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THE INFORMATION SYSTEM CONFIGURATION AND STRUCTURE
The particular system described in this paper has been built to embody
all of these design principles.
The system was developed on Apple Macintosh computers employing database,
spreadsheet and CAD components, as required for different client applications.
The central structure of the system comprises either a number of related
databases relevant to each phase in the facility planning process or
else a single, sequentially developed database - depending on the application
circumstances. The system components were developed initially in a variety
of database software applications but currently are largely maintained
and installed in Claris FileMaker Pro™. The
software developed for client applications is multi-user, and operates
on either Windows 3.1 or Macintosh computers as required - or on mixed
platform corporate networks.
The following diagram illustrates the components, data relationships
and reports for an indicative application of the system, customised
for the planning, functional briefing, design management , construction
management and ongoing facility management of a major new tenancy development.
This system builds on existing resource planning and asset management
systems within an organisation. It enhances and further develops these
into an integrated information system for the planning and management
of space, ranging from property and facility management to individual
space requirements for new building projects.
Importantly, it also facilitates the establishment of best practice
benchmarks and processes for facility planning and increases forecasting
ability, data integrity and construction efficiency. It provides certainty
in space expectations across an organisation by establishing equitable
common standards. The system is designed to become part of the organisation's
Quality Assurance program for capital works.
Specific Objectives
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- Ensure that construction projects deliver the quantity
and type of space required for the corporate plan and business
objectives.
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- Embraces the complete set of facilities data and coordinate
its use.
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- Better tracking of existing floor space, how it is utilised
and how to allocate it to the most appropriate users.
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- Set an equitable space standard which will be used throughout
the works program, to ensure consistency and allow more
accurate budget forecasting.
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- Set benchmarks for the types of facilities the organisation
can afford, and clarify user expectations.
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Organisational versus Operational Structure
The approach to facilities planning within the system is structured
around a core of five distinct but interrelated data sets. These are:
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- Organisational structure data
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- Functional operations data
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- Furniture and equipment data
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An essential part of the system design and the planning methodology
employed is the distinction between the organisational and operational
structures of the client. Translation of the organisational structure,
ie. staff establishment, reporting lines and management responsibilities,
into the way the organisation operates and carries out its functions
is the first step to developing a structured understanding of how functions
and spaces are to be physically developed and related to each
other within the building or on the site.
Within the system, most briefing, design management and construction
management data input and reporting operations are based around the
spaces required to serve the functions and operations
of the organisation.
Within the description of spaces, floor area, affinities to
other spaces and functions, security zoning, finishes and environmental
and building services data is detailed. Furniture and equipment
represent more detailed information tied to particular spaces.
Personnel data at the individual level is required for ongoing
facility management purposes but is seldom required for externally managed
projects. It is linked directly to all other data sets.
These data sets are related together, and are associated with planning
and management functions as in the following diagram.
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