Mastering Facility Asset Management with ArcGIS Indoors

0:00 good morning everyone thank you for joining uh thank you for making time to attend this webinar today we're going to be discussing how to master facility Asset Management within arjs indoors um so we we're implementing arjis indoors for a lot of customers and this is a common challenge is how to get that asset data into the uh ezri indoors environment and then open up all the possibilities you you can do with uh once you have your asset data attached to your GIS system so so firstly I'll give an overview of what we'll be covering today um we'll start with an intro into Enterprise Asset Management Systems what they do uh what they're good at and provide some examples of those then we'll go over the importance of data integration why it's critical to make

0:46 sure your asset data is available to other systems and and vice versa next I'll discuss the role of GIS in asset management and in facility management in general uh we'll go over some best practices and strategies for asset data management then I'll present some of the key data integration me methods that we use here at cloudpoint and finally I'll cover how we recommend managing your asset data in GIS specifically within the ezri argis indoors uh product and as I mentioned we'll go over some demos at the end and how we've implemented this uh into into indoor mapping apps so what is enterprise Asset Management well for those of you who manage building or or multiple facilities across a campus or

1:33 or um you know a number of different facilities that have assets that be tracking you you're probably very familiar with your Enterprise asset management system it basically tracks your physical assets throughout their life cycle tracks an asset from its procurement to installation to deployment operations and maintenance servicing and then eventual decommissioning and replacement of that asset so um essentially your asset Liv in that system throughout its life cycle um and and has a an asset tag or ID attached to it for that entire uh time the support scheduled maintenance work work order management inventory performance monitoring and compliance and risk management um for example your eam can

2:20 tell you how many fire alarms smoke detectors fire extinguishers emergency lighting Etc do you have within a certain facility are your electrical access panels circuit breakers and and backup generators do you have enough um to comply with local state federal regulations and codes and they also inventory your accessibility features like ramps and signage and emergency exit signage um to make sure your facilities are are compliant they are typically supported by structural relational databases behind the scenes and E are designed to be open and accessible to third party Integrations to read or write data to other systems as one of their main saving points examples of eams are IBM

3:08 Maximo info sap Oracle asset Works upkeep um lot of different vendors out there offering Asset Management Solutions um all of them as I said are very open and and they make it very easy to integrate with with their systems um a lot of our customers we're finding in higher education are using asset work um so that's something we we're we're trying to work closely with so moving on why is data integration so important this sounds like an obvious question but let's look at the main reasons um your asset data is is critical across the entire organization it's very useful for nearly every other business system on on your campus um it's used by resource

3:54 planning financial management HR systems maintenance systems and a whole host of other systems which we'll see on the next slide so accessing your asset data in real time is crucial to enabling efficient decision making across your organization making a request to your asset management department for a data export and then waiting for a formatted spreadsheet and then sharing copies of that spreadsheet uh around just doesn't really cut it anymore um but in many situations I'm sure you've experienced that's still the case where your asset data will be exported out of a system and handed it over in a spreadsheet format and then it's essentially a snapshot of the current status of your assets so by integrating that data seamlessly with other systems you reduce

4:39 data redundancy and duplication you ensure that there the seamless operation across departments and you eliminate data silos you ensure that your asset data is the source of record for asset information and this creates efficiencies which reduces costs and improves decision making so this diagram sort of shows how Enterprise asset management is really integrated and and used throughout organizations um all these other business systems rely on asset information to you know answer their various queries if we can just sort of go around the circle you've got um obviously the Enterprise asset management at the top enterprise resource planning systems use this data for tracking costs of an asset um

5:25 depreciation costs replacement repairs they do budgeting and capital planning to ensure funds and Personnel are available when your assets need maintaining or replacement is due and you can run expenditure forecasts and Report future costs so it's critical that your Erp system has a direct link to your e system computerized maintenance Management systems are used to create maintenance schedules uh assign work orders manage your inventory plan day-to-day maintenance customer relationship systems use asset data to improve customer satisfaction and manage customer support requests um it feeds into your document Management Systems business intelligent tools we could continue going around the cires basically all of these systems show that

6:10 asset data is in huge demand across an organization I mention Internet of Things briefly iot sensors are becoming increasingly important as this technology allows for more real-time data feeds to be sent back to the Business Systems uh whether you're monitoring performance of heating and cooling temperature humidity energy consumption air quality Etc um so all of that sensor data needs to needs to have a connection to your your main source of record your asset management you may notice one system that we haven't mentioned here which obviously this presentation is geared towards is the gis as GIS professionals this is where we see ourselves in the middle of everything sort of tying it all together

6:56 um we like to think we're sort of the center of the universe now there's an argument to be made to put your asset management system at the center of the diagram however GIS is unique in the way it ties all the various elements of facility management together it provides a single pane of glass uh as another former manager used to put it that provides an interface into which all the other systems information can be brought together and visualized um or another analogy is the spider in the web where GIS is kind of connected to everything and kind of pulls the strings and can pick the Flies off the other systems but maybe the single pane of glass is is more appropriate so moving on GIS can benefit Asset Management by providing that visual piece of information the geographic context to your assets

7:43 accessing asset data in GIS opens it up to all the spatial analytics tools you have in Gis for example how far is the nearest accessible entrance from each room how many fire extinguishers are located on each floor how many electrical panels uh how far are they from the emergency exits can be used in site selection to find the optimum location for an asset placement where to place a new HVAC unit or a solar panel or a Wi-Fi Hub it helps you prioritize maintenance based on areas with the most needs spatial analysis to look at what parts of your campus or your facilities require the most regular maintenance and and prioritize targeting those areas you can provide maps to your maintenance Crews so showing the asset location and turn

8:30 by turn directions to to navigate people to to those assets allows you to map out the most critical assets for emergency response so you can show on a map all of your most atrisk assets from natural disaster or other hazards you can provide perform suitability analysis uh check your asset locations uh for compliance with environmental and safety regulations and finally public engagement uh GIS will allow you to create interactive maps for the public and other stakeholders to sort of showcase your resources and your asset distribution the benefits to all this are of course enhanced decision- making improved efficiency better resource allocation and and of course cost savings but all of this relies on that data being updated in real time and and

9:18 the ability to access the most current asset data in situ without creating duplicates and replicas of that data and sharing that across the organization so before before we get to the demos I just wanted to go over some data management strategies that we try to follow for our clients some of the best practices and strategies for managing asset data and data in general for that matter so avoiding data silos is key bottlenecks duplication of data this occurs when data is is replicated and shared out of its system of record uh it might be a spreadsheet or a table or a CSV export as soon as that happens you've broken the connection to the The Source data obviously that that is is an issue know

10:04 especially when you're trying to integrate data into another system like GIS are you now creating a copy of that data and how do we push those edits back to the the asset management system so we try and take full advantage of uh apis as I mentioned most of the asset management software out there if not all of it you we'll provide very open apis to to extract read write data to back and forwards into the system we try to automate obviously as much as possible data synchronization if there are tables which have been shared between systems to make sure that any edits to those tables the data is pushed back into the the system of record and we have a lot of tools that uh will'll mention that that ought to help with that

10:50 synchronization establish common data standards across system so ensuring that whichever department is responsible for for all of those various business business systems that manage asset data that they're all on the same page with regards to the data standards so a universal asset ID which is communicated and known throughout the organization that doesn't change throughout the life cycle of an asset that that's that asset's code for its entire lifespan throughout its its deployment operation maintenance and then decommissioning that asset only goes away when the IDE only goes away when the asset is finally decommissioned and every system that that references that asset ties back into that ID which is it's really key

11:36 quality assurance enforcing data validation rules we try to automate that as much as possible uh whereby you know the IDS uh uniqueness is enforced and and asset classifications are enforced if there's any data entry that that data is run through a quality control check against the standard you need a strong data governance policy for the organ organization which establishes roles and responsibilities who is responsible for updating uh your asset data and change management policies that communicate any changes to that data governance policy and provides continual training to new members of Staff as to how your assets are managed throughout your organization and then finally just eliminate data redundancy identify those systems of

12:22 record who is responsible for them and where the the version of Truth resides so as I mentioned uh data integration obviously highly uh important to to reduce data redundancy reduce duplication um push data edits back and forwards into their relevant systems so these are the kind of our favorite tools that we use here at cloudpoint for delivering data synchron synchronization and integration obviously direct connection to apis um the ezri platform is is very open in that respect being able to access uh data tables and layers and feature services through apis um same with you know the major eam software IBM Maximo asset works you name

13:09 it they they all provide you know robust apis web-based Solutions FME is is a software that we're using more and more it's very powerful tool for for data integration it has a lot of Transformers built in which connect to those apis um if you have any colleagues who use FME you've probably heard a lot from them about how useful it is and how powerful it is and how everyone should be using it um I'm one of those colleagues so FME users do tend to uh to go on a bit about F but it is very useful you can automate processes and have them run as scheduled processes and and have uh data replicated uh and synchronizing behind

13:55 the scenes uh so that you get that seamless transfer of data um from your asset management system into your GIS the argis data interoperability extension is another tool we use and now that's basically FME rebranded and sold under from ezri um it's essentially gives you the same capability when you open up that data interoperability tool within argis Pro it launches FME and and you're you're building an FME workbench that can then be saved as a geoprocessing tool uh within your hcgis environment so very useful integration there obviously Python and developing automated Python scripts which run using a Windows

14:41 scheduler to whether it's nightly or every morning or or you know once a week um making sure that synchronization happens ogc standards um obviously another option for sharing data back and forwards zapia and moft um are different options for cloud-based sort of triggering actions within your system uh so you can set up triggers or zaps as they called in zapia uh which notify notify you if there's a new asset work order or a new asset record created in your system um I think zapia only works with public applications right now moft I believe can read between private applications uh and then finally Tableau and powerbi two of the main uh data

15:28 analy platforms that integrate with with GIS and asset data to you bring that data into a dashboard they can both be very useful so just moving on to show how we integrate asset data into GIS particularly the argis indoors data model you see here on the left hand side of the screen we've got our GIS data tables the gis asset record literally only contains the spatial attributes so we try and make sure the gis handles all of the spatial data and the eam is is the store of the non-spatial data so there's only minimal information here in in the gis which really is the asset ID and then everything else is is

16:13 saying where that asset is what facility what level uh what site U the X and Y coordinates and importantly the The Zed coordinate the elevation that's literally all you really need to manage in the gis and then if you have that asset ID which links out to your asset data table then the rest of the data about that asset lives in your in your eam in your asset management system could be the maintenance information the performance the cost work order information your your asset management system is the best place to manage that and the gis is is where your spatial asset uh information will will reside you can see here that that then links through facility IDs and

16:58 level IDs unit IDs which are the rooms uh into your other indoor GIS data layers um so that's kind of the approach we take is is really separating the spatial from the non-spatial data and then maintaining that that link with the asset ID which sometimes called like the golden thread to tie everything together we don't try and duplicate those attributes over in in a GIS the main way we keep that separation is through relationship classes you build a uh GIS layer which has the location of your assets in in 3D space within your buildings and then you build a relationship class based on the asset ID to your asset information records

17:45 which in this case is an export from your asset management system which that assets table then gets synchronized back to your asset database once any edits have been made so relationship class is very useful for maintaining that separation between spatial and non-spatial data so at this point I'll just bring up some demos and show you how kind of how we've we've implemented this for some of our clients so this argis pro project is it's a pilot study we did for the University of Texas at Austin we took one building uh the cad data for that building and loaded it into an ezri arjs indoors data model implemented the floral Ware data

18:30 attribution so that then you have this floor picker which allows you to filter your data layers between various various layers within the building and you can see here we've got some asset data overlaid uh on the map and this is these categories and subtypes are coming directly from their asset management system this was actually a a spreadsheet export that we've imported in here but it could also be a live um connection to that to that database we've created the relationship class with the spatial data and attributed it with the level ID and the facility ID and obviously maintain that asset ID link back to the uh the asset dat

19:15 information this map basically gets published as as a web map to arjs Enterprise I'll bring that up to show how it looks once you have your web map published and you have your asset data overlaid you can bring it into the argis indoor viewer but you can see we have the uh facility select area on the side we can scroll into various floors and look at the asset information we can also navigate to various assets within our building so now we have those building Cate those asset categories that we set up in argis Pro we can navigate to for example this HVAC control panel and it will take us there you can get turn by turn directions from other places on campus it will show you you

20:03 know maybe a maintenance crew show you how to get there from um how to navigate to that particular room within a building the nice part about the indoor viewer is you can publish a web scene and look at your data in 3D and then um if you have the elevation values behind your assets you can then also see your your assets in 3D um and that kind of helps with the the whole navigation experience um of how you show people how to get to that asset some of the other apps that we've built uh include a building asset editor app uh where you can um actually create new features you can you can drop a new feature on the map and then edit information about that asset fill in the uh facility name floor

20:50 name and then sort of autop populate uh the required attribute Fields you can edit existing information so these edits go back through that relational join to the asset data table which would then be synchronized back to the asset management system other things you can do is uh a dashboard app which allows people to browse your asset data and and summarize it by flaw um you can see here how it would look if you didn't have the the arj indoor is implemented you've obviously got the entire building levels stacked on top of each other and only when you filter does it start to clear

21:37 up and you can you can get a better a clearer picture of your your facility we've also combined panoramic photos that were taken during a building survey with the asset data so if I'm looking at this asset here in B4 cck on one of the panoramic photos that will bring up um the these uh 360 photos which are taken during a liar scan of the building so you can see the liar scanner here it collected the panoramic photos and uh that just gives the your maintenance Crews a better idea of of what they're looking at before

22:23 they maybe go on site and allows you to explore the building um you can even look in in classrooms and offices and you know find the photo which is nearest that asset and get a get an idea of what it looks like I think we're running up against time I'll I'll stop there and go back to the PowerPoint slide but that gives you a good idea of you know sort of how how we've implemented this for for other clients