GIS in property management

INTRODUCING FACILITIES MANAGEMENT: THE USE OF GIS IN PROPERTY MANAGEMENT AND MAINTENANCESAMUEL DEKOLO DEPARTMENT OF URBAN AND REGIONAL PLANNINGUINVERSITY OF LAGOS, AKOKA, [email protected] , [email protected]

BEING A PRESENTATION AT THE HOUSING FACILITY MANAGEMENT AND MAINTENANCE WORKSHOP CENTRE FOR HOUSING STUDIESUNIVERSITY OF LAGOS6TH & 7TH AUGUST, 2014

1) Introducing Facility Management

2) The use of GIS in Property Management and Maintenance

3) Implementing GIS in Property Management and Maintenance

Contents

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

INTRODUCING FACILITY MANAGEMENT

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.

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

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

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.

INTRODUCTION TO GIS IN PROPERTY MANAGEMENT AND MAINTENANCE

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.

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

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.

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

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 Property Value

will lead to High Return on Investment

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!

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

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

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


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

Other GIS Applications in Housing management

FM incorporates divers functions, such as: Space and furniture standard setting and

specification Project Management Programming Requirement Financial Control/ Budgeting Office Layout Design Purchasing (Furniture and Construction Items) Construction Management Systems Analysis and Design etc

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.

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

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 Property Value

will lead to High Return on Investment

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!

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

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


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


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

Other GIS Applications in Housing management

FM incorporates divers functions, such as: Space and furniture standard setting and

specification Project Management Programming Requirement Financial Control/ Budgeting Office Layout Design Purchasing (Furniture and Construction Items) Construction Management Systems Analysis and Design etc

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

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

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

GIS Data StructuresRaster Images - grids

“pixels” satellite images aerial photos

Vector - grids features: points, lines & polygons attributes: size, type, length, etc.

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

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.

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

“Layers” of GIS Data

Municipality (Local Government Areas)


Major Road Networks


Minor Road Networks


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 database systems which make it suitable for analysis.

As GIS data is typically stored in a real-world spatial reference system (X and Y Coordinates), the analysis of the data can be applied across an estate, campus, region, country or the world.

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’

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?

IMPLEMENTING GIS IN PROPERTY MANAGEMENT AND MAINTENANCE

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

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

Systems Requirement Identify components of your organization

Data Input and Output Procedures and Policies Applications Users Identify Current Technology /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?

Systems Evaluation

Use Needs Analysis 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

Develop Implementation Plan

Acquisition Issues When to Purchase? What to Purchase? Hardware, Software, Data, and Training

Needs for Purchase Support Structure, Vendor Information, Vendor

Contracts

Cost of Purchase What are the costs? Where is the funding?

Cost Components of GIS

Software – GIS, RDBM, Operating Systems

Hardware – Workstation/Server/Storage/Backup/Plotter/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)

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.

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.

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

Thank You for Listening!

Real Estate

GIS in property management