Facilities Management Office

The Environmentally Responsible University A Facilities Response Facilities Management Office WHAT TO DO WITH ALL THAT DATA! Or “A cautionary tale” Derek Hallam Assistant Director - Environment and Heritage 02 9351 2309 <derek@facilities.usyd.edu.au> An Environment and Heritage Group Presentation

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office What shade of green are you????

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office Actually why green in the first place? - and what has it to do with data? What shade of green are you????

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office • Actually why green in the first place? • and what has it to do with data? • or more to the point what doesn’t it have to do with data? Professionalism + credibility What shade of green are you????

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office • Actually why green in the first place? • and what has it to do with data? • or more to the point what doesn’t it have to do with data? Professionalism + credibility What shade of green are you???? In this context I have seen no formal definition of ‘Green’. It is used by all manner of (usually) well intentioned people and groups generally with limited agendas. In a straw poll in the office and around home ‘Green’ meant extremism – people chained to trees – Bob Brown – smelly toilets and uncomfortable cars.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office • Actually why green in the first place? • and what has it to do with data? • or more to the point what doesn’t it have to do with data? Professionalism + credibility What shade of green are you???? In this context I have seen no formal definition of ‘Green’. It is used by all manner of (usually) well intentioned people and groups generally with limited agendas. In a straw poll in the office and around home ‘Green’ meant extremism – people chained to trees – Bob Brown – smelly toilets and uncomfortable cars. It is also disturbing that many people in the environmental management arena fail to look at issues holistically with high profile / low impact issues seeming to prevail over the mundane / high impact.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA! Facilities Management Office • Actually why green in the first place? • and what has it to do with data? • or more to the point what doesn’t it have to do with data? Professionalism + credibility In this context I have seen no formal definition of ‘Green’. It is used by all manner of (usually) well intentioned people and groups generally with limited agendas. In a straw poll in the office and around home ‘Green’ meant extremism – people chained to trees – Bob Brown – smelly toilets and uncomfortable cars. What shade of green are you???? It is also disturbing that many people in the environmental management arena fail to look at issues holistically with high profile / low impact issues also seem to prevail over the mundane / high impact. (eg signing agreements) Professional + credible = environmentally responsible

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Some definitions / concepts

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data Some definitions / concepts

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data Information (a singular noun) “Here is the fact” Data (a plural noun) “Here are the data” ie many pieces of information Some definitions / concepts Knowledge (Understanding)

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data Information (a singular noun) “Here is the fact” Active Data Directly available to a processor Passive Data Physically stored off line to any processor Data (a plural noun) “Here are the data” ie many pieces of information Some definitions / concepts Knowledge (Understanding)

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data Information (a singular noun) “Here is the fact” Active Data Directly available to a processor Passive Data Physically stored off line to any processor Data (a plural noun) “Here are the data” ie many pieces of information Environment “Surroundings, especially as they affect peoples lives” Some definitions / concepts Knowledge (Understanding)

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data Information (a singular noun) “Here is the fact” Active Data Directly available to a processor Passive Data Physically stored off line to any processor Data (a plural noun) “Here are the data” ie many pieces of information Environment “Surroundings, especially as they affect peoples lives” Some definitions / concepts Knowledge (Understanding) Sustainablity “the goal to be achieved through Ecologically Sustainable Development. It refers to the ability to continue an activity into the future or maintain a state or condition undiminished (oe enhanced) over time. Sustainability involves integrated ecological, social and economic goals.”

Needs lots of knowledge – hence a lot of data Facilities Management Office The Environment -- A Facilities Response 1. THE BASICS • As a leading Academic and Research organisation, with a strong record of community service, we should be showing leadership in all our activities including the management and operation of our facilities - not just doing what we have to do, be out there in front. • Knowing what we have, what we do and where we want to be. • Being honest, open and transparent in all our activities. • Selling what we are doing to support our teams and the University. • Recognising that the environment is not just our 75 hectares but is global. • That there are serious problems with the current quality of the environment and the trend is not favourable. • We can positively influence the recovery and help reverse the trend. The end product of a lack of commitment to managing resources The Worlds Metabolism The Environment Deficit New Energy In Energy Out EMBODIED Energy + Materials The University’s Metabolism MINIMISE WASTE The Environment Credit Lost Available New Materials In Materials Out 2. THE BEST PRACTICE CONCEPT MAXIMISE RE-USE 25 Years - credit 20 years - neutral 4. THE METABOLISM CONCEPT 10 years - 80% neutral Do no harm 3. THE PROGRAM An Environment and Heritage Group Initiative For more information contact Derek Hallam on; <derek@facilities.usyd.edu.au>

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office The sustainability quotation was from a NSW Council on Environmental Education in NSW working paper which expressed the current vision as: “Effective and integrated environmental education that builds the capacity of the people of NSW to be informed and active participants in moving society to sustainability.”

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office The sustainability quotation was from a NSW Council on Environmental Education in NSW working paper which expressed the current vision as: “Effective and integrated environmental education that builds the capacity of the people of NSW to be informed and active participants in moving society to sustainability.” This could well be adapted to ourselves as: Effective and integrated environmental managementthat builds the capacity of the University to be an informed and active participant in moving society to sustainability.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office The sustainability quotation was from a NSW Council on Environmental Education in NSW working paper which expressed the current vision as: “Effective and integrated environmental education that builds the capacity of the people of NSW to be informed and active participants in moving society to sustainability.” This could well be adapted to ourselves as: Effective and integrated environmental managementthat builds the capacity of the University to be an informed and active participant in moving society to sustainability. To achieve effective and integrated management requires knowledge and communication and ………….. HEY, we are back to good old DATA

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Knowledge (and hence our data) is the life blood of facilities management tools, whether these are for routine task management or ten year strategic plans.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Knowledge (and hence our data) is the life blood of facilities management tools, whether these are for routine task management or ten year strategic plans. Herewith an answer to “what to do with all that data” (without the exclamation mark): Use it as a tool to provide professional and credible facilities management.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Knowledge (and hence our data) is the life blood of facilities management tools, whether these are for routine task management or ten year strategic plans. Herewith an answer to “what to do with all that data” (without the exclamation mark): Use it as a tool to provide professional and credible facilities management. But what about that exclamation mark – it represents the masses and masses of electronic data (I assumed I am supposed to be talking in terms of electronically stored data) which can be so easily accumulated but often so hard to find let alone use.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Knowledge (and hence our data) is the life blood of facilities management tools, whether these are for routine task management or ten year strategic plans. Herewith an answer to “what to do with all that data” (without the exclamation mark): Use it as a tool to provide professional and credible facilities management. But what about that exclamation mark – it represents the masses and masses of electronic data (I assumed I am supposed to be talking in terms of electronically stored data) which can be so easily accumulated but often so hard to find let alone use. And so we have another answer to “what to do with all that data” (this time the exclamation mark): Control the data collection, manage it and archive it when it is no longer relevant.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Knowledge (and hence our data) is the life blood of facilities management tools, whether these are for routine task management or ten year strategic plans. Herewith an answer to “what to do with all that data” (without the exclamation mark): Use it as a tool to provide effective and integrated facilities management. But what about that exclamation mark – it represents the masses and masses of electronic data (I assumed I am supposed to be talking in terms of electronically stored data) which can be so easily accumulated but often so hard to find let alone use. And so we have another answer to “what to do with all that data” (this time the exclamation mark): Control the data collection, manage it and archive it when it is no longer current.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Contradictions ?

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data as a tool requires to be flexible and allow for future, as yet unidentified, needs. Flexibility Contradictions ? Rigidity Managing Data requires structure and definition.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data as a tool requires to be flexible and allow for future, as yet unidentified, needs. Flexibility Requires ‘order’ to its structure otherwise it fractures Contradictions ? - Not really Rigidity Managing Data requires structure and definition.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Data as a tool requires to be flexible and allow for future, as yet unidentified, needs. Flexibility Requires ‘order’ to its structure otherwise it fractures Contradictions ? - Not really Guess what?? Requires ‘order’ to its structure Rigidity Managing Data requires structure and definition.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens?

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens? Data happens – it breeds like flies!!!

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens? Data happens – it breeds like flies!!! A little job here, some research there, a report somewhere else and suddenly – masses of lovely data but no knowledge from it.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens? Data happens – it breeds like flies!!! A little job here, some research there, a report somewhere else and suddenly – masses of lovely data but no knowledge from it. And then someone on high says – “we have all this lovely data which must have some use, go forth and do something with it” (Pity the poor person that is directed at!!!)

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens? Data happens – it breeds like flies!!! A little job here, some research there, a report somewhere else and suddenly – masses of lovely data but no knowledge from it. And then someone on high says – “we have all this lovely data which must have some use, go forth and do something with it” (Pity the poor person that is directed at!!!) • Unfortunately this is so often not far from the truth and the only way to deal with it is: • Put the data to one side and ask the question – what do we do? • Then ask – what knowledge is needed – from this it is easy to work out what data is needed • Design a structure for the data • Populate the structure from available information • Go get what is missing

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office But what normally happens? Data happens – it breeds like flies!!! A little job here, some research there, a report somewhere else and suddenly – masses of lovely data but no knowledge from it. And then someone on high says – “we have all this lovely data which must have some use, go forth and do something with it” (Pity the poor person that is directed at!!!) • Unfortunately this is so often not far from the truth and the only way to deal with it is: • Put the data to one side and ask the question – what do we do? • Then ask – what knowledge is needed – from this it is easy to work out what data is needed • Design a structure for the data • Populate the structure from available information • Go get what is missing Oh yes! And make sure someone is paid to look after it all.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office A potted summary of what to do with all that data Use it a tool to: • Optimise space (ie use as little space as possible to achieve the required functions) through eficent room bookings, planning and design. • Exceed environmental best practice through accurate and up to date knowledge of the University’s infrastructure enabling optimal systems design and upgrading. • Maintain an accurate register of the heritage assets to ensure their conservation. • Provide up to date and accurate information to project managers, designers and contractors. • Provide up to date information and a reliable maintenance scheduling tool for maintenance staff. Provide for its management in: A service to user mode A secure and user friendly mode A forward changes planning mode

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA A QUICK CASE STUDY IN AN ENVIRONMENTALLY RESPONSIBLE APPROACH TO DATA UTILISATION AND MANAGEMENT IN Facilities Management Office

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office In the Beginning Typical computer use in the facilities area a decade ago was word processing with a dash of spreadsheets and a single ‘flat’ database for space management.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office In the Beginning Typical computer use in the facilities area a decade ago was word processing with a dash of spreadsheets and a single ‘flat’ database for space management. Being typical facilities types the crew at that time were not backward in taking advantage of more advances computing opportunities and four initiatives were started around the same period - SEPARATELY

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office In the Beginning Typical computer use in the facilities area a decade ago was word processing with a dash of spreadsheets and a single ‘flat’ database for space management. Being typical facilities types the crew at that time were not backward in taking advantage of more advances computing opportunities and four initiatives were started around the same period - SEPARATELY • Putting all the building plans onto CAD. • Getting all the fore services bar coded and into a database. • Getting all the maintenance schedules for mechanical plant into a database. • Energy utilisation in real time with accumulated data.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office In the Beginning Typical computer use in the facilities area a decade ago was word processing with a dash of spreadsheets and a single ‘flat’ database for space management. Being typical facilities types the crew at that time were not backward in taking advantage of more advances computing opportunities and four initiatives were started around the same period - SEPARATELY All had ‘Champions’ who put in a huge personal effort but only one was fortunate enough to have the added element of an in depth systems knowledge. • Putting all the building plans onto CAD. • Getting all the fore services bar coded and into a database. • Getting all the maintenance schedules for mechanical plant into a database. • Energy utilisation in real time with accumulated data.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Four years ago CAD plus SPACE Structured plan and clear objectives FIRE AND MECHANICAL SERVICES Static ‘Serving is purpose??’ UTILITIES + ENERGY Vision and energy without guidance

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Four years ago CAD plus SPACE Structured plan and clear objectives FIRE AND MECHANICAL SERVICES Static ‘Serving is purpose??’ UTILITIES + ENERGY Vision and energy without guidance The strategic recognition that it was essential to significantly improve the the quality and focus of the facilities services being delivered to the University in support of the business

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Four years ago CAD plus SPACE Structured plan and clear objectives FIRE AND MECHANICAL SERVICES Static ‘Serving is purpose??’ UTILITIES + ENERGY Vision and energy independent of management guidance The strategic recognition that it was essential to significantly improve the the quality and focus of the facilities services being delivered to the University in support of the business In fact we went much further by working in a very focussed manner to gain,and maintain, a high level of credibility with executive management in all aspects and become part of the decision making executive team.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Four years ago CAD plus SPACE Structured plan and clear objectives FIRE AND MECHANICAL SERVICES Static ‘Serving is purpose??’ UTILITIES + ENERGY Vision and energy without guidance The strategic recognition that it was essential to significantly improve the the quality and focus of the facilities services being delivered to the University in support of the business In fact we went much further by working in a very focussed manner to gain,and maintain, a high level of credibility with executive management in all aspects and become part of the decision making executive team. Part of this was the determination to ensure we maintained control of all decision making and our intellectual property, utilising external service providers to carry out the bulk of the work under our strategic and day to day direction and management and systems requirements.

The Environmentally Responsible University - A Facilities Response WHAT TO DO WITH ALL THAT DATA Facilities Management Office Four years ago CAD plus SPACE Structured plan and clear objectives FIRE AND MECHANICAL SERVICES Static ‘Serving is purpose??’ UTILITIES + ENERGY Vision and energy without guidance The strategic recognition that it was essential to significantly improve the the quality and focus of the facilities services being delivered to the University in support of the business In fact we went much further by working in a very focussed manner to gain,and maintain, a high level of credibility with executive management in all aspects and become part of the decision making executive team. Part of this was the determination to ensure we maintained control of all decision making and our intellectual property, utilising external service providers to carry out the bulk of the work under our strategic and day to day direction and management and systems requirements. Similarly there was the need to ensure that the facilities people were all working in a cohesive and mutually supportive role.

Facilities Management Office