A workshop presentation at the UNILAG Centre for Housing Studies

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. 1) Introducing Facility Management
2) The use of GIS in Property
Management and Maintenance
3) Implementing GIS in Property
Management and Maintenance
Contents

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. INTRODUCING FACILITY MANAGEMENT

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. 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. 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. 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. INTRODUCTION TO GIS IN PROPERTY
MANAGEMENT AND MAINTENANCE

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. GIS Data Structures
Raster Images - grids
“pixels”
satellite images
aerial photos
Vector - grids
features: points, lines & polygons
attributes: size, type, length, etc.

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. 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. 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. “Layers” of GIS Data
 Municipality (Local GovernmentAreas)

38. “Layers” of GIS Data
 Major Road Networks

39. “Layers” of GIS Data
 Minor Road Networks

40. “Layers” of GIS Data
 Water Bodies

41. GIS Connects Graphics to Data
 Maps and Databases are interactive
• Parcel Information

42. GIS Queries Data
SQL Query where LAND USE = RESIDENTIAL

43. GIS Turns Data Into
Information
Graphs can be derived from Database

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. 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. 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. IMPLEMENTING GIS IN PROPERTY
MANAGEMENT AND MAINTENANCE

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. 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. 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. 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. 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. 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. 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. 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. 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. Thank You for Listening!