clearly identify under- and over-utilized facilities to optimize for peak portfolio performance while meeting the organization’s guidelines and objectives.

• Site Analysis: Evaluate demographic trends to better understand the optimal locations to place new facilities or expand an existing footprint.

Kuwait University

Challenge faced: In 2010, Kuwait University embarked on one of the most ambitious campus development projects in the world. The massive University City was designed and built from the ground up to emerge as a significant part of a multi-billion-dollar development initiative. One of the major challenges in addressing the scope of the project was determining how to model and store data for an entire campus—data spanning indoors, outdoors, and underground.

Solution: The process that ensued was a major effort to bring international experts to the table to design a unique, world-class data model for implementing their vision in a Facilities GIS technology solution. Using a geodesign process, Kuwait University leveraged techniques that brought value to each stage of the facility lifecycle, from site analytics and design to planning and construction (as well as operations, security, and sustainability). The result of this effort is one of the more remarkable all-encompassing data models ever implemented—one that will support the full lifecycle of Kuwait University's vision and beyond. Kuwait University will also be able to leverage the Facilities GIS to capture, manage, analyze, visualize and use information about the campus site, proposed and existing buildings, facilities, grounds, and surrounding communities on an ongoing basis.

Kuwait University’s Facilities GIS portfolio planning and management solution included support for initiatives like:

• Master Planning

• Construction Management and Planning

• Status Monitoring and Reporting

• Space Programming

4. How Does GIS Support HE Facility Lifecycles?


DRAFT

Not approved for d

istribution.

4.2. Operations & Maintenance: Estimating and Managing Lifecycle Costs, Optimizing Space Utilization, Managing Leases and Meeting Compliance Requirements

The ability to visualize facilities on a map and query associated information empowers facility managers to find more ways to reduce costs and prolong the life of assets. Facilities GIS brings focus to previously isolated and complex data by letting users visualize it on graphical maps—just as it is seen in the real world. Facilities GIS technology also provides facility managers the software features necessary to proactively manage and maintain facilities, spaces, assets, and infrastructure to better control property lifecycle costs.

Facilities GIS operations and maintenance technology includes feature-rich solutions for:

• Space Assignment and Utilization: Maximize the productive capacity of facilities; edit, allocate, and assign resources and costs to specific areas and departments.

• Asset Management: Establish and maintain asset locations and attributes—both indoors and outdoors—and create workflows for inspections, service requests, and public safety.

• Capital Planning: Conduct comparative map-based historical inventory assessments over time as well as collect, upload, and consolidate condition assessment data to develop capital improvement plans that are based on accurate data.

• Energy/Sustainability Management: Easily find and access environmental documents, generate compliance reports on regulatory requirements, and proactively monitor facility environments to analyze trends in indoor environmental quality over time.

• Lease Management: Author, edit and geo-locate documents associated with real estate leases to improve operations workflows and better manage lease milestones and deadlines.

• Move Management: Efficiently plan and execute moves/adds/changes (MAC) based on holistic, accurate location-based data.

• Compliance Management: Plan inspections, collect information in the field and view compliance status across buildings and within to their individual components.

• Service Request Management: Securely and efficiently manage maintenance, environmental issues, and health and safety requests.

Broward College

Challenge: Wayfinding for students, faculty, staff, and visitors across 11 locations in the greater Fort Lauderdale, FL area.

Solution: Broward College uses their Facilities GIS to provide an interactive map that can be accessed by both desktop computers as well as mobile devices. Campus visitors can search by keywords to find what they are looking for, or simply pan and zoom to find facility locations and information, including a description of the building, directions, hours of operation and more.

“We needed to provide students real-time, interactive, and accurate information to replace the static maps that were published on the BC website,” says Mark Griffin, District Director of Facilities Planning and Capital Budgets at Broward College. “With 68,000 students and new students arriving all the time, we needed a better way to show points of interest at the level of building footprints on our campuses—buildings, parking, food venues, etc. Our Facilities GIS has solved the problem. And we hope to expand our implementation in the future to start better tackling challenges around things like space planning and utilization, capital improvement plans, infrastructure mapping, tree and landscape inventory, and emergency management.”


DRAFT

Not approved for d

istribution.

4.3. Safety & Security Management: Securing and Protecting People and Assets

With Facilities GIS technology, users can use graphical maps to accurately visualize locations of people and assets (both indoors and out), how they relate to their environment, and whether there are specific emergency response requirements—all critical insights to managing crises and protecting lives and property. Planners and first responders have immediate access to accurate information about who and what is near and inside buildings. Users can generate impact reports, maps, and intelligence packages, in print and digital formats, that help securely convey emergency action plans to management, first responders, and other stakeholders.

Facilities GIS safety and security management technology includes feature-rich solutions for:

• Risk Analysis: Discover and document risk areas that affect HE property, personnel, students, and assets using tools for inspection, visualization, analysis, and reporting.

• Security Planning: Develop preplanned scenarios addressing identified threats; upload, update, and georeference existing plans; sketch out new plans; update key facility information to fill in data gaps.

• Incident Response: Bring together multiple sources of real-time intelligence with pre-plan information to support a fast, accurate emergency response in the event of an incident, whether that incident occurs indoors or outdoors.

• Security Monitoring & Access Control: Analyze building and facility access by role, personnel and security clearance; identify security alarms; interoperate with lock control and alarm systems.

• Event Management: Whether a political demonstration or a holiday parade, Facilities GIS provides a comprehensive, scalable solution to support event planning, coordination, and operations to ensure the safety of attendees and participants as well as the surrounding population and property.

• Security Monitoring/CCTV: Locate, analyze, and access CCTV points and view sheds while gaining interactive visibility to live video streams.

Curtin University

Challenge Faced: The ability to access systems and data at the time of an incident to help achieve situational awareness was a challenge identified at Curtin University. Whilst a number of existing systems and data were available, such as CCTV and floor plans, these were typically stored in different systems and accessed in different ways. This presented difficulties in using these systems in an effective and timely manner during an incident.

Solution: To resolve this situation, Curtin University turned to a Facilities GIS-based security operations system. This solution integrated several existing systems and data to create a centralized view of the campus map—with the ability to drill down to buildings, floors and rooms. Curtin then integrated the Facilities GIS viewer with their CCTV system so that all CCTV camera locations can be accessed from a map. They can simply click on a camera and bring up its live video stream.

“As you can imagine, in the event of an incident, the ability to have clear visibility of the situation without having to run all over campus is paramount to effective safety and security,” says Brian Woodman, Portfolio Manager for Technology and Systems. “For instance, if harmful chemicals were found, using the Facilities GIS, we can quickly identify the required buffer zone on campus and in the surrounding areas. With our integrated facility systems, we can also see which departments and rooms will be in that zone so appropriate action can be taken. So it’s all about pulling together multiple data sets in a timely manner that are then presented in an easy-to-use interactive map interface to those who are managing the incident response.”


DRAFT

Not approved for d

istribution.

Operations &Maintenance

PortfolioAnalysis

SiteAnalysis

MasterPlanning Demographic

Intelligence

SpaceMgt.

MoveMgt.

LeaseMgt.

AssetMgt.

ComplianceMgt.

ServiceRequests

Sustainability& Energy

Utilities

ConditionAssessment

CapitalPlanning

PortfolioManagement

Portfolio Managers

Safety & Security

RiskAnalysis

SecurityPlanning

IncidentResponse

AccessControl

EventMgt.

SecurityMonitoring

CCTV

Safety &Security

Managers

Operations Managers

CONN

ECT TO ENTERPRISE SYSTEM

S

CONNECT TO ENTERPRISE SYSTEM

S

PORTFOLIO MANAGEMENT

SAFETY & S

ECU

RIT

YO

PERATIONS

With Facilities GIS property management tools for higher education, information about the entire portfolio as well as

its buildings, assets and occupants is accessible over time for each facility management function and role. Every user of

the system can set their preferred views and reports with equal ease. Every user can choose their data queries, mapping

options, and data sets using straightforward menus. The system easily adapts to show authorized users exactly what they

need to know in order to do their jobs.

Facilities GIS Supports an Array of Roles & Functions Throughout the Facility Lifecycle


DRAFT

Not approved for d

istribution.

5. Streamline & Increase the Value of Data with GISToday’s data integration and interoperability are the result of continuous research and development in the software industry. GIS technology has been enhanced over the last three decades in response to the market’s need to connect growing amounts of data. GIS bridges all systems—using any combination of deployment models (e.g., on-premise, hybrid, cloud hosted, etc.)—to securely present a clear and useful view of facility data. Facilities GIS technology enables people to visualize and work with the specific information they need at any given moment to do their jobs.

Facilities GIS

Images

MapsSpreadsheets

Floor Plans/Drawings

Enterprise Systems

AnalysesSensorNetworks

Big DataEnvironmental

Systems

BIM Data

Documents

“Planning is no longer a one-time event. Many of the standard and commonly used data sets are now readily available in

digital form and at much lower cost than even just a few years ago. This relative abundance of economical and reliable

spatial data significantly widens the scope of potential GIS applications… The location of human and data resources in

the organization and communication between them are now driving factors in system design.”

- Roger Tomlinson, Thinking About GIS: Geographic Information System Planning for Managers

Facilities GIS Integrates Data Sources


DRAFT

Not approved for d

istribution.

5.1. Data Consolidation is More Manageable than Ever.

Data is a top concern of HE institutions when they are considering the potential adoption of Facilities GIS technology. Schools are cautious because linking software systems together has historically been difficult and expensive.

The good news is that today, a variety of methods can be employed to connect enterprise business systems and data sources using GIS. Underlying relational database technologies have evolved so substantially that data integration challenges have been largely eliminated. Data completeness and accuracy are even improved within an FM organization when the systems are integrated through standards-based workflows. Web services and API integration options have also opened many doors for connecting and exchanging information between existing systems.

5.2. What Happens to Existing Information Already Stored in Current Systems of Record?

Prevailing data sources and systems are embraced and leveraged along with existing workflows. No information has to be migrated to a new system. Instead, the GIS integrates with existing systems and taps into all those sources to create a consolidated view of the HE institution’s portfolio, from high-level strategic information down to tactical details.

Data integration isn’t instant, of course. Fortunately, tools, data standards, and best practices have evolved and continue to improve. For example, the Facilities Information Systems Data Model (FISDM) open source project (www.FISDM.org) is a collection of best practice information models, cartographic designs, templates, and data interoperability tools that help facility owners and operators get started in building an integrated Facilities GIS. The bottom line is that getting data systems connected so information can be securely shared is a manageable and achievable process.

5.3. What Happens if Existing Data is Inaccurate or Missing?

When an HE institution’s previously isolated systems get linked together, gaps in the data often become apparent. Perhaps the institution needs to update its disabilities compliance status, or the system’s facility information is out-of-date. Maybe some property boundary lines are based on scans of paper maps that are 40 years old. Perhaps the location of newly installed solar panels hasn’t been documented on the building plans yet.

A Facilities GIS solution makes it easier to keep systems up-to-date so that designated users have secure access to accurate, complete information.

• For missing or obsolete data, geospatial data gathering is quick with mobile scanners that upload data directly into the system.

• Data discrepancies between systems of record can be flagged for resolution.

• When a linked system or data source is updated during the course of normal workflows, the new information is made available to the rest of the system either instantly or at scheduled automatic syncing intervals.

The Data Value Proposition for GIS & the Facility Manager

Download the Data Value White Paper here:www.penbaysolutions.com/white-papers

http://www.penbaysolutions.com/white-papers


DRAFT

Not approved for d

istribution.

With a Facilities GIS solution, users can start with available data and improve it over time to fit the needs of the organization and the tasks at hand. Facility lifecycle data then follows buildings as they change, from acquisition, construction, or renovation, through decommissioning or demolition. Data is no longer lost when someone retires, a contractor is replaced, or an asset changes hands.

5.4. Extend the Value of Existing Systems and Data.

Rather than abandon or replace systems and data, an HE institution can extend the value of existing software, data, and workflows through the comprehensive data integration and interoperability of a Facilities GIS solution. Increasingly accessible data improves transparency across the organization. A nearly unlimited range of reporting options leads to new insights and alternatives. Accuracy is improved and duplication of effort is eliminated when information is available in real time and can be securely shared with all who need it.

6. Key Benefits of GIS-Based Facility ManagementSave money, save time, save lives, and achieve your mission.

All stages of HE facility management require location-based evaluation of performance and assets. Thus GIS is useful from design and construction or acquisition, to occupation and move management, to ongoing maintenance or modification, to divestiture and disposal. Portfolio management, building operations, and infrastructure and security management all benefit from the visualization and analysis capabilities provided by a Facilities GIS solution, whether for daily tactical workflows, strategic decision making, or communications with portfolio stakeholders.

6.1. Better Decisions with Big Data that Save Time & Reduce Costs

Most HE facility management questions and decisions require location analysis. For example, an organization may make an inquiry to find the type, status or condition of places (buildings, spaces, land), people (building owner, operator, occupants) or things (fixed and mobile assets, infrastructure). Facilities GIS technology allows unlimited queries that can be refined iteratively.

The scale and complexity of managing HE property typifies the challenge of today’s exponential growth in information. Tools that make it easier to navigate

this data continuum can improve daily workflows and planning, creating a positive impact on the efficiency and effectiveness of managing property.

Big Data is the popular term used to describe working with collections of data sets that are so massive and complex that traditional data processing applications begin to fail. GIS addresses two key challenges of Big Data—integrating internal and external data, and effectively translating it to make useful information easily and securely accessible.

6.1.1. Location is the Organizing Principle

For higher education FM organizations that have an abundance of Big Data, Facilities GIS uses location as the organizing principle for complex data. Whether graphical, textual, or numerical data is needed for a query—or all of it combined—a Facilities GIS system quickly assists in finding and displaying the required information. By improving the facility manager’s ability to view, understand, question, interpret, visualize, and manage pertinent property information, important decisions can be quickly validated by facts, saving the organization time while reducing costs.


DRAFT

Not approved for d

istribution.

“When I go in to a board meeting or other presentation, I can use map-based visuals that make the subject at hand easier to understand,” says Deb Howard of Penn State University. “I recently needed to grab some space from one of our new deans. I was able to go into the department meeting, visually show them the available spaces, the plans for using them, and the dollars per square foot. The right decisions were made easily from there.”

“Shared geographic data allows all members of the institution to overlay a wide variety of themes,” adds Peter Brigham of UML. “This often leads to questions and answers that would not have otherwise come up. For example, we can overlay historic resources with deferred maintenance and energy information to visualize historic buildings that need work so we can meet our sustainability goals.”

6.2. Improved Communication & Flexible Levels of Transparency

The ease of displaying information visually in maps (using data from inside and outside the building) rapidly leads to new insights. Collaboration with colleagues is more effective when each person or group can examine the same data through their own preferred lens, creating secure views of the information that is most relevant to each user role. Users can access information in the office on their desktop computer or out in the field on mobile devices.

Facilities GIS systems restrict or enable levels of access for each user. Within organization-specific data access guidelines, it’s a simple process to publish interactive maps, dynamic reports, web-based educational materials, and other information to various levels of stakeholders, including:• Portfolio Managers• Space Managers• Facility Operations Professionals• Colleagues within a Department• Workers in Other Departments• Office of the Registrar

• Executives, Regulators and Committees• State and Federal Grant Sponsors• Students, Faculty, Alumni, and the General Public

Facilities GIS technology helps increase transparency by conveying complex topics succinctly within interactive map-based illustrations to better engage HE officials, government officials, students, alumni, faculty and staff, citizens, or the media. GIS also supports increased accountability by making it fast and easy to create summary maps and reports in response to requests. Maps can even be used as a catalyst to initiate communication and collaboration.

“With Facilities GIS, I can present different data sets with spatial and temporal awareness, which is where we get the extra power of GIS,” says Brian Woodman of Curtin University. “If I want to identify where research rooms or teaching spaces are across the campus, I could do a search and get just a list of rooms. But with Facilities GIS, I can see the buildings with the rooms highlighted visually on a map. From a time-tabling and planning perspective, in a few clicks, I can now better understand where the classes are going to be in relation to things like parking spaces and other amenities on campus. Using anything other than Facilities GIS would probably take a lot longer and produce less powerful results.”

Facilities GIS can produce highly valuable public maps as well. Broward College in Ft. Lauderdale, Florida has 11 locations, which made finding classrooms, amenities, and other points of interest a real challenge—especially for new students.

“As a commuter school, we needed to make it much easier for our students, as well as visitors, to find their way around,” says Mark Griffin, Broward College. “We needed to provide real-time, accurate information—a cluttered, static map was no longer an option. Our Facilities GIS gives us exactly what we need—and our student focus groups concur. Now they can visit the map on a computer or mobile device, type in a search term, and zoom in to their selection to see not only the location, but hours of operation and other pertinent facts.”


DRAFT

Not approved for d

istribution.

Broward has even gone so far as to place scannable QR codes on physical map billboards around their campuses. Students and visitors can scan the QR code on the placard with their smart device, and Broward’s Facilities GIS mobile app displays exactly where they are on their interactive map. “Finding your way around the Broward campus system has never been easier,” says Griffin. “And it provides added peace of mind for parents who are sending their high school graduates out into the new world of campus life.”

To see Broward’s interactive wayfinding map, visit http://www.broward.edu/locations/Pages/default.aspx

6.3. Manage the Indoors and Outdoors Together

Historically, floor plan and interior asset information has been maintained in separate software systems from those used for site plans and exterior assets. This separation used to constrain the ability of facilities professionals to manage property portfolios efficiently.

“When I think about ‘facility management,’ I think about both the indoors and outdoors,” says Peter Brigham of UML. “We are all concerned about maintaining the buildings in functional conditions, but we also need to have running water, steam and electricity for the buildings to support our mission in education. This all too often gets overlooked.”

Mark Griffin of Broward College agrees. “It’s also about staying competitive,” adds Griffin. “As students and visitors approach our campuses, do we want them to see dead palms, dead grass and poor lighting? Of course not! There are high-tuition schools all around us with stunning campuses—for us to remain competitive, appearance matters.”

Today, Facilities GIS pulls together and maps all locations of an entire portfolio and its regional surroundings with collective ease, whether features and assets are inside the building envelope, outdoors or underground. Because Facilities GIS applications span the entire building lifecycle, artificial boundaries are eliminated. Indoor information—like floor plans, security features, and asset locations—can now be viewed and assessed in combination with outdoor information—like site maps, landscape maintenance maps, and infrastructure assets—more accurately reflecting HE property as it exists in real life.

6.4. Mobility Improves Efficiency

“Traditionally, people have worked in their office desktop environment,” says Brian Woodman of Curtin University.

“But there are a lot of people who are out maintaining our facilities that are not office based. The capability to access facility and infrastructure data in the field on mobile devices is becoming increasingly important.”

The mobility framework of a Facilities GIS lets users view property data on

mobile devices, search information that is important to them, and find

key points of interest on a map. Working seamlessly across the

portfolio, authorized users can also perform work in the field, like conducting space audits, inventorying and inspecting assets, editing existing data, and designing new map features and scenarios. Users can even create inspection records associated with items while capturing and attaching photos to ensure all facility and infrastructure data stays current and accurate.

6.5. Highly Adaptable and Scalable, from Strategic to Tactical

Its underlying relational database structure enables a Facilities GIS system to move fluidly between macro-level and micro-level orientations, delivering information within desired parameters. Any combination of broad

UML Fire Inspector Mobile App

http://www.broward.edu/locations/Pages/default.aspx

http://www.broward.edu/locations/Pages/default.aspx


DRAFT

Not approved for d

istribution.

Some people work primarily at one scale, such as a maintenance worker who inputs a work order resolution status each time a service request is completed. Others may work at many scales throughout the day, such as a portfolio manager who assesses multi facility consolidation options to reduce overhead. This might include broad-scale queries like a comparison of public transportation routes and highway access for employees and students at potential new building sites, and narrow-scale assessments like mapping existing CCTV locations to help estimate security network upgrade costs within a building or across a campus.

Scale can be changed instantly. Suppose a space planner is looking at a floor plan when the director of facilities stops by to discuss options for upcoming classroom or office moves. The space planner can promptly switch to a larger scale at the campus level, or zoom to query individual buildings, floors, and spaces. When the meeting ends, it’s easy to simply switch back to the original floor plan and continue working.

6.5.3. Facilities GIS is Highly Secure

Facilities GIS provides controls that govern authentication and authorization, constraining what each user can access. The security framework is role-based* in order to meet rigorous data security standards.

* Each person logging in can only access what their role permits.

or narrow criteria can be selected and the system will pull up exactly that information and display it in the requested format. These data structures can also be published and shared as web services for use in a variety of end-user and stakeholder applications and workflows.

6.5.1. Flexible Timeframes and Levels of Context

HE facility and security managers can bring information into their view that’s relevant to their current inquiry and suppress all irrelevant data. With a Facilities GIS system, visualization and reporting are fast and easy at any level. Things that were impossible before, or might have taken days or months, can be done in minutes, positively impacting efficiency and effectiveness. Innovation is also fostered in planning and execution, from daily workflows to big-picture planning.

HE facility and security managers can work with current data, bring up historical information, or apply GIS pattern and trend detection to analyze assets over time and plan for future needs. In short, users can securely access the right data, in the right context, and at the right scale and timeframe for effective visualization, analysis, management, and action.

6.5.2. Full Scalability

HE facility and security managers can use Facilities GIS technology to zoom in and out to any scale—from an individual space or asset, to a campus-wide view, to a national or global portfolio.


DRAFT

Not approved for d

istribution.

7. Implementation StrategiesBecause Facilities GIS technology integrates all aspects of facilities, it might seem that a comprehensive institution-wide rollout is required to make sure everything and everyone is part of the master plan. In reality, an incremental, organic approach is a great way to get started—and will satisfy modest budgets.

7.1. Crawl First. Then Walk. Then Run!

Facilities GIS technology does not require that every building and every piece of data be integrated before it’s useful. A higher education FM organization can get started by focusing on a single, pressing challenge. As data is gathered, the Facilities GIS brings focus to previously isolated or overly complex data, allowing users to visualize it in ways that identify opportunities. As the initial problem is rapidly resolved, it will become clear to leadership and colleagues alike how a Facilities GIS solution can address the broad range of challenges faced by HE FM professionals today.

7.1.1. Crawl

Address a single challenge in a pilot project that returns quick, measurable success—usually within days or weeks. For example, an FM professional may:

1. Start with a simple campus viewer.

2. Load only the data that’s needed to address a specific business challenge (e.g., space data to tackle a space utilization issue).

3. Start working! Engage mobile and desktop users to quickly identify opportunities for better utilizing spaces in ways that can reduce both property and utility costs.

As a return on investment is realized in the “crawl” phase, it almost always results in a broader understanding of Facilities GIS, which promotes wider adoption leading into the “walk” phase.

Trends to Watch

Moving away from homegrown and point software applications to enterprise solutions.

“We recently purchased a university-wide scheduling system. It took five years to get that done. In the interim, you have people who need to do their jobs, which creates an environment where everyone, out of necessity, is developing or buying systems in isolation.”

- Deb Howard of Penn State University

Because immediate necessity drives technology decisions, many HE institutions ultimately end up with a myriad of disparate software systems. The current trend is moving away from disparate point products for several reasons:

If a solution is built in-house (often by students as part of a research project), when those students graduate, the project may not be finished. And the people who know the most about it are no longer available to complete or maintain it.

It quickly becomes too time-consuming and expensive to have to train stakeholders on the vast array of systems they need in order to do their jobs.

Many of these systems rely on static or poorly maintained data. Because each software technology represents a unique data silo, there is no way to ensure that data is accurate and uniform across these disparate systems.

Increasing demand for better ways to manage risk.

In the United States, according to the Clery Act, all institutions of higher education that participate in the federal student financial aid program are mandated to disclose information about crime on their campuses and in the surrounding communities. World events keep security, safety, and risk mitigation at the top of HE institution priority lists—no one wants to be the school that is ill prepared for a man-made or natural disaster where preventable loss of life and assets becomes a reality. The role of technology in managing and minimizing risk is growing exponentially, with GIS-based solutions burgeoning as the most powerful tools available.

New predictive analysis tools.

Now that geospatial technology excels at location-based information governance for facility management, time-based information is next on the horizon. Technology companies are investing in the development of temporal (i.e. “when”) data integration that works hand-in-hand with the existing geospatial “where” and “what” data. This is opening up new abilities for HE facility managers to better


DRAFT

Not approved for d

istribution.

7.1.2. Walk

In this phase, the initial success from the “crawl” experience gains momentum. By utilizing the system, collaboration extends within an organization over time as colleagues ask questions and see opportunities to solve their own problems. For example, a typical advancement from “crawl” to “walk” would move the Facilities GIS into production, including:

1. Establishing data interoperability with existing enterprise systems.

2. Implementing workflows and data authoring solutions.

3. Addressing a wider variety of business challenges.

The “walk” phase confirms the power of integration, authoritative data, and process. It clearly demonstrates how to engage across the data and functional silos for portfolio management, operations and maintenance, and safety and security.

7.1.3. Run

In this phase, the Facilities GIS becomes part of the enterprise. Once several systems of record are integrated, perspective, scale and transparency increase both in daily workflows and as information is rolled up to the management level.

Innovation starts to play a big role during this stage as the breadth of stakeholder use flourishes. People who are comfortable using the system start pushing it in new directions to respond to situations that come up in their jobs. They might use new queries to analyze building performance in ways that were not previously possible. They could generate color-coded heat maps that communicate operational trends in a faster, more persuasive manner than spreadsheets or tables did in the past. They might even geo-enrich datasets and maps with optimized demographic information for improved new property assessment or disposal scenarios. The potential uses are virtually endless, both within the HE FM organization and outside of it.

visualize and analyze their assets, buildings, and campuses over time to anticipate or target needed actions and plan more effectively with longer outlooks.

The 24/7 campus.

“It’s critical that our facilities are kept up and running, especially as we move toward an environment of extended operations and in many cases 24/7 operations.”

- Brian Woodman, Curtin University

Attendance in higher education is on the rise—and it’s likely to increase at a rate that is not proportional to the ability of most HE institutions to buy land and expand their facility footprints. Many HE FM organizations are taking lessons from manufacturing. If manufacturers need more production, they run three shifts a day instead of one. To continue achieving their missions, HE institutions are likely going to be looking at longer hours of operation as they simultaneously maximize space utilization.

As the demand for space increases, the need to keep facilities in good working order also increases. If spaces are even temporarily taken offline, the downstream ripple effects become more and more disruptive. Facilities GIS offers holistic solutions not only for day-to-day operations and maintenance, but also for field assessments via mobile inspection tools that feed integrated capital planning processes.

Sustainability

In recognition of their substantial environmental impact, maintaining a sustainable, eco-friendly campus is a growing priority—as well as a competitive advantage—among HE institutions. The array of stakeholders with an interest in this issue is as diverse as the institutions they represent. They include administration, students, faculty, alumni, and prospective applicants. What they all share is a desire to understand the total environmental impact of the campus, as well as the initiatives and investments being made to address those challenges.

A sustainability initiative should be a storyboard that narrates what is being done throughout the campus, while defining the desired impacts over time. Sustainability is many things—from energy management, solar potential, LEED certification, and retrofits, to space optimization, bike and pedestrian routes, recycling and composting, landscape modifications, and even transportation networks and drive times. To establish a baseline from which an HE institution can measure success, data for the many aspects of a sustainability initiative must be tapped from disparate systems. Facilities GIS is the perfect platform to bring this information together in a usable and meaningful way.


DRAFT

Not approved for d

istribution.

Many HE institutions already have compatible GIS technology in use for other applications. Applying GIS to HE facility management and safety and security allows FM professionals to build on an existing technology platform using shared procurement contracts.

7.2. Just Run!

It is indeed possible to skip the “crawl and walk” stages and start with the “run” stage for an institution-wide implementation of a Facilities GIS system. What’s required is an executive-level champion who has the power and influence to prioritize the efficiencies that a fast, comprehensive rollout can bring. Usually the champion is someone who is comfortable with current technologies and is skilled as a change agent.

8. Summary and Next StepsFacilities GIS technology is already in use in higher education institutions today.

• Portfolio Management: Geospatial tools help FM professionals and portfolio managers substantiate critical decisions about facilities and capital investment or divestment that best align with the HE institution’s strategic mission. Facilities GIS technology uses spatial intelligence as a force multiplier to help users better visualize, validate, and utilize the aggregation of property, asset, and infrastructure data.

• Operations Management: Facilities GIS technology provides the tools necessary for HE facility management professionals to better manage occupants, spaces, assets, and infrastructure within a building, on a campus or across a portfolio, significantly aiding the reduction of property and facility lifecycle costs.

• Safety & Security Management: Facilities GIS provides the means to accurately visualize locations of people and assets (both indoors and out), how they relate to their surroundings, and whether there are specific emergency response requirements—all critical insights for managing crises and protecting lives and property.

The value of today’s investments in Facilities GIS technology will grow even more integral and advantageous in the years to come.

Here's How to Get Started in 3 Easy Steps

8.1. Download Data White Paper

The Data Value Proposition for GIS & the Facility Manager

Given the advantages that Facilities GIS is delivering to organizations of all sizes and scopes, we are now seeing an inflection point in the industry. The early adopters are proving the value proposition every day. As we enable the movement of data across system and format boundaries, the value of that initial data investment is multiplied several fold. At the end of the day, it’s all about the data.

Download the White Paper to Learn More: www.penbaysolutions.com/white-papers

8.2. Get a Proof of Concept

The great way to get started is to do a small pilot project using current data. This is most effective when focused on a specific challenge, like placing all building locations on the same campus map, or pulling in data for one floor of a building. It’s much easier to understand the power and implications of the tools when familiar real-life data is used in an interactive example.

http://www.penbaysolutions.com/white-papers


DRAFT

Not approved for d

istribution.

Once that information is integrated into the Facilities GIS system, it’s easy to experiment with scaling to different views, such as looking at building footprints on a site map, zooming down into space and fixed asset details on a floor plan, or running a query.

Working with a basic set of existing data is the fastest way to get a clear idea of what’s possible. A proof of concept facilitates discussions with other stakeholders and also helps determine the proposal scope for the technology. So don’t hesitate in pursuing a proof of concept implementation—after all, seeing is believing.

8.3. Check Out the Starter Packages from PenBay Solutions

Because facilities GIS technology integrates all aspects of facilities, it might seem that a comprehensive organization-wide rollout is required to make sure everything and everyone are part of the master plan. In reality, a Facilities GIS does not require that every building and every piece of data be integrated before it’s useful. An incremental, organic approach is an excellent way to get started—and will satisfy modest budgets.

PenBay Solutions InVision™ software is powered by the Esri® ArcGIS® Platform, and provides tools for authoring, managing, publishing, securing, sharing, and integrating your valuable facility and security data. Whether you are new to GIS or a seasoned professional, by leveraging the combined power of InVision and the Esri ArcGIS platform, you can incorporate geographic information into your workflow to help solve all your facility management and safety and security challenges.

PenBay has put together a set of InVision Starter Solution Packages to help you address a single challenge in a pilot project that returns quick, measurable success—usually within days or weeks. Visit penbaysolutions.com/invision-starter-packages to learn how you can get started with your own Facilities GIS.

8.4. Contact Us for More Information

For more information about how Facilities GIS can help your school achieve its mission, please email [email protected] or contact:

• Richard Koochagian, R.A., COO & Education Practice Lead, PenBay Solutions, LLC | +1 (703) 537-9092 | [email protected]

• George Dailey, Education Administration/Operations Manager, Esri | +1 (214) 649-3950 [email protected]

9. About the Authors9.1. Peter Brigham

Assistant Director Urban Design, Transportation, and Campus Development at the University of Massachusetts Lowell

Peter Brigham is a campus planner and urban designer with 28 years of experience. In September of 2012, he joined the Facilities Management Planning Group at the University of Massachusetts Lowell. As an Assistant Director, his work includes a range of issues: campus systems planning for accessibility, utilities, and transportation; oversight of the Facilities Information Systems group; managing planning projects and consultant teams; and coordinating with University and external groups. Previously, as a Senior Associate at Sasaki, Peter focused on campus master plan consulting for institutions across the country and around the world, including Singapore University of Technology and Design, Marquette University, the University of Mississippi, and Auburn University. Peter started his career in the Urban Design Group at the Central Artery/Tunnel project, for the Boston firm Wallace Floyd Design Group. Throughout his work and education, Peter has specialized in the use of technology in design and planning and studied computer graphics programming as part of his Bachelor of Architecture at Cornell University.

http://penbaysolutions.com/invision-starter-packages/

http://penbaysolutions.com/invision-starter-packages/

mailto:info%40facilitiesaremissioncritical.com?subject=Facilities%20GIS%20for%20Higher%20Education%20WP%20Inquiry

mailto:info%40facilitiesaremissioncritical.com?subject=Facilities%20GIS%20for%20Higher%20Education%20WP%20Inquiry

mailto:rkoochagian%40penbaysolutions.com?subject=Facilities%20GIS%20for%20Higher%20Ed%20WP%20Inquiry

mailto:gdailey%40esri.com?subject=Facilities%20GIS%20for%20Higher%20Ed%20WP%20Inquiry


DRAFT

Not approved for d

istribution.

9.2. Mark C. Griffin

District Director Facilities Planning and Capital Budgets at Broward College

Mark Griffin utilizes his information technology professional experience as he manages Broward College’s first comprehensive Facilities Master Plan. This study not only addresses their 30-year capital plan, but also includes an infrastructure location assessment as well as a facilities condition assessment.

Mark’s primary role at Broward College is to manage a team of professionals that plan new and updated facilities according to their Master Plan and in compliance with state educational requirements. Additional responsibilities include managing all the capital funds utilized in construction and capital maintenance.

Mark is a graduate from Broward College and Florida State University and applies his IT experience to support technology initiatives that both serve business operations and strategic decision-making.

9.3. Deborah Howard

Director, Facilities Resources and Planning at Pennsylvania State University

Deborah Howard has served as the Director of Facilities Resources and Planning at the Pennsylvania State University since 1992. Her career in higher education began in 1976 at a community college, and then she moved onto a major university in Virginia where Deborah held the position of Director of Facilities Planning. Her current responsibilities at Penn State include space planning and management, real estate, and capital planning for all twenty four University locations. She holds a Bachelor of Fine Arts and is an active member of numerous professional organizations related to higher education and facility management.

9.4. Brian Woodman

Technology and Systems, Properties Facilities and Development, Curtin University

Brian Woodman is an IT professional with significant experience in facilities related systems and tools. Having worked in various markets across the public and private sector, Brian joined Curtin University, Perth, Western Australia in 2003. He is currently the Portfolio Manager for Technology and Systems and is responsible for the management, support, and development of applications for Curtin's Properties group. The suite of applications includes building control and monitoring, facility management, security, and parking systems. He holds a Masters degree in Information Systems Management.

9.5. George Dailey

Education Administration/Operations Manager, Esri

George Dailey is a demographer and rural sociologist by training, and a geospatial cheerleader, matchmaker, and evangelist by trade. Geography, maps, and spatial analysis have been foundations of his life since childhood.

Since late 1993, George has been part of Esri of Redlands, California, as a member of its education program team. Esri is the world leader in GIS, and its ArcGIS platform brings together geographic visualization, analysis, management, and content. The company’s commitment to the use of GIS in education is long-standing, with its education team and program formally launched in 1992. George and his colleagues are focused on all areas of education—colleges and universities; K12 schools, districts and related agencies; libraries and museums; and research and science institutions. The uses of GIS in these organizations span instruction, academic research and administration. George leads the team’s efforts in education administration—working with users and departments charged with planning, operating, and sustaining these entities. Key areas of use include: demographics, transportation, facilities, and safety.


DRAFT

Not approved for d

istribution.

Prior to coming to Esri, George was in the public sector. At the US Census Bureau in Washington, DC (1985-1993), he created and coordinated the agency’s education program, worked on the 1990 census, and helped data users around the country learn about and use a broad range of census and other federal information. Before his tenure at the Bureau, he was City Demographer for the City of Oklahoma City (1979-1984) working on numerous governmental, business, and citizen data needs.

He holds an MS in Rural Sociology from the University of Missouri-Columbia and a BA in environmental studies and sociology from the University of Illinois-Springfield.

9.6. Richard Koochagian

R.A., COO, Education Practice Lead, PenBay Solutions

Richard Koochagian is a Registered Architect with 25+ years of facility management technology and practice experience. His extensive knowledge in the application of enterprise geospatial systems, data, and business processes helps clients with both local and global footprints. Richard works with organizations to identify their facilities related business challenges, and presents solutions that leverage their finite resources to help them better locate, plan, manage, and protect their property portfolios.

Richard collaborates with public schools, colleges, and universities as well as some of the largest facilities organizations in the federal and commercial sectors. His responsibilities at PenBay Solutions include senior project management, strategic planning, and providing expertise for enterprise GIS, facilities, and space management projects. He is dedicated to helping PenBay clients grow their capabilities to become keener, more effective property stewards across the facility lifecycle.

Richard has a Bachelor of Architecture degree from the University of Tennessee.

About EsriEsri, founded in 1969, is the worldwide leader in GIS technology. Esri inspires and enables people to positively impact the future through a deeper, geographic understanding of the changing world around them. The company’s software, content, support, and partners empower organizations to apply geography in creating responsible and sustainable solutions to problems at local and global scales. Esri software is used in more than 350,000 organizations worldwide including each of the 200 largest cities in the United States, most national governments, more than two-thirds of Fortune 500 companies, and more than 7,000 colleges and universities. Esri applications, running on more than one million desktops and thousands of web and enterprise servers, provide the backbone for the world's mapping and spatial analysis. www.esri.com

About PenBay SolutionsFacilities represent some of the world’s greatest concentrations of financial capital and physical resources. As buildings become more complex and portfolios more expansive, facility teams are increasingly being asked to make greater contributions to the organization’s strategic objectives, like growth, cost savings, profitability and risk management. To best contribute to such goals, you need to make informed decisions based on accurate data as you manage your buildings, assets, people and infrastructure.

PenBay Solutions has developed the InVision™ software suite to cohesively address a full range of facility management needs, from strategic portfolio planning and management, to day-to-day operations, maintenance and security. InVision brings the visualization and analytical power of Esri® ArcGIS® to facility and public safety

http://www.esri.com

data and workflows, helping you conceptualize information to substantiate decisions and identify new opportunities that support your organization’s strategic objectives.

PenBay Solutions is an Esri Gold Partner with more than fifteen years of experience in successfully implementing GIS solutions for a broad spectrum of clients in a wide variety of industries.

Vision: Because Seeing is More than Believing.Vision represents our commitment and capacity to help you aggregate data to analyze, understand, manage and protect your facilities using graphical visualizations that drive highly informed decisions. InVision software offers a powerful means to fully understanding and managing the built environment, helping you align portfolio and safety goals with your organization’s overall strategic objectives resulting in:

• Higher return on investment from your facility portfolio.

• More efficient and cost effective facility operations.

• Healthy, productive environments for building occupants.

• Facilities, assets and infrastructure that are safer and more secure.

• Appropriate resources and personnel for emergency response and incident management.

PenBay Solutions, LLC is certified as a Small Business Concern in accordance with federal Small Business Administration (SBA) size standards. www.penbaysolutions.com

Esri and PenBay Solutions invite you to discover ways that you can leverage our

technology and expertise in your own organization.

http://www.penbaysolutions.com

InVision is a trademark of PenBay Solutions, LLC, in the USA and/or other countries. All other brand names, product names or trademarks belong to their respective holders. © 2015 PenBay Solutions, LLC. All rights reserved.