Sigurd Nes, Bergen Bolig og Byfornyelse 1 “Open Source Software” for Facilities Management

Sigurd Nes, Bergen Bolig og Byfornyelse 2 Goals Cost/benefit analysis of FM systems To make available a FM-system to that is powerful, flexible, inexpensive and easy to use.

Sigurd Nes, Bergen Bolig og Byfornyelse 3 Grad av forskning [Gunnarsson 2002] GrunnforskningProduktutviklingSaksutredning

Sigurd Nes, Bergen Bolig og Byfornyelse 4 Model/Potential 30 % …of ”….” [Det digitale byggeri] due to reduced friction between phases/systems The system itself (interaction / automation / information (availability/quality)) Awareness / organizational effects IFC - models IFC (XML) Planning / Project Operational phase ( OODBMS ) Traditional FM-system ( RDBMS ) CADExpert-s Accounting system E-Commerce Expert-s

Sigurd Nes, Bergen Bolig og Byfornyelse 5 Method Literature study: FM,OSS,FM-system Role/point of view : Subjective, participating approach; understanding is fundamental for understanding (hermeneutics ?) Casestudy BBB ( ) –Cost benefit Measurable benefits Intangible effects –desirability/probability [Bjørn Lien and Øivin Bjørn]Bjørn Lien and Øivin Bjørn –Analytic Hierarchy Process or the Multi Attribute Utility Theory [Tangen 1996]Tangen 1996 Empirical survey (this far: Disaster)Disaster

Sigurd Nes, Bergen Bolig og Byfornyelse 6 Limitations - case In-house development of a commercial tenant/lease management system. the integration of this system with a standard commercial CAFM system Development and migration to an Open Source Software project with e-commerce capabilities

Sigurd Nes, Bergen Bolig og Byfornyelse 7 Case: BBB Bergen Housing and Urban Renewal (BBB): –5000 dwellings, whereof 800 in housing cooperatives – m2 –Maintenance budget ~ 30 mill NOK pr year –Rebuilding/construction ~ 100 mill NOK pr year –Maintenance lag ~ 175 mill NOK –40 employees

Sigurd Nes, Bergen Bolig og Byfornyelse 8 BBB Maintenance All values related to 2004

Sigurd Nes, Bergen Bolig og Byfornyelse 9 BBB – FM Total

Sigurd Nes, Bergen Bolig og Byfornyelse 10 The software implemented at BBB So far – more than orders is registered in the system There is approximately 800 occurrence of moving throughout the portfolio per year which generates reports and workorders (initiated through the Helpdesk) Linux web-serverMssql db-server

Sigurd Nes, Bergen Bolig og Byfornyelse 11 The software implemented at BBB Upside –Direct cost reduction due to licenses is NOK per year compared to commercial systems –The integration with accounting system has dramatically reduced the workload of manual punching –Information is more reliable due to central stored and distributed accessable updated information –All entities in the production environment is somehow related an subject to reports – which greatly improve the overall control. –New features is fast and easily adapted

Sigurd Nes, Bergen Bolig og Byfornyelse 12 The software implemented at BBB Downside –The fact that this software as yet is not very common – makes the company pretty depended of my welfare. However there is a vendor which is prepared to offer commercial support

Sigurd Nes, Bergen Bolig og Byfornyelse 13 Software architecture configurationMetadatastandards Dynamic data Database abstraction (API) SO ”SO” Storage objects layer BO ”BO” Business Object layer UI ”UI” User interface layer XML – generating (API) XSLT – processing Web-server/XML/XSLT - processor API Compressed data (mod_gzip or mod_deflate)

Sigurd Nes, Bergen Bolig og Byfornyelse 14 Platform Windows or Linux PHP with XSLT Webserver: IIS or Apache Database: mssql, mysql, postgresql or oracle. (support for db transactions is very important)

Sigurd Nes, Bergen Bolig og Byfornyelse 15 The fm-system – core elements Locationentityactor Virtual concrete HelpdeskProject->order Service agreement Document Pricebook Condition survey Custom reports Invoice handling Tenant Owner Vendor

Sigurd Nes, Bergen Bolig og Byfornyelse 16 Meta database The meta database keeps track of: Tables Columns (Attributes) Relations Generated queries Attribute options Inputname and help texts for space hierarchy and entities

Sigurd Nes, Bergen Bolig og Byfornyelse 17 Level 1 Level 2 Level n Column 1Column m The hierarchy is configurable in both width and depth - that is: one can define as many levels as one like - and each level can also have as many attributes (of “any” kind) as one would like The naming of each level is free. Attributes Level Location

Sigurd Nes, Bergen Bolig og Byfornyelse 18 Location Each level has a primary key - composed by the foreign key to the parent - and this levels ID. In addition - there is a “superkey” named location_code for indexing and searching across the hierarchy location_codeloc1loc2loc3loc Primary key: loc1 + loc2 + loc3 + loc4 Foreign key: loc1 + loc2 + loc3 Superkey : Location_code

Sigurd Nes, Bergen Bolig og Byfornyelse 19 Location When querying location on a certain level - it is joined with all its ancestors to make inherited information available.

Sigurd Nes, Bergen Bolig og Byfornyelse 20 Location Name Level Relation. -- Property 1 <--- Owner, part of town /-- Building 2 /-- Entrance 3 <--- Street /-- Apartment 4 <--- Tenant /-- Room 5 The relation between location-level and owner, part of town, street and user/tenant is configurable

Sigurd Nes, Bergen Bolig og Byfornyelse 21 Entities Entities is a generic class of objects that all have in common that they can be placed in a location and/or linked to other (only one) entities.location Entities are organized in class of entitity and entity category: each entity-category is represented by their own table. Each entity can have as many attributes (of “any” kind) as one would like.attributes Documents (files) can be linked to entities.

Sigurd Nes, Bergen Bolig og Byfornyelse 22 Entities: examples Equipment –Elevator –Fire alarm central –Cable TV –Building components –Drawings –Key system Reports –Condition report –Insurance damage –Elevator control report

Sigurd Nes, Bergen Bolig og Byfornyelse 23 Example – defining a attribute

Sigurd Nes, Bergen Bolig og Byfornyelse 24 Helpdesk The HelpDesk submodule is a hacked version of the phpgroupware's standard Trouble Ticket System application. The main differences is that the tickets are fixed to a location or entity - and that one is able to start projects and entities (i.e. reports) from a ticket - which enhance the trace- abilityentities The owner a of ticket is notified by mail when the ticket is updated.

Sigurd Nes, Bergen Bolig og Byfornyelse 25 Helpdesk – screen dump

Sigurd Nes, Bergen Bolig og Byfornyelse 26 Access control / security All records is owned by a user – this user can grant others (groups or/and users) rights to read, edit – or delete his/hers data. Within each submodule (and for each entity_category) the rights is controlled by the system administrator granting rights to groups or/and users. The same rights can be masked (denied from inheritance) There is in addition three roles for approving invoices for payment.

Sigurd Nes, Bergen Bolig og Byfornyelse 27 Rights

Sigurd Nes, Bergen Bolig og Byfornyelse 28 History For projects, deviation and helpdesk there is logged history for : –changing Status –changing coordinator –changing Budjet –Order by

Sigurd Nes, Bergen Bolig og Byfornyelse 29 Deviation Deviation id categorised by NS3424 : –Condition degree –Probability for worsening –Consequence Deviation is subjected to areas like (naming is configurable): –Safety –Aestics –Indoor klimate –Consequential damage –User satisfaction –Residential environment The waigt of each different areas is configurable – as basis for prioritizing (by calculated score)

Sigurd Nes, Bergen Bolig og Byfornyelse 30 Key for prioritizing- Deviation

Sigurd Nes, Bergen Bolig og Byfornyelse 31 Screendump - deviation

Sigurd Nes, Bergen Bolig og Byfornyelse 32 Project A project is a collection of orders/contracts. The project is linked to a location or entity (equipment). Projects is separated in orders/contracts that could be subject to bidding contest amongst vendors. Each order is linked to its parent project and to a vendor - and consists of a series of work-descriptions to perform and / or items to deliver. An order can be defined as simple as a brief description of simple tasks - or as a detailed complex tender document with a full blown deviation auditing system up per record in the contract The perspective of the projects is from the receiver of the product delivered Remaining reserve is calculated from the sum of p_deviation throughout the project Records is added from pricebook, NS3420 or from a template.

Sigurd Nes, Bergen Bolig og Byfornyelse 33 Project - structure Project Contract recordp.deviationContract recordp.deviation Invoice

Sigurd Nes, Bergen Bolig og Byfornyelse 34 Add custom record

Sigurd Nes, Bergen Bolig og Byfornyelse 35 Add from pricebook

Sigurd Nes, Bergen Bolig og Byfornyelse 36 Electronic invoice handling Import of invoices –BBS files –SDV (semicolon) –Position separated –XML Approval based on role Export to payment system/budget accounting system

Sigurd Nes, Bergen Bolig og Byfornyelse 37 Text - multi language support All occurrence of text in the system is fetched from a language table – where the english version of the text is the key – and translated to the language set in the preferences. This approach also enables branch-jargon –Example: what the operation branch would name ”order” – the project branch would name ”contract”.

Sigurd Nes, Bergen Bolig og Byfornyelse 38 TicketReport Project Order Avvik Invoice Vendor Originator Supervisor Avvik Deviation Insurance damage Condition survey Helpdesk - dataflow

Sigurd Nes, Bergen Bolig og Byfornyelse 39 Invoice dataflow Invoice import (2) Pre transfer for reporting (3) Transfer for payment (5) Order (1) approval(4) FM-system Budget accounting system Vendor

Sigurd Nes, Bergen Bolig og Byfornyelse 40 At last This software is meant to be used for no fee by all that need this kind of software to lower the threshold for implementing such software