Delivering Facility Documentation using Intranet Technology

Intranet technologies present new opportunities for delivering facility documentation for use in facility management. After the design stage, building documentation is reused to support construction and then facility operation. However, a common perception is that construction documents and as-built drawings are less than optimal for reuse to support operations. We have conducted a study of facility management processes and the information content of facility documentation in the context of information technologies that are emerging into the marketplace. The study provides guidance for facility managers who are implementing and fielding new information technology systems. A better understanding of information needs during operations may also help designers to better structure their own documents for reuse. An analysis of documents that are used throughout the life cycle of facilities has led us to a characterization of operations documents that are distinct from design drawings, record drawings or as-built drawings. From an analysis of facility management processes, we have identified different roles for facility documentation in those processes. Facility documentation may be used as a resource, as input, or as output. Furthermore, from interviews of facility management personnel, we identified facility information that was rated high in importance and low in satisfaction that might be targeted when implementing a facility information system. We prepared software demonstrations that show how the information may be extracted from drawings, entered into databases and then retrieved via Web and CAD interfaces. We suggest that operations documents consist of a variety of information types and require several kinds of information tools, including databases, CAD drawings and hypertext. Intranet technologies, databases and CAD software can be integrated to achieve facility management systems that address shortcomings in current facility management operations. In particular, intranet technologies provide improved accessibility to information for facility management customers and occasional users of the systems. Our study has produced recommendations based upon utility and ease-of-implementation for delivery of information from the design team to the owner, and among personnel during operation of the facility.