"We have achieved considerable improvements with our technology initiatives," says Carol Walker, director of Facilities Planning & Construction for the University of Florida. "We are now able to capture data from across all of our systems in tangible ways that help us make informed planning and management decisions."

UF is the largest research university in the state of Florida, and the fourth largest in the nation, based on enrollment. The 2,000-acre main campus consists of more than 900 buildings, containing 14 million sf of space. The University also maintains another 2.6 million sf of space at 53 other locations statewide. To manage this sizable portfolio, Walker and her 35-person staff of project managers, space administrators, programmers, and CAD operators rely on a synergistic combination of network and database technologies known as a geographic information system (GIS).

Essentially, GIS is a method of combining diverse layers of information about a geographic location and presenting them in a cohesive content-rich graphic format. Depending on the layers of information, GIS can greatly facilitate long-range site planning, day-to-day management, and asset tracking for organizations with large portfolios.

At the heart of UF's GIS system is an Oracle 8i database which stores all space, maintenance, and cable management information in a single place. Walker's team acquires and verifies geographic data using Trimble GPS devices, along with a compass and laser. GPS data is then incorporated into the database using AutoDesk Map and supplemental Trimble software. Floor plans are linked to TRIRIGA's FacilityCenter®—a powerful software platform that tracks FM, maintenance, mapping, and planning data and integrates it into a single environment—using AutoDesk AutoCAD. The information is deployed across the Internet with an Apache Web server and AutoDesk MapGuide, a Web-based GIS environment.

"Our space, cable tracking, and maintenance systems within the Health Science Center are all handled by FacilityCenter. The graphic environment is built primarily with AutoDesk Map, but the ability to manipulate the map and generate reports is made possible by a totally customized application programming interface," says Frank Phillips, University of Florida's manager of facilities and data information.

All in the Details

UF focused on integrating with the other campus systems already in place, so personnel can log on without needing a separate user name and password. Once logged on, users get a customized view of only the information they have clearance to see. An interactive map allows users to access space and occupancy information for specific buildings simply by clicking on them. A standard control panel provides zoom and pan options so users can refine their view of the map.

Under the query menu, users can set multiple parameters to create a content-rich graphic depiction of what is in a building, room, or space. The query function can generate a variety of reports detailing space use, class schedule, work order history, and cable/data port management. One of the most unique reports the system offers is a breakdown of grant expenditure. The system draws data from the UF accounting system and allocates grant funding directly to the research space associated with it, which allows University officials to easily calculate productivity.

"We have the ability to compare the dollars-per-square-foot generated by our research space. We can see what's live in any space, its work-order history, and what type of equipment is there," says Walker.

"All the port information in the Health Science Center is tracked because UF’s technology infrastructure is supported by a monthly port charge to the users, so it's critical that our departments know exactly what they're being billed for. Now they can generate a cable report to find out," says Phillips.

The GIS integrates this information with other campus data from the parking, transportation, and security department databases. Events such as bicycle accidents and thefts are shown in color coded zones indicating the frequency and location of the incidents.

"Bicycle and crime statistics are used to consider long range planning and safety issues. If there are thefts or accidents in a certain area we look to see if the lighting is appropriate. Is there an emergency phone nearby? Is the tree canopy too large? Is there some landscaping that can be done to provide a safer campus for the students?" says Walker.

Streamlining Process

UF has streamlined a number of processes across the University's operations since launching these initiatives. Space changes are now done online by administrators in the respective colleges and departments. Construction projects are tracked by project managers who dictate CAD standards to third-party contractors and then link to the information. The maintenance work order system is self-serve. Users can click on their room and select "add work order" to open a request screen, which is pre-populated with their specific user and space information.

"The online maintenance system in the Health Science Center is more user-friendly," says Walker. "We can track the work order all the way through the process and, if we can get the work done in a timely fashion, it provides some cost savings."

In addition to reducing paper usage, the opportunity for duplicate entry is minimized, and overall data quality is improved because authoritative information is taken from systems throughout the entire University. Only contacts who are responsible for a given area can make a space change request. After the space change request is placed, it is reviewed for accuracy by Walker's staff and then processed.

The system is maintained by three full-time employees. Software licensing costs run $65,000 annually. UF also verifies data with a yearly survey process wherein each department physically reviews their space and validates the recorded data.

Development of the University's GIS was originally started in 1997 for the Health Science Center. At that time, the vice president was interested in looking at the productivity of research labs. The physical plant also wanted to analyze work order turn-around times, and UF's Information Systems group wanted to bill departments for the number of live ports in a given office or lab.

"In order to access that level of information we had to invest in getting our base systems together," says Walker. "We were given about $200,000 to cover the initial software and hardware costs. It was developed in-house with no consultants. When we went campus-wide, we added another $200,000 in server hardware and additional licenses, and increased the staff."

UF has always maintained a campus map with basic landscape features, so Walker's team started by transferring the old records, text, and CAD drawings into the Oracle database and matching them up with existing data. The system was expanded to campus-wide about two years ago, and the Web interface was developed almost entirely over the last year. Since launching the GIS, UF has also begun compiling detailed geographic information on building location/dimension, tree canopy, signage, lighting, and emergency services.

"We went through a re-implementation process based on what was learned in the initial phase. Once we latched onto all the other systems across campus, we started exploring better ways to utilize them," says Phillips.

UF officials are working to implement PeopleSoft's Enterprise Resource Planning module into the system later this year.

"Creating these tools has been an intensive process but, as we move forward with strategic and master planning, the investment of less than a half million dollars over the course of six years has seemed well worth it," says Walker.

By Johnathon Allen