11
Implementing Facilities’ Geographic Information System
TACCBO 2016 Annual Conference
Wednesday, June 22, 2016
John Strybos, PE
Associate Vice Chancellor of Facilities, Alamo College
JP Grom, AIA, LEED, AP, PMP
Vice President, LAN
979.776.1000
Matt Manges, PE, CFM
Regional Manager, LAN
713-821-0366
22
⋅ Alamo College Introduction
⋅ What is GIS?
⋅ Facilities History of Alamo Colleges
⋅ Challenges Developing an Enterprise GIS from Scratch
⋅ Looking to the Future
Presentation Agenda
June 22, 2016
33
Alamo College Background
⋅ Five colleges across San Antonio
– San Antonio
– St. Philip’s
– Palo Alto
– Northeast Lakeview
– Northwest Vista
⋅ 65,394 Students
⋅ $450 Million Facilities CIP
⋅ 24 New Buildings
⋅ 5.5 Million Square Feet of Facilities
June 22, 2016
44
What is GIS?
⋅ A Geographic Information System (GIS) is a combination
of hardware, software & data designed to collect,
manage, analyze, and display (share) all forms of
geographically referenced information.
June 22, 2016
GISHardware,
Software & Data
Analyze
Display/Share
Manage
Collect
55
What can you store in a GIS?⋅ Points, Lines & Polygons
⋅ Attributes/Tables
June 22, 2016
• s
66
What can you store in a GIS?⋅ Georeferenced Images
June 22, 2016
77
What can you store in a GIS?⋅ Aerial Imagery
June 22, 2016
88
What can you store in a GIS?⋅ 3D Data – Elevation Modeling, LiDAR & TIN’s
– LiDAR (Light Detection and Ranging) is a surveying technology
that measures distance by illuminating a target with a laser light
– TIN (triangulated irregular network) is a digital data structure used
in GIS for the representation of a surface.
June 22, 2016
99
What can you store in a GIS?⋅ GPS & Survey Measurements
June 22, 2016
1010
What can you do with GIS?⋅ Find the Coordinates of a Location
June 22, 2016
1111
What can you do with GIS?⋅ Perform on-the-fly Measurements
June 22, 2016
1212
What can you do with GIS?⋅ Manage assets
June 22, 2016
1313
What can you do with GIS?⋅ Collect and Update Data in the Field
June 22, 2016
1414
Facilities History of Alamo Colleges
⋅ Space Utilization Study Performed in 2001
⋅ Maximo used to Manage Assets since 2008
– Work Order Management Module
⋅ Facility Condition Index
⋅ FCI and Asset Data Updated Annually
June 22, 2016
Age Range of BuildingsNumber of
Buildings
GSF in Age
Range
% of Total
(GSF)
Greater than 50 Years Old 33 991,893 18%
Between 25 and 50 Years Old 32 1,051,727 19%
Between 10 and 25 Years Old 53 710,988 13%
Less than 10 Years Old 89 2,771,388 50%
Total 207 5,525,996 100%
1515
Facilities History of Alamo Colleges
⋅ Sensors are used to monitor lights
– 2010 Going Green Award
⋅ As-built Data in CAD
– CAD (computer-aided drafting) is the use of computer
systems to aid in the creation, modification, analysis, or
optimization of a design
⋅ Limited Surveys and GPS (Global Positioning System)
Collection
June 22, 2016
1616
Challenges Developing an Enterprise
GIS from Scratch
⋅ Defining a Use and Needs
⋅ Establishing Buy-in From Multiple Departments
⋅ Shaping Desired Reporting And Derivative Products
⋅ Evaluating Current Data
⋅ A Multi-year Implementation Plan Within Available Funding
June 22, 2016
1717
⋅ Develop a Phased Approach
– Phase I - the Pilot Project
– Northeast Lake View Campus (NLC)
⋅ Undertake a Needs Analysis
– Get to Know the Organization
– Discover the Current Assets
– Develop Long and Short Term Plans
Defining Needs
June 22, 2016
Age Range of BuildingsNumber of
Buildings
GSF in Age
RangeAverage FCI
% of Total
(GSF)
Greater than 50 Years Old 1 1,100 39.51% 0%
Between 25 and 50 Years Old 1 17,250 17.37% 4%
Between 10 and 25 Years Old 2 6,547 0.27% 2%
Less than 10 Years Old 10 365,519 0.26% 94%
Total 14 390,416 1.1% 100%
1818June 22, 2016
Northeast Lake View Campus (NLC)
1919
Assessment Methodology
⋅ Assess the Existing Organization
– Identify the GIS Champions
– Interview Key Staff
– Inventory the Current Assets from a Spatial Perspective
June 22, 2016
2020
Assessment Methodology
⋅ Develop a Strategic Plan
– Define the Long Term Mission
– Establish an Organizational Structure
– Develop Long Term Goals
– Establish a Timeline
June 22, 2016
2121
Assessment Methodology
⋅ Develop a Tactical Plan
– Step-by-Step Plan
– Leverage Current Business Practices
– Develop GIS Schema
June 22, 2016
2222
Leveraging Existing Asset Data for GIS
⋅ Catalog What’s on Hand
⋅ Discover Obvious Spatial and Attribute Relationships
June 22, 2016
2323June 22, 2016
What Data Is Readily Available?
⋅ Facility Condition Indices of Alamo Colleges
⋅ Work Order History
⋅ AutoCAD Drawings of all the Facilities
– Architectural
– Civil
– Mechanical
– Structural
– Landscape
⋅ Fire Evacuation Routes
2424
Data Summary at NLC
⋅ 14 Buildings with an Average Age of 7 Years
⋅ 35,596 Work Orders
⋅ 828 AutoCAD Drawings
⋅ 2500 Assets in Maximo, 740 with a Spatial Location
June 22, 2016
2525June 22, 2016
2626June 22, 2016
2727June 22, 2016
2828June 22, 2016
2929June 22, 2016
3030June 22, 2016
Assets in Maximo Database
3131June 22, 2016
Drawings in CAD
3232June 22, 2016
3333June 22, 2016
3434June 22, 2016
Convert to GIS
3535June 22, 2016
Visualize in 3D
3636June 22, 2016
Visualize in 3D
3737June 22, 2016
Convert Asset Data to GIS
3838June 22, 2016
Convert Asset Data to GIS
3939June 22, 2016
Visualize in 3D
4040
Data Related Issues
⋅ Different Data Integrity Rules
⋅ Limited Common Attributes
⋅ Noisy Work Order Data
⋅ Varying Spatial Resolution
⋅ Varying Temporal Resolution
June 22, 2016
4141
How to Handle Data Cleanup
⋅ Heavy Data Review
⋅ Attribute Research
⋅ Find Common Attributes
⋅ Semi Automated Scripting
June 22, 2016
4242
Current and Desired Data
⋅ Current Data
– Digital Floor Plans
– High Spatial Resolution
– Work Order History
⋅ Desired Data
– Investment Spending at Classroom and Building Level
– Utility and Energy Usage at Building Level
June 22, 2016
4343
Demonstrating Return on Effort
⋅ ACCD Uses ESRI Software in the Classroom
– Educational License Agreement
⋅ Link data between multiple DB’s
– FCI
– Space utilization
– Work Order
– Assets
June 22, 2016
4444
Demonstrating Return on Effort
⋅ Leverage Existing Data
– Expand the use of spatial data
– Build GIS
– Create Facilities Database
– Locate Assets
⋅ Share Data with Other Campus Operations
June 22, 2016
4545
Savings Through Better Management
⋅ Manage Campus Buildings and Facilities
⋅ Link Work Orders and Provide Reports
⋅ Visualize Asset Location
⋅ Maintain Regulatory Compliance
⋅ Track Financial Information Associated with Assets
June 22, 2016
4646
Potential Future Uses
⋅ Locate and manage assets
⋅ Environmental compliance
⋅ Manage physical accessibility
– Americans with Disabilities Act
– Campus Lighting
– Evacuation Routes
⋅ Mobile apps for students/staff
– Report Maintenance Issues
– Campus maps and routing
June 22, 2016
4747
Potential Future Uses
⋅ Event Logistics
– Parking
– Closures
– Construction activities
⋅ Landscape management
⋅ Incident mapping
⋅ Leverage the GIS for Other Services
– Space and move management
– Student commute analysis
June 22, 2016
4848
Looking To the Future
⋅ 5-Year Implementation for all colleges
– One college Per Year
⋅ Finalize Database Structure
⋅ Convert Existing Data & Establish Links
⋅ Provide training as colleges come online
June 22, 2016
4949
Contact Information
John Strybos, PE, Associate Vice Chancellor of Facilities
JP Grom, AIA, LEED, AP, PMP
979.776.1000
Matt Manges, PE, CFM
713.821.0366
June 22, 2016
