Griffith University Profile

Name: Griffith University Profile
Uploaded: 2017-12-19T13:25:54+00:00
Duration: PTM25S32
Channel: Marisa Jopling
Description: Griffith University Profile

Managing Facilities through the Web Griffith University’s customisation of Archibus Web Central

Griffith University Profile
Griffith University serves approximately 27,130 full-time equivalent students on five campuses throughout south-east Queensland. The University’s inventory consists of 133 buildings, totaling over 315,000 gross m2. Griffith is a five campus university system located throughout the Gold Coast Corridor in South East Queensland. The University serves over 27,000 full-time equivalent students and over 3,400 full time equivalent staff across 133 buildings and 315,000 gross m2. A brief look at each of our campuses will give you an idea of the type of facilities we manage and the scope of our facilities management program.

Gold Coast Campus: 9,281 EFTSU Approximately 86,470 gross m2 in 33 buildings. The Gold Coast campus is the fastest growing campus within Griffith. It was originally established in Surfers’ Paradise in 1987 but by 1990 all facilities had been relocated to the current Southport location. With the addition of a new Centre for Medical and Oral Health, completed in February 2005 and a second clinical sciences building completed in August 2005, the Gold Coast campus continues to establish itself as a leader in medical and health science education and research. Two buildings to house arts and education functions and an expanded environmental planning program were recently completed in 2006 while a new student administration building and library expansion project are currently underway. Funds were also recently approved for a new Glycomics Research Centre and a residential precinct.

Logan Campus: 1,818 EFTSU Approximately 20,418 gross m2 in 10 buildings. Logan is home to innovative flexible teaching and learning environments while serving as a working model for the incorporation of new learning initiatives across the entire university curriculum. It also has one of Australia’s highest computer to student ratios. Logan has developed a niche for itself in nursing. In late 2005 an expansion of one of their academic buildings added over 1800 gross square metres of academic office space.

Mt. Gravatt Campus: 4,934 EFTSU Approximately 42,871 gross m2 in 22 buildings, including 3 residential halls. The Mt Gravatt campus began as a Teachers College in February 1969 with 469 students. It has since become Queensland's major supplier of registered primary and secondary school teachers. After a long association with the Brisbane College of Advanced Education, the campus joined the University in A new building for international students was completed in February of 2005, adding 6,272 gross square metres of academic space.

Nathan Campus: 9,284 EFTSU Approximately 130,084 gross m2 in 61 buildings, including 5 residential halls. Nathan is the flagship campus of the University. It was established in 1975 with 451 students enrolled in the School of Australian Environmental Studies, Modern Asian Studies, Humanities and Science. Over its 30 year history the Nathan campus has expanded to include schools of Business, Law, and Health Sciences while developing a top arts and film school. In 2005 over 3,000 gross sq. metres of academic and research space was added to the campus with the construction of a microtechnology research centre and an multipurpose building to house business faculty and staff.

South Bank Campus: 1,813 EFTSU Approximately 35,790 gross m2 in 7 buildings. The Queensland College of Art joined Griffith University in January In 2000 the College was relocated to Brisbane's South Bank where it joined Griffith University Queensland Conservatorium to create an internationally significant arts education forum. This campus is home to the largest visual arts library in Queensland as well as an internationally recognized conservatorium and music education program. Plans are currently underway for the renovation of a heritage listed building to serve as a home for the Griffith Film School.

Griffith University Hierarchy
GROUP (Science) Faculty (Environmental Science) Faculty Faculty The University operates under a three tiered hierarchical system with the Group being the highest organization level. Under the Group level are a series of Faculties. Under each Faculty a series of Schools reside. For example, under the Science Group resides the Faculty of Environmental Science, Faculty of Engineering and Information Technology, etc. Under the Environmental Science Faculty are the Schools of Australian Environmental Studies, Environment and Applied Sciences, etc. This structure is consistent with the database structure of the Archibus Facilities Management database. School School (Australian Environmental Studies) School School School School

What is Archibus? Archibus/FM is an internationally recognised database used to maintain a variety of facilities inventory information such as room size, type, and allocation. Multiple modules allow users to track and perform a variety of tasks, from building maintenance work orders to space management. Griffith has been using the Archibus Space Management module for over 10 years. What is Archibus? In its simplest form, Archibus is a database, albeit a very sophisticated one. With such a large inventory of buildings and very diverse types of space, attempting to keep track of everything in anything other than a database would be extremely time consuming. As a result, in 1994, Griffith purchased Archibus/FM and have been using it ever since to maintain data, view building drawings and manage their inventory. Griffith uses the Archibus Facilities Inventory Management database system to manage assets in all university buildings across all campuses.

What is Archibus? The Archibus Space Management tables can be populated with a variety of facilities inventory information such as room size, type, and allocation. The database’s open architecture allows for easy customisation of data layout, queries, and reports. Connections between data stored in the database tables and architectural drawings can provide both tabular and graphic information. Within Archibus there are a series of linked tables that establish the organizational structure as well as the building hierarchy. Once the background information has been established the database is ready to be populated with building data. Each room of each building is entered in the database as a separate record. Room details such as room type, allocations, floor covering, etc can be entered against each record to provide information about each room. The room are then electronically attached to the corresponding rooms on the architectural floor plan to generate the room areas. Because the Archibus information is linked to architectural drawings the data can be viewed in either a tabular report or a graphical floor plan. This enables an accuracy of measurement and provides powerful information all from one source.

Why go Web? Dissemination of facilities inventory data in a fast and user-friendly method. Empower end users to perform common data retrieval processes and free up resources in Facilities Management. Improve communication times between departments as updates are made in real time. With the size of the University rapidly growing and the increasing reliance on accurate up-to-date space information, the provision and maintenance of inventory data was growing ever more time consuming for facilities staff. Through the web, campus facilities managers and authorized campus users can retrieve and update campus data from their own desktop, reducing their reliance on centralized facilities staff. In the next step of data provision, in 2004 Griffith purchased and installed Archibus’s web based engine, “Web Central”.

What is Web Central? Web Central is the web based portal developed by Archibus/FM, working with existing Archibus tables. Authorised users can access Archibus space inventory data via the Web in a familiar, user-friendly manner. Defined security levels can restrict access with personalised queries, filters and reports developed on a user by user basis. What is Web Central? Web Central is the Archibus web based portal that allows users to access Archibus building data from the web. Available through the Griffith intranet, Web Central allows authorised Griffith users to view specific space information, examine building drawings, and create reports previously available only to select OFM staff. Defined security levels keep everyone’s data securely partitioned, while centralised reports can provide aggregate results. Each user’s interface can be personalised to show only the activities for which they are responsible. This empowers users to access space data quickly and have queries answered immediately. Because Web Central is only available on the Griffith intranet viewing the live website would have required us downloading specialized software and may have resulted in slower download times so for the sake of time we have included some print screens to give you an idea of the types of data and reports available. So let’s have a look at Web Central….

Web Central Demonstration
This is the main login screen to access Web Central. Each user is assigned a user name and password by the system administrator. The user name and password defines the type of security level. For example, a system administrator like Viki or myself would have access to all areas of the systems including background programming functions. A campus facilities manager may have a login with read/write access for a particular campus while other staff may be assigned read/write access for only a specific academic element. The guest login allows the general university population to view data across campuses only and reduces the number of customized log-ins.

Once the user logs in they are brought to the main menu listing the tasks they are able to run. Because the security levels of each user can be defined individually, the lists of Tasks available may differ depending on user’s access. For example, if a user with editing permissions logs in there may be tasks associating with editing capabilities. In this example, this is what a general guest user with read only permissions would see. The user can select a task from the menu on the left to generate reports and queries, examine drawings, or manipulate data. To start viewing data, select one of the tasks. .

Because Web Central works as a front end to our Archibus database we can sort or filter on any field in the database. We have developed some standard Web Central reports that represent our data according to Griffith’s three tiered organisation hierarchy (Group, Faculty, School). The series of highlight reports will show floor plans for selected building floors with different colours representing different university elements. To see how a building floor plan would look with each Group identified and highlighted, we would select “Highlight Rooms by Group”.

By selecting the task “Highlight Rooms by Group” a list of buildings from which to choose will appear. The list of building available for selection is linked to the permissions allows with the user’s log in. For example, if the system administrator wanted to limit the read access to a specific campus only the buildings for that campus would be displayed. We have allowed open access for all users on a read only basis, but the flexibility in defining security levels enables considerable customizations. Once the building is selected, a list of floors contained in the building will appear. Once the user selects the building and floor they would like to view, the floor plan for the selected building and floor will appear. In this example, all the Groups residing on the selected floor of the selected building are highlighted a different colour. The resulting drawing can be a bit small to read in the current view but there are zoom functions that allow additional magnification.

You can zoom in on the whole drawing or a specific room to see individual room details. As you may recall, the Group is the highest element in the organizational structure so the highlight patterns will change as the user filters the data down to lower levels. We can see how those patterns change by selecting one of the other highlight reports. Once the drawing appears in Web Central the user can zoom in for closer examination, pan over the drawing, or print to their local printer.

The identifying elements, for example room number, type, allocation, and size of each room will appear in each room.

In selecting “Highlight Rooms by School” the same kind of highlight reports can be generated but with each individual school highlighted. This is particularly helpful when you need a graphic reflection of where individual schools are located on a particular floor. For example, the School of Arts and the School of Criminal Justice both belong to the same Arts Group so a highlight report by Group would show all one colour. To differentiate between the schools, the Highlight by School report would show the School of Arts as one colour and the School of Criminal Justice as another colour. To illustrate the difference between the higher and lower level filtering, I’ve selected the same building as the Group report but will get a different looking highlight pattern as this report highlights rooms by the various schools.

You may remember from the previous report we highlighted by Group and many of the rooms were highlighted red. In this enlarged view of the school highlight floor plan you can see those areas previously highlighted by Group in red are now highlighted by school with different colors for each School.

You may also want to see details for a specific room on a floor plan. To do this you can select “Highlight Rooms by School and Show Room Details”. For the building selected the floor plan showing all the schools on that level is displayed. When a particular room on the drawing is selected by clicking on the room with the mouse, the details for that room are displayed in the lower frame.

You can run a similar task to see the occupant details for a specific room by selecting “Highlight Rooms by School and Show Occupant Details”. We import occupant data from our HR phone directory and link it with the appropriate room. For the building selected the floor plan showing all the schools on that level is displayed. When a particular room on the drawing is selected by clicking on the room with the mouse, the occupant details for that room are displayed in the lower frame.

Drawings can also be used to help in developing refurbishment plans. Griffith captures the date at which rooms have last been refurbished and can use a highlight report to indicate buildings, or parts of buildings, that might be in need of updating.

The report “Highlight by Date Last Refurbished” shows rooms that have had minor renovations in the last five years. Each of the previous five years is represented by a different colour. For example in the building selected, rooms that underwent a refurbishment in 2004 are highlighted in bright pink while rooms that underwent a refurbishment in 2002 are highlighted in peach.

Because Web Central pulls data directly from the Archibus database the user can view data both in graphic form, as we showed you in the highlight reports, or in tabular form. By selecting “View Rooms” data for the selected building will be loaded into the frame on the right. This data can then be further filtered, sorted, or copied and pasted into Excel for additional analysis. The data that appears for each room in the “Rooms” frame can also be customized by each user by selecting the Alter button on the toolbar.

By selecting the Alter command, the user can then select or remove the fields of data that are relevant to the specific query. This gives the end user complete control in not only the layout of the data but the retrieval of information itself. The customizations will apply only to the individual user and can be changed as many times as suits the end user.

To run a query for a specific type of room, use “Select Rooms to View”. This task allows the user to query the data by selecting criteria from the drop down boxes provided. All the rooms that fulfil the query will be displayed. Room details of individual rooms can be displayed by selecting a room. In this example, the query asked that all the rooms at our Mt. Gravatt campus, in the Art, Education and Law Group, Education Faculty and Vocational Training School be returned. From the rooms returned from the prescribed query the user can select a specific room to show additional details.

Similar to the highlight reports that filter data by Group, Faculty or School, this same query can be performed with the results shown in a table. This is useful to show rooms belonging to the same Group across campuses. In the example shown, all the rooms belonging to the Business Group, university-wide, are displayed.

A similar query by faculty allows the user to search selecting a specific faculty. The schools that belong to the selected faculty will appear. Choose a school to further filter the data. For example, the Faculty of Education was selected as the faculty on which to search. All the rooms belonging to the Faculty of Education appear in the frame on the right.

Occasionally a user may need to conduct an analysis that is more sophisticated than Web Central can handle. In those cases, data can be copied and pasted into Excel for additional analysis. To perform this operation, highlight the desired data and Copy and Paste into Excel.

The Drill Down Rooms task is the area where, if logged in as an edit user, room changes would be administered. The user selects the building and floor for which they want room data. The corresponding room data will be returned in a form view rather than a table.. In this example, the building G03, Lecture Theatres level 2 was selected. As a result, all the rooms in G03, level 2 were returned. A further filter can be achieved by selecting the room the user wishes to view - in this case room The form on the right side of the screen indicates data for the selected room and a photo of the room. We have made an effort to capture and attach photos for most of the lecture and seminar rooms and are hoping to eventually have photos for all common teaching spaces. One of the really fancy features of Web Central is the ability to drill down from a macro campus level all the way to the micro room level. Viki has spent a great deal of time developing this section of Web Central herself and will present a series of Drill down reports and conclude the presentation.

Occasionally a user doesn’t know the name of the building or administrative element to which a particular room belongs but they still need to retrieve information. In this case, the Site Drill Down task is particularly useful. This query allows the user to drill down from the highest campus level to a specific room.

By selecting a campus, the site map for that campus will appear. In this example, I’ve selected the Logan campus.

You can see that the Site map for Logan campus has loaded. From the site map, the user can select the building for which the data is desired.

In some of the larger campuses the buildings appear very small on the screen. In those cases, the user can zoom in on the map to get a closer view of the buildings.

By selecting a building, the user will then be prompted to further drill down. I’ve selected the L08 Academic 2 building.

Once the building is selected, the user will then be shown a photo of the building selected and asked to filter further by floor. I’ve selected level 1 of L08.

The floor plan for L08 level 1 is then loaded. The blue lines the border each room, which are the polylines, are alive in this floorplan. By clicking on the polyline for a specific room the user can see individual room details and, if available a room photo. In this example, I have selected one of our lecture theatres.

The room details and photo for the selected room is then loaded. This results can quickly show a user how large a room is, if there are moveable chairs, windows, etc.

A similar drill down can be run from the site level with a highlight report resulting. For example, in this highlight by Group report, all the rooms highlighted darker blue are teaching rooms. The user can then continue to drill down into individual rooms to see data and a photo, if available.

These site drill downs can also be run to show highlight reports for Faculty and School levels.

We also have created a report to show cleaning data. To report on sanitary fixtures like basins, water closets, or urinals, a report on Cleaning data can be run. This information assists in the development of cleaning contracts and variation schedules. In this example, all rooms containing a sanitary fixture for the building and floor selected will be displayed. The floor totals are summed in the form in the top frame while the individual room details are displayed in the table in the bottom frame.

We have also included a reference section to assist the user to interpret some of the codes used throughout the database. Rather than show you all the reference reports I will just pick one. In this example, the “Building Areas” reference report was selected. Because Archibus is running in the background, this table displays the most current information as it appears in Archibus. Reference information on room type and function codes, Group, Faculty, and School codes are also available to assist in the reviewing of data.

For questions regarding space management, please contact: Debbie Lynch Space Manager Viki Repcsik Space Systems Administrator The standard Web Central product has been greatly enhanced by the Space Management team at Griffith University. While considerable effort was made to anticipate the functionality required by users in both facilities management and across the University, we are continually making enhancements and expanding the availability of data. The result is an easy-to-use, intelligible tool that brings facilities information to every desktop.

Griffith University Profile

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