Prior to launching the online system, MU spent six months of every year conducting a comprehensive space survey—distributing 8,000 sheets of paper to 650 departments—in an effort to track the University's massive 16-million-gsf portfolio. MU uses this information to calculate indirect costs and Medicare/Medicaid reimbursement, as well as for space assignment and planning. The survey process took six months and carried a considerable price tag. Now, thanks to the University's automated GIS/Facilities Management System, space information is submitted directly online by those responsible for it, in a fraction of the time.

"Floor plans, instructions, and support materials are all available in one environment so users can enter data right from their desktops, saving us thousands of dollars in printing and data entry," says Scott Shader, director of space planning and management at MU.

Automating the online survey allowed Shader to eliminate two full-time CAD positions (a 50 percent reduction), and all the associated printing and distribution costs. He saved another $10,000 by not having to hire additional part-time data entry staff, and the system increased data integrity ten-fold by eliminating lag time.

"With the old method there wasn't enough time to develop the qualitative aspects of our database. We had to spend six months getting the information, plus all the data entry. We didn't have much time to validate things or add anything new," says Shader.

Now, once data is saved, it is immediately available and presented in a graphically integrated format. As a result, Shader's staff can spend their time fact checking, validating, and improving the overall system.

Automated and Integrated

The system, which was developed in conjunction with Southfield, Mich.-based Computerized Facility Integration (CFI), achieves such a high level of interoperability because all of its various applications run on the Oracle 9i platform.

"It is important to adopt a standardized platform. Whether it's Oracle, or Sybase, or another product, it is essential to choose one and commit to it," says Shader.

Using an ARCHIBUS 12 database and AutoCAD 2002, Shader's department tracks and maintains more than 2,000 floor plans. Web Central, an ARCHIBUS module, is used to deploy this information as part of a content-rich GIS that brings aerial maps and floor plans together with data from the campus PeopleSoft system. Space Planning is then able to feed data to other systems such as Maximo, Schedule 25, etc., because all the components run on the same platform, thereby assuring that information is consistent throughout. Regardless of whether users are looking at a campus map, a room inventory, or a floor plan, they always get the same building name, site number, and personnel data.

"Once changes are saved, users can turn around and run all kinds of reports. So I no longer have people coming to me and asking for things because it's all right there for them to access," says Shader.

All in the Map

Automating the annual space survey cut Shader's CAFM staff in half, and freed up 20 percent of the department's operating budget. Shader leveraged these savings to increase system integrity by purchasing Trimble GPS units, both backpack and handheld devices, and hiring a mapping staff to go into the field and establish the exact locations and dimensions for everything in the database.

"We've been able to redirect staffing and funds internally to create new programs without incurring extra costs. Now we have a staff that goes out on a year-round basis to verify the exact coordinates of our assets, and it's all paid for through cost savings created by automating our systems," says Shader.

Shader's department maintains 37 maps, one for each site, totaling approximately 19,000 acres of land. These maps function as the primary interface of the University's GIS. Users can zoom in or out, select buildings, and drill down through them to access detailed site information at room level. The mapping system currently tracks thousands of assets—ranging from farms and ponds to light poles and signs—with more elements being added every week.

"It's a good idea to spend time improving your maps because graphics make the end user want to interact with the system more," he says.

Creative Solutions

Shader has become adept at finding creative ways to fund new programs. By entering into grant collaborations with MU's engineering and architecture departments, he has been able to acquire one-meter-accurate aerial photography from NASA every year, also without incurring additional costs.

"It has been really key for us to be involved with the rest of our academic community. We have post-graduate students who come to work for us, which is great for everyone. We get labor, they get course credit, and all it costs is a desk and a PC," says Shader.

By reclassifying MU's Building and Infrastructure Archive collection as a library, Shader won a $30,000 grant this year from the state of Missouri to create a historic preservation online database utilizing the University's Building and Infrastructure Archives' documents. This grant has also allowed for Space Planning to collaborate with many other state and local libraries within Missouri.

With funds from the grant, Shader created another full-time position and used FindView, a Web-enabled image database, to deploy MU's extensive online archive. The searchable database now serves as a repository for all architectural documents and drawings pertaining to anything that has ever been designed, constructed, or demolished at MU.

"The University goes back to 1839, so we have many different types of media to computerize and maintain. The cost for this would normally come out of the general operating fund we get from the state, but now the system pays for itself," he says.

Shader's department charges all renovation and new construction projects an electronic archiving fee. These funds are placed into a designated resource account used to maintain the FindView system. Since the archive is also used as a tool for research and teaching, students do much of the scanning and preservation work for course credit.

Additionally, Shader's office has approval over final project payments for architects and engineers. In order to be paid, all outside agencies involved in construction or remodel work at MU must submit as-built drawings in electronic format using national CAD standards.

"It is a way for us to ensure that we receive our floor plans and other documents in the proper format so they can be easily included in the system. There is nothing worse than getting only part of it electronically and having to scan the rest of it yourself." says Shader.

Right the First Time

According to Shader, the secret to MU's success is an emphasis on developing a self-service system. He also stresses the importance of maintaining high quality standards.

"A tremendous amount of money and time is saved by having the end user input data, but you have to be sure the data is accurate. If your database is discredited for any reason, you will never get that credibility back again," he says.

Shader also recommends working closely with other academic departments. In addition to helping create student work positions, geography departments, engineering colleges, and agriculture programs often have GPS-verified maps that can be used to build a reference grid.

"Creating relationships with other campus departments can help you acquire grants, access student labor, and get useful information like map data for free," says Shader.

"It's important to take things one step at a time and not put a bunch of stuff in the system just to get it up and running. It's very important to focus on the qualitative aspects first," he says.

By Johnathon Allen

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