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INTRODUCING FACILITIES MANAGEMENT:
THE USE OF GIS IN PROPERTY
MANAGEMENT AND MAINTENANCE
SAMUEL DEKOLO
DEPARTMENT OF URBAN...
1) Introducing Facility Management
2) The use of GIS in Property
Management and Maintenance
3) Implementing GIS in Propert...
The Objective of this
presentation
 To give an overview of Facility Management
 The use of GIS in Property Management an...
INTRODUCING FACILITY MANAGEMENT
Background to Facility
Management
 Facility management is a management concept that
primarily evolved from Property Manag...
FM IS SCALABLE…
 Facility Managers have the role of developing,
coordinating, planning and control of complex facilities,...
Defining Facility Management…
FM has been
defined as a multi-
disciplinary
approach to
ensuring
functionality of the
built...
The need for Spatial
Technologies
 Since the 1980’s Facilities Managers have made
use of CAD and CAFM.While these technol...
INTRODUCTION TO GIS IN PROPERTY
MANAGEMENT AND MAINTENANCE
Background to GIS
 GIS has emerged as an interdisciplinary tool for
effective facilities planning and management
especial...
Defining GIS…
GIS can be defined
as computer
information system
that can input,
store, manipulate,
analyze, and
display
ge...
GIS and Building Information…
 GIS has been known to managing of infrastructure
assets and natural resources outside of b...
Location Matters in the
Housing Life Cycle
Geographic
(Location)
Interests
Site Selection
Construction
Logistic
Management...
Value is the Key…
 The key issue in property
management is VALUE.
 Value of a property is
determined by three factors:
...
Location! Location!! Location!!!
Every real Estate
investor will strive
to reduce risk and
enhance the
value of their
inve...
Space Usage and Leasing
GIS helps in
managing space
thereby increases
revenue.
Property managers
can visualize and
make qu...
Marketing is also about Location!
Many real estate
firms with large
portfolio now
market their
properties with
online GIS....
Condition: Housing Maintenance
Operations and
maintenance staff
can be more
efficient if provided
with timely and
accurate...
Condition: Housing Maintenance
GIS Databases will
capture the type of
maintenance, work
orders, locations,
conditions of
p...
Other GIS Applications in
Housing management
FM incorporates divers functions, such as:
 Space and furniture standard set...
GIS and Building Information…
 GIS has been known to managing of infrastructure
assets and natural resources outside of b...
Location Matters in the
Housing Life Cycle
Geographic
(Location)
Interests
Site Selection
Construction
Logistic
Management...
Value is the Key…
 The key issue in property
management is VALUE.
 Value of a property is
determined by three factors:
...
Location! Location!! Location!!!
Every real Estate
investor will strive
to reduce risk and
enhance the
value of their
inve...
Space Usage and Leasing
GIS helps in
managing space
thereby increases
revenue.
Property managers
can visualize and
make qu...
Marketing is also about Location!
Many real estate
firms with large
portfolio now
market their
properties with
online GIS....
Condition: Housing Maintenance
Operations and
maintenance staff
can be more
efficient if provided
with timely and
accurate...
Condition: Housing Maintenance
GIS Databases will
capture the type of
maintenance, work
orders, locations,
conditions of
p...
Other GIS Applications in
Housing management
FM incorporates divers functions, such as:
 Space and furniture standard set...
Components of a GIS
 Data
 Hardware
Computer
Printer / Plotter
Digitizer
Scanner
 Software
GIS Desktop Software (ESRI, ...
GIS Data Sources
Digitized and Scanned Maps
• purchased, donated, free
(Internet)
• created by user
Data Bases –Tables of ...
GIS answers the following
 Location:What is at...?
 Condition:Where is it?
 Trends:What has changed since...?
 Pattern...
GIS Data Structures
Raster Images - grids
“pixels”
satellite images
aerial photos
Vector - grids
features: points, lines &...
GIS answers the following
 Location:What is at...?
 Condition:Where is it?
 Trends:What has changed since...?
 Pattern...
Geographic Information Systems allow
integration of seamless layers of data
Buildings. Poly
Streams, Line
Wells, Point
Roa...
GIS layers of Interest to Facility Manager
•Transportation (road centerlines, edge of
•pavement, rail lines, airports)
• H...
“Layers” of GIS Data
 Municipality (Local GovernmentAreas)
“Layers” of GIS Data
 Major Road Networks
“Layers” of GIS Data
 Minor Road Networks
“Layers” of GIS Data
 Water Bodies
GIS Connects Graphics to Data
 Maps and Databases are interactive
• Parcel Information
GIS Queries Data
SQL Query where LAND USE = RESIDENTIAL
GIS Turns Data Into
Information
Graphs can be derived from Database
Data Storage and Analysis
In GIS
 The way GIS data is organized and stored
makes it ideally suited for storage in
databas...
Data can be visualized with
GIS  GIS links the databases of properties with the
map and makes it easy to interpret.
 ‘A ...
Analysis with GIS
 Buffer analysis – How many vacant plots or buildings are
within 1,000 meters of this Shopping mall?
 ...
IMPLEMENTING GIS IN PROPERTY
MANAGEMENT AND MAINTENANCE
GIS Development Lifecycle
Six-phase process to implement a GIS
 Awareness
 Development of System Requirements
 System E...
Awareness
 Awareness – people within an organization
become aware of the GIS technology and the
possible benefits for the...
Systems Requirement
 Identify components of your organization
Data Input and Output
Procedures and Policies
Applications
...
Systems Evaluation
Use NeedsAnalysis
State Goals and Objectives
Organization Policy
Primary Applications
Data Sources
Syst...
Develop Implementation Plan
Acquisition Issues
When to Purchase?
What to Purchase?
Hardware, Software, Data, andTraining
N...
Cost Components of GIS
 Software – GIS, RDBM, Operating
Systems
 Hardware –
Workstation/Server/Storage/Backup/Plot
ter/M...
Systems Acquisition Options
 Mobile GIS (ArcPAD, ArcGIS for
Andriod)
- Free Application
- No training needed
- Flexible/p...
Operational Phase
 Define & Implement Procedures
Updates/Upgrades
Hardware Upgrades
Software Updates
Training
Data Manage...
Staffing Requirements for a GIS
 The implementation plan must define the
group or groups within the organization whose
wi...
Thank You for Listening!
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GIS in property management

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A workshop presentation at the UNILAG Centre for Housing Studies

Published in: Real Estate
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GIS in property management

  1. 1. INTRODUCING FACILITIES MANAGEMENT: THE USE OF GIS IN PROPERTY MANAGEMENT AND MAINTENANCE SAMUEL DEKOLO DEPARTMENT OF URBAN AND REGIONAL PLANNING UINVERSITY OF LAGOS, AKOKA, NIGERIA SDEKOLO@UNILAG.EDU.NG , SDEKOLO@ENVIRONITIATIVES.ORG 08033014154 BEING A PRESENTATION AT THE HOUSING FACILITY MANAGEMENT AND MAINTENANCE WORKSHOP CENTRE FOR HOUSING STUDIES UNIVERSITY OF LAGOS 6TH & 7TH AUGUST, 2014
  2. 2. 1) Introducing Facility Management 2) The use of GIS in Property Management and Maintenance 3) Implementing GIS in Property Management and Maintenance Contents
  3. 3. The Objective of this presentation  To give an overview of Facility Management  The use of GIS in Property Management and Maintenance  To understand how GIS can be implemented in a Property Management and Maintenance Firm
  4. 4. INTRODUCING FACILITY MANAGEMENT
  5. 5. Background to Facility Management  Facility management is a management concept that primarily evolved from Property Management out of the necessity to cut organizational costs as well as to adding value to the overall chain of operational processes.  FM focuses on harnessing the physical, spatial, environmental, human and financial resources in the ‘post-occupancy’ state of buildings. It is also concerned with its pre-occupancy state.
  6. 6. FM IS SCALABLE…  Facility Managers have the role of developing, coordinating, planning and control of complex facilities, assets, infrastructure at various spatial scales. It involves space planning and management in a single room or building and scaling to global infrastructure. Spatial Scales of FM
  7. 7. Defining Facility Management… FM has been defined as a multi- disciplinary approach to ensuring functionality of the built environment by integrating people, place, process and technology (IFMA). Technology? People ProcessPlace
  8. 8. The need for Spatial Technologies  Since the 1980’s Facilities Managers have made use of CAD and CAFM.While these technologies have their strength in design, construction and management of building information.  These is need for a holistic technology providing support for buildings, assets and properties across geographical space and at various spatial scales.  GIS is a cutting edge technology that helps manage building information and other FM applications for greater benefits.
  9. 9. INTRODUCTION TO GIS IN PROPERTY MANAGEMENT AND MAINTENANCE
  10. 10. Background to GIS  GIS has emerged as an interdisciplinary tool for effective facilities planning and management especially in the field of real estate and housing management .  The major concern in any housing management is the availability, use and dissemination of spatial information by every stakeholder.  GIS plays a key role in providing up-to-date, accurate and cost-effective information at various stages and levels of housing management and maintenance.
  11. 11. Defining GIS… GIS can be defined as computer information system that can input, store, manipulate, analyze, and display geographically referenced (spatial) data to support decision making processes
  12. 12. GIS and Building Information…  GIS has been known to managing of infrastructure assets and natural resources outside of buildings, however, it is very pivotal to managing information in every building and every element that makes up each building.  GIS makes it is easier to analyze and manage facility and asset data stored in GIS, making design, construction, and maintenance more efficient and profitable.
  13. 13. Location Matters in the Housing Life Cycle Geographic (Location) Interests Site Selection Construction Logistic Management Space and Occupancy Analysis Accurate Lease Representations Facility Maintenance, Redevelopment
  14. 14. Value is the Key…  The key issue in property management is VALUE.  Value of a property is determined by three factors:  LOCATION of the property  SPACE within the property and  CONDITION of the property  High PropertyValue will lead to High Return on Investment
  15. 15. Location! Location!! Location!!! Every real Estate investor will strive to reduce risk and enhance the value of their investment. GIS technology can deliver the results investors need. By connecting demographics, traffic, shopping, etc. Investor can find the best site! Location is not about finding a site but the best site!
  16. 16. Space Usage and Leasing GIS helps in managing space thereby increases revenue. Property managers can visualize and make queries about space on availability, size, user, assets and constraints to effective use of space. Every Square Meter means Money
  17. 17. Marketing is also about Location! Many real estate firms with large portfolio now market their properties with online GIS. GIS provides client to visualize the location of properties and make informed decisions Your clients should be able to know where your properties are located
  18. 18. Condition: Housing Maintenance Operations and maintenance staff can be more efficient if provided with timely and accurate information. GIS provides holistic understanding of facility status and performance. You can’t manage something if you don’t know where it is located
  19. 19. Condition: Housing Maintenance GIS Databases will capture the type of maintenance, work orders, locations, conditions of property, schedules, costs, etc. GIS enhances facility maintenance GIS Databases Maintenance Schedule Data Location Data Property Condition Data Financial Data
  20. 20. Other GIS Applications in Housing management FM incorporates divers functions, such as:  Space and furniture standard setting and specification  Project Management  Programming Requirement  FinancialControl/ Budgeting  Office Layout Design  Purchasing (Furniture and Construction Items)  Construction Management  Systems Analysis and Design etc
  21. 21. GIS and Building Information…  GIS has been known to managing of infrastructure assets and natural resources outside of buildings, however, it is very pivotal to managing information in every building and every element that makes up each building.  GIS makes it is easier to analyze and manage facility and asset data stored in GIS, making design, construction, and maintenance more efficient and profitable.
  22. 22. Location Matters in the Housing Life Cycle Geographic (Location) Interests Site Selection Construction Logistic Management Space and Occupancy Analysis Accurate Lease Representations Facility Maintenance, Redevelopment
  23. 23. Value is the Key…  The key issue in property management is VALUE.  Value of a property is determined by three factors:  LOCATION of the property  SPACE within the property and  CONDITION of the property  High PropertyValue will lead to High Return on Investment
  24. 24. Location! Location!! Location!!! Every real Estate investor will strive to reduce risk and enhance the value of their investment. GIS technology can deliver the results investors need. By connecting demographics, traffic, shopping, etc. Investor can find the best site! Location is not about finding a site but the best site!
  25. 25. Space Usage and Leasing GIS helps in managing space thereby increases revenue. Property managers can visualize and make queries about space on availability, size, user, assets and constraints to effective use of space. Every Square Meter means Money
  26. 26. Marketing is also about Location! Many real estate firms with large portfolio now market their properties with online GIS. GIS provides client to visualize the location of properties and make informed decisions Your clients should be able to know where your properties are located
  27. 27. Condition: Housing Maintenance Operations and maintenance staff can be more efficient if provided with timely and accurate information. GIS provides holistic understanding of facility status and performance. You can’t manage something if you don’t know where it is located
  28. 28. Condition: Housing Maintenance GIS Databases will capture the type of maintenance, work orders, locations, conditions of property, schedules, costs, etc. GIS enhances facility maintenance GIS Databases Maintenance Schedule Data Location Data Property Condition Data Financial Data
  29. 29. Other GIS Applications in Housing management FM incorporates divers functions, such as:  Space and furniture standard setting and specification  Project Management  Programming Requirement  FinancialControl/ Budgeting  Office Layout Design  Purchasing (Furniture and Construction Items)  Construction Management  Systems Analysis and Design etc
  30. 30. Components of a GIS  Data  Hardware Computer Printer / Plotter Digitizer Scanner  Software GIS Desktop Software (ESRI, Inc. – ArcView) CAD Software (AutoDesk - AutoCAD)  Network LAN/WAN/MAN etc  Personnel  Procedures
  31. 31. GIS Data Sources Digitized and Scanned Maps • purchased, donated, free (Internet) • created by user Data Bases –Tables of data GPS – Global Positioning System • accurate locations Field Sampling of Attributes Remote Sensing & Aerial Photography
  32. 32. GIS answers the following  Location:What is at...?  Condition:Where is it?  Trends:What has changed since...?  Patterns:What spatial patterns exist?  Modeling:What if…? Exploring data using GIS turns data into information into knowledge
  33. 33. GIS Data Structures Raster Images - grids “pixels” satellite images aerial photos Vector - grids features: points, lines & polygons attributes: size, type, length, etc.
  34. 34. GIS answers the following  Location:What is at...?  Condition:Where is it?  Trends:What has changed since...?  Patterns:What spatial patterns exist?  Modeling:What if…? Exploring data using GIS turns data into information into knowledge
  35. 35. Geographic Information Systems allow integration of seamless layers of data Buildings. Poly Streams, Line Wells, Point Roads, Line Zoning, Poly MAP SHEETS The layers in a GIS correspond to groups of features that have similar attributes and/or behaviors.
  36. 36. GIS layers of Interest to Facility Manager •Transportation (road centerlines, edge of •pavement, rail lines, airports) • Hydrography (lakes, ponds, rivers, streams) • Utilities • Pedestrian corridors • Land use • Zoning • Parcel ownership • Aerial imagery • Digital elevation models • Demographics • Facility condition index (FCI) • Performance measurement by building • Total cost of occupancy by building
  37. 37. “Layers” of GIS Data  Municipality (Local GovernmentAreas)
  38. 38. “Layers” of GIS Data  Major Road Networks
  39. 39. “Layers” of GIS Data  Minor Road Networks
  40. 40. “Layers” of GIS Data  Water Bodies
  41. 41. GIS Connects Graphics to Data  Maps and Databases are interactive • Parcel Information
  42. 42. GIS Queries Data SQL Query where LAND USE = RESIDENTIAL
  43. 43. GIS Turns Data Into Information Graphs can be derived from Database
  44. 44. Data Storage and Analysis In GIS  The way GIS data is organized and stored makes it ideally suited for storage in database systems which make it suitable for analysis.  As GIS data is typically stored in a real-world spatial reference system (X andY Coordinates), the analysis of the data can be applied across an estate, campus, region, country or the world.
  45. 45. Data can be visualized with GIS  GIS links the databases of properties with the map and makes it easy to interpret.  ‘A picture is worth a thousand words’
  46. 46. Analysis with GIS  Buffer analysis – How many vacant plots or buildings are within 1,000 meters of this Shopping mall?  Overlay analysis –Which commercial buildings are within the proposed project area?  Find ‘n’ nearest – Find the five closest assets to this particular point (where n represents the number sought)  Way finding –What is the shortest accessible route from point x to point y?  Travel time – How many employees will have to travel more than half an hour to get to this office location?
  47. 47. IMPLEMENTING GIS IN PROPERTY MANAGEMENT AND MAINTENANCE
  48. 48. GIS Development Lifecycle Six-phase process to implement a GIS  Awareness  Development of System Requirements  System Evaluation  Development of Implementation Plan  System Acquisition  Operational Phase
  49. 49. Awareness  Awareness – people within an organization become aware of the GIS technology and the possible benefits for their organization  The development of a successful GIS is dependent on proper management participation and supervision  The ‘decision’ to develop a GIS is made incrementally.  Decision to investigate GIS for the organization  Decision to proceed with detailed planning and design of database  Decision to acquire the GIS hardware and software
  50. 50. Systems Requirement  Identify components of your organization Data Input and Output Procedures and Policies Applications Users Identify CurrentTechnology /users/task  Perform a formal Needs Analysis Goals, Objectives, and Purposes Detail Organizational Requirements Data Source Primary Applications Identify Users Deadlines  Current System Analysis Data quality and completeness Hardware scalable?
  51. 51. Systems Evaluation Use NeedsAnalysis State Goals and Objectives Organization Policy Primary Applications Data Sources System Integration with current system System Cost / Expense Analysis Hardware Conversion Software Conversion &Training Data Conversion
  52. 52. Develop Implementation Plan Acquisition Issues When to Purchase? What to Purchase? Hardware, Software, Data, andTraining Needs for Purchase Support Structure,Vendor Information,Vendor Contracts Cost of Purchase What are the costs? Where is the funding?
  53. 53. Cost Components of GIS  Software – GIS, RDBM, Operating Systems  Hardware – Workstation/Server/Storage/Backup/Plot ter/Mobile devices  Services – Application development, system architecture design, database design  Training – Important for proper transfer of technology and knowledge (ToTK)  Data Acquisition, Data Conversion & QAQC – Raster to vector, vector to vector  Maintenance for Software, Hardware & Data – Else your solution will not be upgraded  Infrastructure – Site preparation, cabling and networking (if involving new office unit)
  54. 54. Systems Acquisition Options  Mobile GIS (ArcPAD, ArcGIS for Andriod) - Free Application - No training needed - Flexible/powerful option  Desktop GIS (ArcGIS) - Purchase required - Training needed - Most flexible/powerful option  Desktop GIS “Lite” - (ArcReader)  Free. No cost to use.  Easy to use interface  Customizable  Internet Map Service – On-line resource  LAGIS Server  Good “General,” Lagos State wide Info.  No special software or training needed by users.
  55. 55. Operational Phase  Define & Implement Procedures Updates/Upgrades Hardware Upgrades Software Updates Training Data Management  Promote GIS Actively Promote GIS to remind all of benefits Ensures budgetary needs  Establish Security & Accountability Develop Information Policies Distribution Policy Technical, Legal, Economic, and Political implications of distribution.
  56. 56. Staffing Requirements for a GIS  The implementation plan must define the group or groups within the organization whose will be responsible for the GIS  In general, it is not easily possible to directly expand staff positions to fill the GIS need.  It will be necessary to train old staff  There are three areas where expertise is needed:  GIS Project Manager  Database Administrator  GIS Software Analyst
  57. 57. Thank You for Listening!

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