11

Implementing Facilities’ Geographic Information System

TACCBO 2016 Annual Conference

Wednesday, June 22, 2016

John Strybos, PE

Associate Vice Chancellor of Facilities, Alamo College

jstrybos@alamo.edu

JP Grom, AIA, LEED, AP, PMP

Vice President, LAN

JPGrom@lan-inc.com

979.776.1000

Matt Manges, PE, CFM

Regional Manager, LAN

mjmanges@lan-inc.com

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

jstrybos@alamo.edu

JP Grom, AIA, LEED, AP, PMP

JPGrom@lan-inc.com

979.776.1000

Matt Manges, PE, CFM

MJManges@lan-inc.com

713.821.0366

June 22, 2016