Geo-Spatial Technologies:Beyond Space Management

Sucheta Kulkarni

August 21, 2012

By

Geo-Spatial Information ManagerSpace Information, Analysis, and Planning Support

UM Medical School

About us:

University of Michigan Medical School (UMMS) is a research-oriented institution and integral part of the University of Michigan Health System • Top 10 U.S. Research Medical

School• With over 700 + students, 2,000

Faculty, 3,000 staff• 2.76% NIH Market share• $490 million in research funding

• Over 4 million sq. ft. space envelope spread over 80 buildings

Admin 15%

Research 65%

Education 6%

Other 14%

Medical School NASF

Research activities significantly impact cost and revenue potential…

Our Space Growth:

Space is a valuable physical asset, a finite resource, with fierce competition for growth & vacant space…

Space Data is leveraged for Business Analytics to support:-• Space Management, Planning & Forecasting• Financial Planning - Space productivity• Operations Planning & Management

• Department Facility Charges• Understanding Global Operating Costs

• Facility Alert Notifications

Accurate Space Information helps UMMS with costs recovery associated with indirect costs incurred with federal sponsored awards

Geo-Spatial tools are leveraged to enable efficient and effective space management….

UMMS Space Management and Strategic Planning:

GIS Based Space Management: Traditional

Space Information Envelope

Usage

Assignment

Occupancy

Activity

Area

Historically, GIS was leveraged to carry out geo-spatial analysis

based on space utilization…

Enabling…• Space Usage Analysis• Space Assignment• Space Activity Analysis• Occupancy Tracking• Space Audits• Move Planning

With…

• Up-to-date visuals• Enhanced Data integrity• Greater Data Scalability

On-demand, multi-function space utilization analysis based on-• department locations, room usage, occupants in rooms, grants, square

footage, etc.

Fixed Assets Inventory

Not only can the space utilization analysis be done by single floor…

GIS Based Space Management: Space Utilization Analytics

… but also across multiple floors and buildings

Departmental distribution across buildings

Room usage across multiple floors

Office space by user type

… and over time

3D View of NCRC showing building readiness timeline for occupancy

GIS Based Space Management: Building Activation Timeline Analysis: • Time line of building

moves critical to optimize space productivity and return on investments

• Communicate the building readiness and occupancy over time to the investors

•Identify cross-program teams for inter-disciplinary research at new site

Temporal Analysis: Animation of Time Based Building Occupancy At NCRC

What the users say about GIS:

…………The ability to look at space on floor plans with up-to-date text information is very beneficial and aids in our work …. Jeanie Hutchins, Research Facilities Manager

……………….The ArcGIS tool has dramatically increased our ability to analyze space assignment issues and respond to requests by departments as well as the Deans' questions….Horace Bomar, Director of Facilities

………It was very helpful to see how you're starting to tie productivity data to space data…. Frances Mueller, UM Space Utilization Initiative

……………….Vic Boccalon, Facilities Coordinator in Pediatrics, finds ArcGIS to be a versatile visual tool that can show different layers of information associated with a single room all at the same time.

……..Denise Bell, Facilities Manager in Internal Medicine, says it took her 1-3 hours per week to hand color and prepare the floor plans. She gave up trying to keep the floor plans up-to-date. With GIS, Denise says “It’s a breeze now”.

GIS Based Space Management

GIS capabilities has provided UMMS with:• Opportunities for cost

efficiencies• 80% reduced turn around time

on requests for space information

• 4.18% annual increase in space productivity

• Ability to do space scenario planning

• Efficiency improvement savings of over $400,000 every year since 2004Space Information Envelope

Usage

Assignment

Occupancy

Activity

Area

Leveraging GIS beyond Space Management for supporting Operations and Strategic Planning:

GIS Analytics enabled-

• Space Productivity

• Asset Optimization & Management

• Effective Capital Investment Planning / Renovation Tracking

• Hazardous Materials Tracking

• Animal Space Management

• Effective Operations planning for Optimal Energy Usage

• Regulatory Compliance

• Digital Signage Development

Assets

Utilities

Capital Pln.

Safety\Hazardous Materials

Marketing/Communication

Other

Finance

Space Information

Envelope

Regulatory\Compliance

By combining spatial and business information..

Class breaks are added manually based on the data and emphasizing rooms below a threshold value.($110/SF)

Space based Productivity Analysis:

Productivity Analysis using Indirect $ per SF

• Indirect Costs $/SF metric used to look at space productivity

• GIS Based Analytic used as decision support tool for how space is used and apportioned

• Analytic used to evaluate request for growth space as well as provide opportunities to units for improvement

Historical Renovation Activity Analysis to support renovation budgetary planning

Capital / Renovation Project Location Tracking

Operations Planning Analysis - Facility Renovations

GIS supported analytics:• Provide a comprehensive history of space renovations by extent and scope• Assist with capital budgetary planning and prioritization of renovation requests• Provide accurate snapshot of on-line space for department rent charges

GIS enabled Asset Inventory will assist in:-

• Disaster recovery planning

• Allow administrators to plan maintenance service visits

• Allocation of assets to promote collaboration thereby reducing down time and maximizing ROI

• Analyzing energy consumption of assets in a geo-spatial context

Operations Planning Analysis: Asset Inventory Management

Asset Mapping for Disaster Recovery Example

Freezer Inventory Management Example

HVAC Zone Mapping

Operations Planning Analysis: Energy Optimization

Geo-enabled interior building utility data will:-

• Help lower rising utilities costs through coordinated plans of space utilization and energy consumption• Reduce carbon footprint• Facilitate utility shutdowns

Time

Val

ue

gen

erat

ed t

o U

MM

S

Phase 1

• Space Planning• Space Usage• Space Assignment• Move Planning• Space Audits

Roadmap of Geo-Spatial Analysis capability growth at UMMS:

Phase 3

• Energy Optimization• Financial Planning

decision support• Asset inventory

visualization and maintenance management

• Safety/Hazardous Materials Tracking & Management

• Capital Planning decision support

• Regulatory/Compliance audits

Phase 2

• Space Productivity Analytics

• Renovation Tracking

• Time based data visualization and analytics

Summary:

• GIS is successfully leveraged at UMMS

• The space utilization based analytics has already provided significant benefit to space planning and management

• Leveraging GIS to aid efficient and effective operations and strategic planning provides significant potential for additional business value

Thank You

Sucheta Kulkarni

Email: suchetak@umich.edu

For information contact:

Geo-Spatial Information ManagerUM Medical School

734.764.4052 (W)734.276.3462 (M)

Slide Number 1About us:Our Space Growth:UMMS Space Management and Strategic Planning:GIS Based Space Management: TraditionalSlide Number 6… but also across multiple floors and buildings… and over timeSlide Number 9What the users say about GIS:GIS Based Space ManagementLeveraging GIS beyond Space Management for supporting Operations and Strategic Planning:Space based Productivity Analysis:Operations Planning Analysis - Facility RenovationsSlide Number 15Slide Number 16Slide Number 17Summary:Slide Number 19