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CFTA Webinar – April 25, 2013 Drawing and Document Management In the Campus Facilities Environment CFTA Webinar – April 25, 2013 Drawing and Document Management.

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Presentation on theme: "CFTA Webinar – April 25, 2013 Drawing and Document Management In the Campus Facilities Environment CFTA Webinar – April 25, 2013 Drawing and Document Management."— Presentation transcript:

1 CFTA Webinar – April 25, 2013 Drawing and Document Management In the Campus Facilities Environment CFTA Webinar – April 25, 2013 Drawing and Document Management In the Campus Facilities Environment Glenn Seehausen President/CEO ACAD-Plus, Inc.

2 The Presenter Glenn Seehausen President/CEO x201 ACAD-Plus, Inc. Founded in 1986 (27 Years) Document Management Systems (DMS) Focused on the campus facilities environment, with customers storing and managing millions of CAD drawings, BIM models, scanned images, and related project documents. Computer Aided Facilities Management (CAFM) Performed implementations for customers totaling more than 500 million gross square feet. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

3 The Agenda Achieving Quality Metadata: Since the quality of metadata primarily determines the user’s perception of the solution, how is quality metadata achieved? Integration: How does Document management relate to other systems, like CAFM, CMMS, GIS, and Project Management systems? Point Forward: Why does a “point forward” strategy work best, BEFORE tackling the archives? Security: Why is document security critical (it is for more reasons than you might expect)? Workflow: What happens if the configured workflow does not match the business process? Questions? ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

4 The Case for Quality Metadata The solution will be judged primarily by whether users can find the documents they need. The ability to find documents is mostly determined by the quality of the metadata (or “indexing” of the documents). The software must be good enough to make it easy to search and browse; but even the best software can’t make up for bad metadata or for documents being left outside of the DMS. Avoid the “Downward Spiral” caused by bad metadata and missing documents: If the users can’t find the documents they need, they will begin to avoid the system. If they avoid the system, they are not contributing their documents anymore either; now even more documents will not be available to others. Now even more users can’t find what they need and begin avoiding the system; thus the “Downward Spiral” to a DMS failure. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

5 Achieving Quality Metadata Leverage data from other systems to maximize document “search-ability” with minimal data entry Project Data from Capital Project Management (CPM) Location Data (Site, Building, Floor) from CAFM Equipment and WO Data from CMMS Trigger defaults using business logic Trigger the Location Data from the Project Data Trigger the Security Level based on the Document Taxonomy Limit choices based on the user’s role and prior selections, minimize fields that require typing Reduces error Promotes use through simplification It must be easy and intuitive Users want Business Logic, not manual Folder and File Naming Otherwise they will avoid the system ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

6 The Case for Integration While most CMMS and CPM solutions typically include some “Document Management” functionality, they come up short… Many CMMS/CPM vendors call it “Document Management”, but is it really? I do not disparage them, it is simply not their FOCUS. Most CMMS/CPM systems only include the notion of “Attachments” and have little metadata, rudimentary check-in/check-out or no version control, and very limited document security options. I have never seen one that is robust enough to handle all of the complexities of CAD and 3D modeling, which are some of the most valuable documents to the organization. But it is much more than just the “Best of Breed” concept! Other systems typically have very defined “silos” of users. Yet most documents span across the various “silos”. Design and Construction uses the CPM system; but many of the project documents are also needed for years “outside” of the project context by Operations and Maintenance, who use the CMMS and typically do not use the CPM system. Space Management/Planning uses the CAFM system; but the Master Base drawings maintained by them are beneficial to Design and Construction, to Operations and Maintenance, EH&S, even Telecom. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

7 The Case for Integration A robust Document Management System will put all of the documents that benefit the “larger” organization in one system. Spans the silos, allowing the various groups to securely find and benefit from the documents they need. The DMS must be capable of bi-directionally integrating with the other systems. Ensures common values between systems. Allows searching for related documents directly from the other systems. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

8 Achieving Integration Ensure the Document Management System supports flexible integration options Must be easily configured for integration with your current other systems Perhaps your institution does not own some of these Software Systems now…but you might someday! So the DMS must be flexible enough to work with many other systems so it does not limit your choices. CAFM CMMS CPM GIS This flexibility is also critical when these systems are upgraded or replaced, or if your data is restructured. Bi-directional: The ability to be completely embedded within others systems, or at least support doing automated queries using simple “smart URL’s” ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

9 9 Searching and Viewing Documents from a Web Site, GIS or CAFM Application

10 10 Searching and Viewing Documents from a CMMS System T

11 Point Forward, Then Archives Today’s projects are tomorrow’s archives. Focus initially on “This Point Forward”, proving that the system will work well for projects that are being done today. Initially design and test the DMS using Projects being done now. Configuring the DMS while primarily focusing on scanning the Plan Room of old archives will very likely lead to: either lots of re-work to do, or a permanent “date line” you have to explain If you “prove out” the system using current projects first, then when you load the old archives it will simply look as if you have been using the DMS forever. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

12 Security Security is critical! Obviously, we want to expose the documents only to the people that should be able to view them. Also, we want each group to know they are “in control” of their own documents so other groups won’t change them. But a less obvious reason that security is critical…if we cannot demonstrate that the documents are properly secured, users will avoid the system, leading back to the “Downward Spiral”. ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

13 The Case for Workflow Encourages more users to use the system, because it HELPS them do their jobs. “Feeds” the system with current documents. Waiting until the end of the project deprives the organization of many benefits while the documents are being used the most. Archiving becomes an automated outcome, not an activity. Protects the Master Floor Plans using change management (gate keeper) and preserves historical versions. These drawings feed critical locations data to other systems! Can automate or enforce other downstream processes Update locations in CAFM Create downstream GIS or other web published files Provides floor plan backgrounds and notifications to other departments “Your Emergency Egress or Life Safety Plans may need updating due to the Base Floor Plan being modified.” ACAD-Plus Confidential & Proprietary, © 2013 CFTA Webinar - April 25, 2013

14 DEPT ADMIN & STANDARDS Organized by Dept & Doc Class PROJECT BUCKET Organized by “Job” Number and Document Class (Location is an Attribute) Project - Building Project - Site Infrastructure Work Order Initiative A “job” or ”effort” with a “start” and an “end” that results in some documents. Stores all the documents together that are related to the specific “effort”. After the “effort” is finished these documents remain together as an archive and begin to get “stale”. These documents are always tied to a specific Asset Location Be careful not to put documents here that your group is not committed to “sustaining” (keeping “fresh”) If this gets “stale”, the bucket is spoiled! Documents about how each Department “does business”, like policies, procedures, standards, templates, forms. These documents also need to be kept “fresh”, but they are not tied to a specific Asset Location. If this gets “stale”, the “bucket” is spoiled! SUSTAINING-SITE/BUILDING Organized by Location & Doc Class SchematicsDesignConstructionMastersTemplates/Forms Floor Plan Standard Form Schematics Design Construction Schematics Design Construction Schematics Design Construction Schematics Design Construction Schematics Design Construction Schematics Design Construction The “Buckets” ACAD-Plus Confidential & Proprietary, © 2012 CFTA Webinar - April 25, 2013

15 ? Thank You for Attending!


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