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- Computer Based
- Facility Management System
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- 1 Introduction to CBFMS
- 2 IT Vs IS
- 3 Computer Based Information System design methodology
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- Introduction to
- Computer-Based
- Facility Management System
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- Problem !!
- Many facility managers have problem overcoming the considerable difficulties
associated with generating effective and efficient CBFMS’s. These problems are generally brought
about by both, a lack of proper understanding of how IT can support
facilities management activities and by the adaptation of a haphazard
and fragmented approach to CBFMS development.
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- Problem !!
- A lack of proper understanding of how IT can support facilities
management activities
- The adaptation of a haphazard and fragmented approach to CIS
development.
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- This lecture is divided into two sections:
- The relation between Information Technology (IT) and Information
Systems.
- Computer Based Information System design methodology
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- Information Technology (IT)
- and
- Information System (IS)
- in
- Facilities Management
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- Computer-Based Information Systems:
- what are they why? Are they
important?
- Computer-Based Information Systems Combine organizational, human and
information technology-based resources to generate the effective and
efficient collection, storage, retrieval, communication and use of
information.
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- Benefits
- Improve decision-making
- Improve managerial responsiveness
- Improve learning capacity and capability
- More efficient use of information at all managerial levels.
- These benefits will ultimately
enhance both the quality and cost-effectiveness of the service provided
by the facilities management functions
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- Information Technology VS Information System
- Misconception of the difference between information technology and information
system is the major reasons why the often-considerable investment in
both information system and IT is wasted.
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- Information System: Directed
towards the design of optimal information framework within facilities
management in order to maximize the effectiveness and efficiency.
- Information Technology: Facilitate and support the operation of
information system.
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- Information system and IT should be :
- Oriented towards the facilities manager’s decision-making process
- Sensitive to all organizational elements, which have an indirect or
direct impact upon the performance of the facilities management
functions
- Appreciative to the differing types of decision-making process, and
their associated information requirement
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- What type of information do the facilities managers require?
- Information should be able to accommodate the varied types of decisions
that the facilities manager has to make at different layers:
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- Unfortunately most attempts at the development of IT in facilities
management to-date have taken place primarily at the operational level.
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- The development of a Computer-based Facility Management System
- The design process is not rigidly linear… Their will be always loops
backwards and forwards throughout any given system development.
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- Project team
- Facilities management staff (user)
- Information system management (management)
- Technical staff (IT specialist)
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- If outside consultants are taking the role of information system and IT
specialist then the following issues must be adders:
- Commitment
- Understanding
- Expectation
- Preparation
- Integration
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- 1 System Definition and Outline
- 2 System development
- 3 System Implementation
- 4 System maintenance and
learning
- 5 Post implementation evaluation
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- Stages One: System Definition and Outline
- Organizational context of introducing a new system: reaction of people
to the new technology?
- Conduct a comprehensive analysis of the current information system.
- Define the requirements that the new system must satisfy
- Evaluate manual and computer methods for their feasibility
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- Test feasibility
- Technical: Is the manual system adequate? Is existing hardware
adequate? Can the needed software be obtained or developed.
- Economical: Cost and benefit
analysis. Will the economic benefits outweigh the costs of the system
- Operational: Will the workforce implement the system successfully?
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- Stages Two: System development
- Small-to-medium sized organizations generally use ready-made
packages. No programming is
needed.
- However, facilities managers must insure the best fit between system
specifications and the application package specifications.
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- Issues to be considered in the design process
- A complete overview of the new information system
- The major process modules within the system
- The input, processing and output activities in each module
- The storage requirements for the new information system
- The application controls to be employed to protect the date (security)
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- Software then Hardware !!
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- Organizational change: Flexible to accommodate the changing demands.
- Technological change: New enough
- Define constrains: Organizational, technological, people-related
restrains
- Completeness: Complete packages Vs modules.
- User preferences: Users’ needs…. Experienced Vs beginners.
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- Functionality: Offers the futures capability required.
- System compatibility: Will be able to talk to other systems
- System suppliers: Before and after purchasing
- Realism: The package will not
satisfy all the system requirements
- Operating system: Compatible with industrial and organizational
standers.
- Hardware: Suitable for the existing hardware
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- Issues to be considered in acquiring Hardware:
- Future growth: Anticipate future requirements
- Compatibility: With the existing hardware
- Operating system: Ensure software compatibility
- Memory: RAM required for processing
- System size: Software storage requirement
- Date output: Types of printers, plotters
- Location: Where the hardware is to be installed?
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- Rent or Purchase?
- Decision is determined by the organizational policy or budgetary
constrains.
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- Renting
- Strength:
- Can be tested
- Can be exchanged over time
- Small up-front capital
- Avoid obsolescence
- Maintenance is supplied by the vendor
- Weakness:
- Expensive
- Locked into the maintenance cost of the vender
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- Purchasing
- Strengths:
- Least expensive
- Last long and can provide a growth to the organization
- Weakness:
- Support and maintenance must be provided by the purchaser
- Lock to equipment that is incompatible with future industry standers
- Can become obsolete
- Require large amount of capital
- Have low re-sale value.
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- Stage three: System Implementation
- Facilities managers should
carefully plan for the implementation stage. Planning for the
implementation should consider the following issues:
- The preparation of physical plan
layout.
- The preparation of an
implementation plan which all parties are happy with
- The ordering of required software
and hardware
- The ordering of required
communication lines and installations
- The ordering of all required
stationary and consumables
- The notification of all users
affected by the implementation
- The determination of user
training objectives
- Determination of who needs to be
trained
- Determination of training methods
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- Basic implementation approach
- Direct implementation: Change is made at once
- Parallel implementation: Running the old system and the new system
simultaneously for a specified period
- Phased implementation: Implementing a new system is in incremental steps
- Pilot implementation: Implementing the new system in one location after
another
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- Stage Four: System maintenance and learning
- System maintenance refers to:
- Ongoing adjustment of the system to cope with the changing information
needs
- Modification to training policies if needed
- Rectifying any technical bugs which may emerge
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- This stage is often neglected by:
- Inadequate resource being allocated
- Senior management walk away thinking that their task has been completed
once the system is in place
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- Implications of these practices will result:
- System will not run as effectively and efficiently as it could
- Project management team will miss the chance to learn form the project
and to incorporate these lessons into future projects
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- Stage five: Post implementation evaluation
- Determine whether the new system is meeting its objectives
- Identify any strengths and weaknesses
- Make recommendations of modifications that can be made to the design
process of other projects.
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