8-FMS

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CE6011 Smart Buildings and Automation

2013-2014

8. Facilities Management Systems

Dr. Benny Raphael Assoc. Professor

Civil Engineering Department IIT Madras

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Recap of ideas we have already seen

• Intelligent facilities have computerized operating and management system

• Intelligent facilities provide control over the operation of buildings and services and integrate them with organisational processes

• An intelligent building creates an environment that maximises the efficiency of the occupants of the building while at the same time allowing effective management of resources with minimum life-time costs

Efficient management and operation control is an essential aspect of intelligent facilities!

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What is covered in this lecture

• What are the requirements and features of facilities management software

• How FM (Facilities Management Software) software contributes towards the intelligence of buildings

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Technology vs Management

• Good technology is of no use without proper management – Example: A building has installed a state of

the art lighting control system, but does not have well defined maintenance procedures. After some time light bulbs die out, others keep flickering, etc. The building gives a poor impression

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Exercise

• Prepare a list of tasks that need to be carried out for the efficient operation of a facility such as a lecture theatre

• How do you make sure that all the activities are carried out promptly and the facility remains in good working condition all the time?

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Management activities in an organisation

Three levels • Strategic – setting of organisational goals

and objectives • Tactical – methods of implementing goals

and objectives by setting of tasks • Operational – methods of undertaking

actual tasks

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Management tasks • Planning – deciding on a course of actions

• Implementing – performing the actions by

communicating to the right people

• Monitoring – verifying whether the action has been done the right way and expected outcomes are achieved

• Adjusting – modifying procedures to better meet the goals

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All management activities require information gathering and communication

• A computerised management information system helps in taking decisions and implementing them

• Performance of the system can be monitored regularly and corrective actions could be taken quickly when faults are detected

• Management decisions need to be communicated efficiently to people in charge of operations

• Management should be able to obtain feedback related to the implementation of their decisions

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Layered view of FMS

BMS

Facilities Management System

Building Automation System

Inventory, assets Maintenance

Rooms, usage Equipments

Chiller

Lighting control

Occupancy schedule

Features shown are only representative, not exhaustive.

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An ideal FMS • One single software system that permits the management and

operations of all the systems in a complex facility. A single point access to coordinate all the activities needed for the smooth operation of the facility.

• All the components are tightly integrated and there is no need for separate software for BMS and BAS.

In reality, tight integration is not possible because vendors are specialized in individual building systems and they supply software that cannot easily communicate with other systems. So we end up with a facilities management software that can only manage inventory, a BMS that can only monitor the operations of the HVAC system and a BAS that can only control lights!

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So what is an FMS? • It is a management information system for

facilities managers. It is a repository of information that allows the control and maintenance of the facility

• It is a work flow automation system. It should permit smooth flow of information through various stages of performing tasks related to the management of the facility

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Exercise

Discuss what types of information are

needed for facilities managers and how they are used for decision making

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Features of an FMS • Inventory management, Asset management • Maintenance management

– Material management – Vendor management – Work management – Planning and scheduling

• Security management • Alarm and crisis management • Management of equipment and operating budget • Definition of operating procedures • Integration with building systems

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Asset management Facilities managers need to have quick access to

information related to all the fixed and moveable assets in an organization. This is necessary for efficient allocation and utilization of resources

Example: An employee requests for the purchase of a new

projector that costs Rs. 30000. The facilities manager remembers that a new projector was purchased last year. He looks up the asset management database and finds that the equipment was borrowed by another employee and has never been returned. The FM software saves the company Rs. 30,000 by avoiding an unnecessary purchase

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Asset management procedures Asset management procedures differ from

organisation to organisation. These procedures make sure that assets are properly recorded and can easily be tracked.

For example, at the time of the purchase of an

equipment, an asset number is allocated if the cost is more than a specified value. The equipment details are entered into the FM software. These procedures should be integrated into the workflow of the organisation in order to be enforced effectively.

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Exercise

Imagine you are the facilities manager of your student hostel which is a multi-storey building. Prepare a list of equipments and assets owned by your building. Identify whether the assets are fixed or moveable. Identify the locations of fixed assets. Discuss how this information can be represented in a computer system.

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Exercise

Come up with your own list of information that needs to be recorded for each equipment you have identified in the previous exercise.

How do you represent this information?

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Representation issues

• Each type of equipment has different characteristics – you need a different set of attributes to store all the information

• You need a structured representation so that you can make queries and obtain precise information as well as automate information processing tasks

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Tracking technologies

• RFID (Radio Frequency Identification) – RFID tags are installed on equipments in

order to track them. Active RFID tags automatically transmit information. Passive RFID tags require external readers to detect their presence

• Bar codes – Bar codes are fixed on equipments so that

they can be easily identified using a bar code scanner

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Exercise Question

• How can tracking devices help in inventory management?

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Inventory management (Materials management)

A facility might have one or more stores where spare parts of equipments and other materials and consumables are kept. The facilities manager need to know what materials are available in the store, how old are they, quantities, etc. Inventory management subsystem of an FMS caters to these requirements

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Exercise

• Make a list of materials that are stored in your student hostel for routine repair and replacement

• Describe operations that are required to keep the inventory up to date

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Tasks related to inventory management

• Replenish spares • Transfer materials between different

stores • Place an order with a vendor • Track order, delivery, etc.

Many companies use complex ERP software (Enterprise Resource Planning) such as SAP for performing these type of activities. In such

cases, the FM software simply provides an interface to the ERP software.

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Maintenance management

• Companies attempt a variety of strategies for ensuring that systems are operating efficiently while costs are reduced.

• Maintenance management tasks include – Scheduling routine maintenance activities – Predicting and preventing failures – Undertaking corrective actions (repairs)

• Note: Work order for repairs could be generated automatically if the BAS can communicate with the FMS

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Advantages of Maintenance Management Software

• Reduction in labour costs • Increased equipment availability due to

better planning • Increased equipment reliability through

identification of repetitive faults • Optimal stocks of spares and materials

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Tasks related to maintenance management

• Repairs – Create work order

• Specify details • Assign to worker

– Notify upon completion of the work – Plan work orders

• Routine work (scheduled work) – Periodic servicing

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Exercise

• Prepare a list of information that are needed to create a work order

• How do you make sure that all the work is completed on time and according to requirements?

• How do you make sure that all periodic servicing is conducted correctly?

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Exercise

• Discuss the role of FM software in – Alarm and crisis management – Security management

• Discuss why a central repository of

information is beneficial to the smooth operation of a facility

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Exercise

• Discuss how a central repository of information can be used to enhance building intelligence.

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BIM in FM Imagine that a facilities manager has a model of his

building on his computer and she can click on a chiller to get all the information about it; when it was installed, the make, the warranty period, where it can be serviced, etc. She can search the model to locate where all the projectors of a particular type are installed. She can compute the floor area of any room or zone instantly. These are examples of potential benefits of BIM for FM.

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Recap: Features of an FMS • Inventory management, Asset management • Maintenance management

– Material management – Vendor management – Work management – Planning and scheduling

• Security management • Alarm and crisis management • Management of equipment and operating budget • Definition of operating procedures • Integration with building systems