facilities are mission critical...about esri, inc.—24 facilities are mission critical: how gis is...

A White Paper by:

Facilities are Mission CriticalHow Enterprise Geographic Information Systems are Solving the Complex Challenges of Managing Federal Real Property.

Bill Barron, CEOPenBay Solutions, LLC

John Young, Practice LeadEsri, Inc.

January 2015© 2015 PenBay Solutions, LLC.

All rights reserved.

“GIS allows us to communicate complex concepts in the geospatial environment where

people are more comfortable. The GIS-BIM framework defines a building and its physical

objects, but also the geographic relationship of what’s around and part of the building and its

objects. A GIS view of distributed portfolios offers a way to help clients remember why they’re

doing something.”

- Jack Dempsey, Principal and National Leader of Asset Management Advisory Services at Jacobs, and former Facility Asset Manager with the U.S. Coast Guard

Michael Hardy, DirectorPenBay Solutions, LLC

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Facilities are Mission Critical: How GIS is Solving the Complex Challenges of Managing Federal Real Property

OverviewWhether you are a Senior Real Property Officer, Director of Facilities or serve in any position as a federal real property management professional, you have a responsibility to promote the “efficient and economical use of America’s real property assets and to assure management accountability for implementing federal real property management reforms.”1

This is no small task. In fact, it can seem overwhelming when considering the magnitude, breadth and complexity of the United States real property portfolio—and the limitations of the tools available to manage and protect it. The task has become even more challenging in recent years as stringent measures draw increased scrutiny on the high cost of federal real property (FRP) in this era of save time, save money, save lives, and save the planet.

The realities being faced by FRP management professionals include:

• Underutilized properties cost the federal government billions annually, compelling increased scrutiny over how FRP is managed. Yet facilities are mission critical—our government cannot function without them.

• Executive orders, presidential memoranda, GSA policies and regulations, GAO reports and federal laws shine a continuous light on the need to find new efficiencies in managing and protecting FRP assets.

• The increasing vulnerability of federal facilities to a variety of natural and man-made threats, both domestically and internationally, must be addressed.

• Big obstacles add complexity—like the information silos within and across federal organizations—that inhibit the efficient and economic management and protection of real property assets.

Combine these realities with budget constraints, and the requirement to do more with less makes clear that:

1. The array of status quo stand-alone FRP management (FRPM) software applications and data silos will be challenged in meeting the broad objectives put forth since the 2004 Executive Order 13327 which states: “…executive branch departments and agencies shall recognize the importance of real property resources through increased management attention, the establishment of clear goals and objectives, improved policies and levels of accountability, and other appropriate action.”2

2. A force multiplier is needed. In military terms, a force multiplier is a capability that, when added to and employed by a combat force, significantly increases the combat potential of that force and thus enhances the probability of successful mission accomplishment.3 In general terms, force multipliers are tools that help people amplify their efforts to produce more output. Employing force-multiplying tools means that people using these tools get more done with the same amount of effort.4 In the case of federal real property, a technological force multiplier will allow FRP professionals to get more done with less effort, while extending the value of traditional FRPM software systems and data. It will embrace both the unique business challenges faced within each functional silo, as well as the broad picture of an agency’s portfolio measured against the GSA's management policies and regulations for the effective and efficient stewardship of federal real property assets.

GIS (geographic information systems) is the technological force multiplier for federal real property management—this white paper explains how.

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1. Facilities are Mission Critical—6

2. The Enormity of U.S. Federal Real Property Assets—6

2.1. Federal Real Property Management Comes Under Scrutiny—7

2.2. Meeting the Demand to Do More with Less—7

3. The Force Multiplier: Breaking the Status Quo—7

3.1. What Is a Geographic Information System?—8

3.2. GIS is Certified & Accredited—8

3.3. GIS-FRPM Solutions are Already at Work—8

4. How Does GIS Support the Federal Real Property Lifecycle?—9

4.1. The Challenges Faced by Federal Real Property Managers—9

4.2. GIS-Based Real Property Management Solutions—9

4.2.1. Portfolio Management: identifying, inventorying, analyzing, validating and managing real property assets, owned or leased—10

4.2.2. Operations Management: estimating and managing lifecycle costs—11

4.2.3. Safety & Security Management: securing and protecting people and assets—12

5. Streamline & Increase the Value of Data with GIS—14

5.1. Data Consolidation is More Manageable Than Ever. —14

5.2. What Happens To Existing Information Already Stored In Current Systems Of Record? —15

5.3. What Happens If Existing Data Is Inaccurate Or Missing?—15

5.4. Extend The Value Of Existing Systems & Data.—15

6. Key Benefits of GIS-Based Real Property Management—16

6.1. Better Decisions That Save Time & Reduce Costs—16

Table of Contents6.2. Improved Communication & Flexible Levels of Transparency—16

6.3. Manage the Indoors & Outdoors Together—17

6.4. Mobility Improves Efficiency—17

6.5. Highly Adaptable & Scalable, from Strategic to Tactical—17

6.5.1. Flexible timeframes & levels of context—17

6.5.2. Full scalability—18

6.6. GIS-Based Real Property Management Is Highly Secure—18

7. Implementation Strategies—18

7.1. Crawl First. Then Walk. Then Run!—18

7.2. Just Run!—20

8. Sound Too Good to be True? The Value is Real.—20

8.1. Example: Portfolio Management—20

8.2. Example: Operations—21

8.3. Example: Safety & Security—21

9. Summary & Next Steps—22

9.1. Here's How to Get Started in 3 Easy Steps—22

9.1.1. Download Data White Paper—22

9.1.2. Get a Proof of Concept—22

9.1.3. Contact Us for More Information—22

10. About the Authors—23

10.1. Bill Barron | Chief Executive Officer, PenBay Solutions—23

10.1.1. About PenBay Solutions, LLC—23

10.2. John Young | Practice Lead | Account Executive, Real Property & Facilities GIS Solutions—23

10.2.1. About Esri, Inc.—24


1. Facilities are Mission CriticalThe built environment has a profound effect on our ability to work safely and effectively. An organization’s federal real property assets may include installations, campuses, bases, buildings, laboratories, grounds, utilities, networks, and infrastructure and more. You only have to imagine the Federal Government without such assets to quickly appreciate their indispensable role in supporting U.S. objectives around the globe. In short, facilities are mission critical, as are the professionals that manage and protect them.

This white paper discusses the current capabilities of GIS-based federal real property management technology,

and the many ways it can help Senior Real Property Officers and federal real property professionals make significant strides in the mission-critical aspects of:

• Portfolio Management: identifying, inventorying, analyzing and managing real property assets, owned or leased, and optimizing portfolio performance.

• Operations & Maintenance: efficiently managing facilities and infrastructure (indoors and outdoors) while reducing lifecycle costs.

• Safety & Security: securing and protecting people and assets.

2. The Enormity of U.S. Federal Real Property AssetsThe U.S. federal real property portfolio is one of our nation’s most valuable and strategic assets. It is as diverse and dispersed as the missions it supports. The statistics are remarkable—for example:

• The Federal Government is the largest property owner in the United States with more than 350,000 buildings, 510,000 structures and 40 million acres of land representing a total annual operating cost in excess of $33.7 billion.5

• The amount of energy consumed by federal buildings in fiscal year 2007 (the most recent year for which comprehensive data are available) represented 56% of total federal energy consumption, 2.2% of all building energy consumption, and 0.9% of total U.S. energy consumption.6

• The GSA’s Public Building Service manages 350+ million square feet in 8,500+ buildings, housing more than 1 million federal workers.7

• The Veterans Health Administration is America’s largest integrated healthcare system with over 1,700 sites of care that serve 8+ million veterans every year.8

• The Department of State operates 307 embassies, consulates and missions around the world9 with some 14,000 leased properties accounting for 75% of their 70-million square foot real estate portfolio.10

• The Department of Defense operates over 300,000 buildings at more than 500 military installations in the United States and overseas, which cost $4 billion a year on energy alone.11

• The Federal Protective Service protects over 9,500 federal facilities, responding to over 500,000 calls for service annually.12

• In 2013, the U.S. Computer Emergency Readiness Team (US-CERT) responded to 228,700 cyber incidents involving the federal agencies and partner organizations responsible for US Critical Infrastructure assets.13


2.1. Federal Real Property Management Comes Under Scrutiny

These realities of cost, scale and risk are driving closer examination of federal real property (FRP) management in this era of save time, save money, save lives, and save the planet. Executive orders, presidential memoranda, GAO reports and federal laws shine a continuous light on the need to find new efficiencies in managing FRP assets.

This is evidenced by the GAO designation of federal real property as a high-risk area citing long-standing problems with excess and underutilized property, aging facilities, unreliable property data, and an over-reliance on costly leasing practices. In 2013, the GAO concluded that moving out of the most high-value, long-term leases and into federally owned buildings would reduce costs. Over 45,000 underutilized properties cost the federal government nearly $1.7 billion annually to operate because significant obstacles impede efforts to close, consolidate or find other uses for them.16

2.2. Meeting the Demand to Do More with Less

Budget pressures mean that federal government agencies need to fulfill their missions using fewer resources. With annual operating costs for federal real property assets approaching $34 billion17, it’s no wonder that FRP assets

have drawn so much attention over the past decade. Since Executive Order 13327 in 2004, every department of government is continuously being asked to “promote efficient and economical use of America's real property assets and to assure management accountability for implementing federal real property management reforms.”18

This is no small task. In fact, it can be overwhelming when considering the magnitude, breadth and complexity of the challenges faced by Senior Real Property Officers (SRPOs) and FRP professionals. The requirements placed on them are demanding and immediate.

“…Past attempts at reducing the Federal Government's civilian real property assets produced small savings and had a minor impact on the condition and performance of mission-critical properties. These efforts were not sufficiently comprehensive in disposing of excess real estate and did not emphasize making more efficient use of existing assets. To eliminate wasteful spending of taxpayer dollars, save energy and water, and further reduce greenhouse gas pollution, I hereby direct executive departments and agencies to accelerate efforts to identify and eliminate excess properties. Agencies shall also take immediate steps to make better use of remaining real property assets as measured by utilization and occupancy rates, annual operating cost, energy efficiency, and sustainability…” - President Barack Obama19

3. The Force Multiplier: Breaking the Status QuoAs with most modern business challenges, innovative technology is essential to organizations achieving their missions. In the case of federal real property management, a technological force multiplier is needed to break the status quo—to accelerate and ameliorate the modus operandi for achieving the objectives put forth within (and since) Executive Order 13327. Enter GIS (geographic information systems) for federal real property management.

In general terms, force multipliers are tools that help people amplify their efforts to produce more and improved output. In the case of federal real property, a technological force multiplier will help FRP professionals get more done with less effort, while extending the value of traditional FRPM software systems and data.

GIS (geographic information systems) is the technological force multiplier for federal real property management.


3.1. What Is a Geographic Information System?

A geographic information system (GIS) is a versatile and powerful technology solution that stores information about the world as layers of data linked together by location and geography.20 GIS software is designed to capture, connect, visualize, analyze and manage all forms of geographically referenced information, including BIM (building information model) and CAD (computer aided design) data. GIS software also provides the tools and features needed to more effectively and economically manage and protect federal real property portfolios.

In other words, GIS technology is the force multiplier that will help SRPOs and federal real property management professionals “…accelerate efforts to identify and eliminate excess properties…” while taking “…immediate steps to make better use of remaining real property assets as measured by utilization and occupancy rates, annual operating cost, energy efficiency, and sustainability.”21

A GIS-based federal real property management (GIS-FRPM) technology solution:

• Embraces and leverages existing enterprise systems, data and workflows.

• Links isolated data silos (e.g., any information about the people, places and things located in both natural and man-made physical environments), establishing a secure, central repository of authoritative data—data that is far more useful and accessible as an integrated whole than it was within isolated systems.

• Recognizes that the built environment includes more than just steel, glass and concrete; it also includes people, exterior assets and infrastructure, communication networks, and other physical assets operating in a virtual world.

• Uses geography and location as the organizing principal for measuring and managing all real property assets.

• Uses authentication protocols to ensure the security of shared real property information across the organization.

• Scales to meet user needs, from tactical to strategic (i.e., can be leveraged on a small scale to solve a specific problem, or scaled up to address enterprise-wide real property lifecycle challenges).

• Provides visualization and analysis in the form of intelligible maps, charts and reports that reveal relationships, patterns and trends that help users validate decisions, improve communications and increase transparency.

• Supplies intrinsic features (while also embracing features of external existing systems) for highly effective portfolio management, operations and maintenance management, and safety and security.

3.2. GIS is Certified & Accredited

It is important to note that GIS has authority to operate in most federal agencies. In fact, most organizations already have compatible GIS technology in use for other applications such as land management, satellite data mapping or before-and-after imagery analysis for natural disaster planning. A real property management team can build on the successes of their colleagues while leveraging the benefits of a shared technology platform and shared procurement contracts.

3.3. GIS-FRPM Solutions are Already at Work

Federal real property management technologies rooted in GIS are already in use within several federal agencies. These solutions are addressing the complex interdependencies of the built and natural environments in ways that are secure, scalable, efficient and cost effective, while embracing (rather than replacing) existing data, systems and workflows. If an organization needs to dramatically increase the effectiveness of FRP management, GIS is the necessary force multiplier.


4.1. The Challenges Faced by Federal Real Property Managers

Federal Government organizations are tasked with a broad range of vital real property missions to support their country and its citizens. These tasks range from managing a diverse real property portfolio and strategic assets, to assuring homeland security, fostering commerce, collecting and preserving historical and cultural artifacts and art, conducting scientific research, and ensuring public health, safety and welfare. GIS-FRPM technology solutions address all these business challenges, from strategic to tactical, across the real property lifecycle.

The most critical challenges focus on how to optimize, sustain and secure strategic government assets throughout their lifecycles in a scalable and cost-effective manner. To meet these challenges, the many stakeholders involved all share the need for good tools and authoritative information to validate decisions and execution around:

• Determining ideal locations to build new facilities

• Understanding the locations and conditions of current facilities and assets

• Allocating and optimizing existing space utilization

• Managing portfolio risk

• Maintaining building systems

• Planning and managing capital projects

• Ensuring the safety and security of people, facilities, assets and infrastructure (indoors and outdoors)

• Facilitating multi-agency emergency incident coordination

The common denominator fundamental to accurately and thoroughly understanding and managing each of these areas is data rooted in geographic location.

4.2. GIS-Based Real Property Management Solutions

GIS-FRPM technology addresses a wide variety of challenges that span the facility lifecycle. It can incorporate nearly any data source, including floor plans from BIMs or CAD drawings, infrastructure maps, regional demographics, and weather/hazard information—the possible data sources are nearly limitless.

GIS-FRPM software is a force-multiplying platform that aggregates data from disparate sources into a comprehensive model. This integration provides a holistic view of local, regional, national or international real property portfolios. As a result, users better understand the micro- and macro-level inner workings of real property to effectively address key lifecycle challenges in portfolio management, operations, and safety and security.

4. How Does GIS Support the Federal Real Property Lifecycle?


User Profile: Portfolio Management

Who: USCG Validates Real Property Assets

Challenge: In 2012, the United States Coast Guard (USCG) had to complete an enterprise-wide shore infrastructure real property audit within a year to comply with EO 13327. This order created the Federal Real Property Council (FRPC), which outlined no less than 26 data elements that must be captured for uniform reporting of federal real property assets.“The provisions of those directives required that federal agencies document the existence and completeness of all real property inventories. This meant the Coast Guard must thoroughly demonstrate knowledge of its real property holdings and have recent photographic evidence of each asset.” – Peter Spinella, real property specialist at USCG

Solution: With so many large assets to validate, the USCG had to develop a new method to gauge the area of its large-footprint real property holdings. It started by building a geodatabase for the site using the correct state plane and projections and creating polygons and features.

“This gave us a table so that, if we were measuring the gross square area of a roadway system, each polygon showed up in the table for that feature class,” said Spinella. “That returned not only the individual sizes but also the total square area of the roadway system.”

By demonstrating the accuracy of building and structure measurements using a GIS solution and current aerial imagery, the USCG was able to determine the size of infrastructure, such as airfields and property lines, to within 5 percent accuracy, eliminating the need to physically measure large structures. The agency completed the audit within the required time frame.

Read the Full Story at http://www.esri.com/~/media/Files/Pdfs/library/newsletters/facilities/fall-2014.pdf

4.2.1. Portfolio Management: identifying, inventorying, analyzing, validating and managing real property assets, owned or leased

The geospatial tools of a GIS-FRPM help portfolio managers not only meet organizational reporting objectives, but also satisfy the myriad of data element requirements issued by the Federal Real Property Council (FRPC). GIS-FRPM software uses spatial intelligence as a force multiplier to help users better visualize, validate and utilize the aggregation of property, asset and infrastructure data. Users can leverage maps to compare indoor floor plans, outdoor site plans, financial data, asset attributes and demographics—any data that is relevant to effectively planning and managing a federal real property portfolio.

GIS-FRPM portfolio management technology includes feature-rich solutions for:

• Portfolio Analysis: evaluate key performance indicators against benchmarks to discover patterns and trends that are relevant to improving portfolio efficiency.

• Portfolio Optimization: clearly identify under- and over-utilized facilities to optimize for peak portfolio performance while meeting organization objectives, FRPC guidelines and executive orders.

• Site Analysis: evaluate demographic trends to better understand the optimal locations to place new facilities or expand an existing footprint.

http://www.esri.com/~/media/Files/Pdfs/library/newsletters/facilities/fall-2014.pdf

http://www.esri.com/~/media/Files/Pdfs/library/newsletters/facilities/fall-2014.pdf


• Asset Management: establish and maintain asset locations and attributes—both indoors and outdoors—and create workflows for inspections, service requests and public safety.

• Capital Planning: conduct comparative map-based historical inventory assessments over time as well as collect, upload and consolidate condition assessment data to develop capital improvement plans that are based on accurate data.

4.2.2. Operations Management: estimating and managing lifecycle costs

The ability to visualize spaces and query associated information empowers operations managers to find more ways to reduce costs and prolong the life of assets. GIS-FRPM software makes it easier for federal real property managers to substantiate decisions that best align with the organization’s overall strategic goals—as well as federal laws and executive orders. These decisions become easier because the technology brings focus to previously isolated, complex data by letting users visualize it on screen as it is seen in the real world. GIS-FRPM technology also provides FRP managers the software features necessary to proactively manage occupants, spaces, assets and infrastructure within a building, on a campus or across a portfolio, to aid in controlling real property lifecycle costs.

GIS-FRPM operations management technology includes feature-rich solutions for:

• Space Management: maximize the productive capacity of real property facilities; edit, allocate and assign resources and costs to specific areas and departments.

• Move Management: efficiently plan and execute moves/adds/changes based on holistic, accurate location-based data.

• Lease Management: author, edit and geo-locate documents associated with real estate leases to improve operations workflows and better manage lease milestones and deadlines.

• Compliance Management: plan inspections, collect information in the field and view compliance status across buildings and down to their individual components.

• Service Request Management: securely and efficiently manage maintenance, environmental issues, and health and safety requests.

• Energy/Sustainability Management: easily find and access environmental documents, generate compliance reports on regulatory requirements, and proactively monitor facility environments to analyze trends in indoor environmental quality over time.

User Profile: Operations Management

Who: Division of the US Military is developing a capital program for 70 million square fee of inventory, which includes evaluating lifecycle algorithms and operational readiness.

Challenge: “It’s a challenging effort, but we’ve integrated 2,000 individual sites across the US and US territories using GIS,” says Jack Dempsey, principal and national leader of Asset Management Advisory Services at Jacobs and former facility asset manager with the U.S. Coast Guard.

Solution: “We can map the complexity of degradation and lifecycle analysis and thousands of things going on within GIS. All the money on facilities spent over 20 years is there, with a simple interface indicated by a red, yellow and green color chart. Without a GIS interface, you’re talking data tables and stop light charts to communicate big issues. Operational readiness is a complex topic. If you can’t put it into spatial context, it has no meaning to people who need to make critical decisions.”


4.2.3. Safety & Security Management: securing and protecting people and assets

With GIS-based FRPM technology, users can accurately visualize locations of people and assets (both indoors and out), how they relate to their environment, and whether there are specific emergency response requirements—all critical insights to managing crises and protecting lives and property. Planners and first responders have immediate access to accurate information about who and what is near and inside buildings. Users can generate impact reports, maps, and intelligence packages (print, mobile and online) that help securely convey emergency action plans to management, first responders and other stakeholders.

GIS-based FRPM safety and security management technology includes feature-rich solutions for:

• Risk Analysis & Continuity of Operations Planning (COOP): discover and document risk areas that affect real property, personnel and assets using tools for inspection, visualization, analysis, and reporting.

• Security Planning: develop pre-planned scenarios addressing identified threats; upload, update and georeference existing plans; sketch out new plans; update key facility information to fill in data gaps.

• Incident Response: bring together multiple sources of real-time intelligence with pre-plan information to support a fast, accurate emergency response in the event of an incident, whether that incident occurs indoors or outside.

• Access Control: analyze building and facility access by role, personnel and security clearance; interoperate with lock control systems.

• Event Management: whether a political demonstration or a holiday parade, GIS-FRPM provides a comprehensive, scalable toolset to support event planning, coordination and operations to ensure the safety of attendees and participants as well as the surrounding population and property.

• Security Monitoring/CCTV: locate, analyze and access CCTV points and view sheds while gaining interactive visibility to video streams.

User Profile: Safety & Security

Who: Fire Department New York City

Challenge: With dozens of temporary venues and millions of visitors to the New York metro area, the weeks leading up to Super Bowl XLVIII presented significant challenges to public safety planning. Between the two jurisdictions (New York and New Jersey), Super Bowl activities covered 197 square miles. There was a very short timeline to implement a system that was up to meeting a vast array of public safety challenges surrounding the big event.

Solution: "This effort was supported by the NFL who provided CAD drawings for everything, right down to Super Bowl Boulevard. With all the data input into our GIS-based solution, we were able to create our incident and emergency plans... I could search for staff assignments, zoom into an Alarm Investigation Team, and search by venue and zoom in on the programs and concerts being held there. Our GIS-based solution is a great application that we produced in a very short period of time. We have received great feedback from within the department and from other agencies. As we move forward, we will be utilizing this platform more and more.”

- Captain Steven Pollackov, FDNY’s GIS Unit


With GIS-based real property management tools, information about the entire portfolio as well as its

buildings, assets and occupants is accessible over time for each real property function and role. Every user of

the system can set their preferred views and reports with equal ease. Every user can choose their data queries,

mapping options, data sets, etc., via straightforward menus. The system adapts deftly to show authorized

users what they need to do their jobs.

Safety & Security

Operations &Maintenance

GIS-BasedFRPM

System

PortfolioAnalysis

SiteAnalysis

MasterPlanning

Demographic Intelligence

RiskAnalysis

SecurityPlanning

IncidentResponse

AccessControl

EventMgt.

SecurityMonitoring

CCTV

SpaceMgt.

MoveMgt.

LeaseMgt.

AssetMgt.

ComplianceMgt.

ServiceRequests

Sustainability& Energy

Utilities

ConditionAssessment

CapitalPlanning

PortfolioManagement

SRPO

Portfolio Managers Safety & SecurityManagers

Operations Managers

GIS-FRPM Supports an Array of Roles & Functions throughout the Facility Lifecycle


5. Streamline & Increase the Value of Data with GIS

Today’s data integration and interoperability are the result of continuous research and development in the software industry, enhancing GIS technology over the last three decades in response to the market’s need to connect growing amounts of data. GIS bridges all systems—via any combination of deployment models (e.g., on-premise, hybrid, cloud hosted, etc.)—to securely present a clear and useful view of federal real property data. GIS-FRPM technology enables people to visualize and work with the specific information they need at any given moment to do their jobs.

5.1. Data Consolidation is More Manageable Than Ever.

Data is a top concern of agencies when they are considering the potential adoption of GIS-FRPM technology. Agencies are cautious because linking software systems together, even in the fairly recent past, was incredibly difficult if not cost-prohibitive.

The good news is that today, a variety of methods can be used to connect enterprise business systems and data sources with GIS. Underlying relational database technologies have evolved so substantially that not only have data integration challenges been largely eliminated, data completeness and accuracy are improved within an agency when the systems are integrated through standards-based workflows. Web services and API integration options have also opened many doors for connecting and exchanging information between existing, traditionally siloed systems.

GIS-basedFRPM System

Images

Maps

SpreadsheetsFloor Plans/Drawings

Enterprise Systems

AnalysesSensorNetworks

Big Data

EnvironmentalSystems

BIM Data

GIS-based FRPM integrates data sources.

“Many of the standard and commonly used data sets are now readily available in digital form and at much lower cost than even just a few years ago. This relative abundance of economical and reliable spatial data significantly widens the scope of potential GIS applications… The location of human and data resources in the organization and communication between them are now driving factors in system design.”

- Roger Tomlinson Thinking About GIS: Geographic Information System Planning for

Managers


5.2. What Happens To Existing Information Already Stored In Current Systems Of Record?

Prevailing data sources and systems are embraced and leveraged along with existing workflows. No information has to be migrated to a new system. Instead, the GIS integrates with what’s already in place and taps into all those sources to create a consolidated view of the federal real property portfolio, from high-level strategic information down to tactical details.

Data integration isn’t instant, of course. Fortunately, tools, data standards and best practices have evolved and continue to improve. For example, the FISDM open source project (www.FISDM.org) is a collection of best practice information models, cartographic designs, templates and data interoperability tools that help facility owners and operators get started in building a “facilities GIS.” The bottom line is that getting data systems connected so information can be securely shared is a manageable and achievable process in the present day.

5.3. What Happens If Existing Data Is Inaccurate Or Missing?

When an agency’s previously isolated systems get linked together, gaps in the data often come to light. Perhaps no one has updated ADA compliance status recently and the system’s portfolio data is out-of-date. Maybe some property boundary lines are based on scans of forty-year-old paper maps. Or perhaps the location of newly installed solar panels hasn’t been documented on the building plans yet.

A GIS-FRPM solution makes it easier to keep systems up-to-date so that designated users have secure access to accurate, complete information.

• For missing or obsolete data, geospatial data gathering is quick with mobile scanners that upload data directly into the system.

• Data discrepancies between systems of record can be flagged for resolution.

• When a linked system or data source is updated during the course of normal workflows, the new information is made available to the rest of the system either instantly or at scheduled automatic syncing intervals.

With a GIS-FRPM system, users can start with available data and improve it over time to fit the needs of the organization and the task at hand. Facility lifecycle data then follows buildings as they change, from acquisition, construction or renovation through decommissioning or demolition. No longer is data (e.g., maintenance records, as-built drawings, etc.) lost when someone retires, a contractor is replaced or an asset changes hands.

5.4. Extend The Value Of Existing Systems & Data.

Rather than abandon or replace systems and data, an agency can extend the value of existing software, data and workflows through the comprehensive data integration and interoperability of a GIS-FRPM. Increasingly accessible data improves transparency across the organization. A nearly unlimited range of reporting options leads to new insights and alternatives. Accuracy is improved and duplication of effort is eliminated when information is available real-time and can be securely shared with all who should make use of it.

The Data Value Proposition for GIS & the Facility Manager

Download the Data Value White Paper here:www.penbaysolutions.com/white-papers

http://www.penbaysolutions.com/white-papers


All stages of federal real property management require location-based evaluation of performance and assets. Thus GIS is useful from design and construction or acquisition, to occupation and ongoing maintenance or modification, to divestiture and disposal. Portfolio management, building operations and infrastructure security management all benefit from the visualization and analysis capabilities provided by a GIS-FRPM solution, whether for daily tactical workflows, strategic decision making or communications with portfolio stakeholders.

6.1. Better Decisions That Save Time & Reduce Costs

Most federal real property questions and decisions require location analysis, i.e., an interaction or query to find the type, status or condition of places (buildings, spaces, land), people (building owner, operator, occupants) or things (fixed assets, infrastructure). GIS-FRPM systems allow unlimited queries that can be refined iteratively.

The scale and complexity of managing federal real property typifies the challenge of today’s exponential growth in information. Tools that make it easier to navigate this data continuum can improve daily workflows and planning, creating a positive impact on the efficiency and effectiveness of managing real property.

“Big Data” is the popular term used to describe working with collections of data sets that are so massive and

complex that traditional data processing applications begin to fail. GIS addresses two big challenges of Big Data—integrating internal and external data, and effectively translating it to make useful information easily (yet securely) accessible.

For federal real property, where Big Data exists in abundance, GIS-FRPM uses location

as the organizing principle for complex data. Whether

graphical, textual or numeric data is needed for a query—or all of it combined—a GIS-FRPM system quickly assists in finding and displaying the FRP assets needed. By improving the FRP manager’s ability to

view, understand, question, interpret, visualize and

manage pertinent real property information, important decisions can

be quickly validated by facts, saving the organization time while reducing costs.

6.2. Improved Communication & Flexible Levels of Transparency

The ease of displaying information visually in maps (leveraging data from both inside buildings as well as the outdoors) swiftly leads to new insights. Collaboration with colleagues is more effective when each person or group can examine the same data through their own preferred lens, creating secure views of the information that are most relevant to each user role. Users can access information in the office on their desktop computer or out in the field on mobile devices.

6. Key Benefits of GIS-Based Real Property ManagementSave money, save time, save lives, and achieve your mission.

Design/Build

Occ

upy

Mainta

in

Safety / Security

Site Analysis

Divest / Dispose

Real PropertyLifecycle


GIS systems restrict or enable levels of access for each user. Within organization-specific data access guidelines, it’s a simple process to publish interactive maps, dynamic reports, web-based educational materials and other information to various levels of stakeholders, including:

• Other real property managers

• Facility operations professionals

• Colleagues within an agency

• Workers in other agencies

• Executives, regulators and committees

• State and local government workers

• The civilian public

GIS-FRPM technology supports mandates to increase federal government transparency by conveying complex topics succinctly within map-based illustrations to better engage government officials, citizens or the media. GIS also supports mandates to increase federal government accountability by making it fast and easy to roll up summary maps and reports in response to OMB and GSA requirements or congressional committee requests. Maps can even be used as a catalyst to initiate communication and collaboration.

6.3. Manage the Indoors & Outdoors Together

Historically, floor plans and interior assets were tracked in separate software systems from those used for site plans and exterior assets. This separation used to constrain the ability of facilities professionals to manage real property portfolios efficiently.

Today, GIS pulls together and maps all locations of an entire portfolio and its regional surroundings with collective ease, whether features and assets are inside the building envelope or outdoors. Because GIS-based real property management applications span the entire building lifecycle, artificial boundaries are eliminated. Indoor information, like floor plans and asset locations, can now be viewed and assessed in combination with outdoor information, like site maps and infrastructure assets, reflecting real property in real life.

6.4. Mobility Improves Efficiency

The mobility framework of a GIS-FRPM system lets users view real property data on mobile devices, search information that is important to them, and find key points of interest on a map. Authorized users can also perform work in the field, like space audits or inventorying and inspecting assets, working seamlessly across the portfolio. Users can even create inspection records associated to items while capturing and attaching photos to meet FRPC requirements.

6.5. Highly Adaptable & Scalable, from Strategic to Tactical

Its underlying relational database structure enables a GIS-FRPM system to move fluidly between macro-level and micro-level orientations, delivering information within desired parameters. Any combination of broad or narrow criteria can be selected and the system will pull up exactly that information and display it in the requested format. These data structures can also be published and shared as web services for use in a variety of end-user and stakeholder applications and workflows.

6.5.1. Flexible timeframes & levels of context

Federal real property managers can bring anything into their view that’s relevant to their current inquiry and suppress all irrelevant data. With a GIS-FRPM system, visualization and reporting are fast and easy at any level. Things that were impossible before, or might have taken days or months, can be done in minutes, positively impacting efficiency and effectiveness. And innovation is fostered in planning and execution, from daily workflows to big-picture planning.

Federal real property managers can work with current information, bring up historical information, or apply GIS pattern and trend detection to analyze assets over time and plan for future needs. In short, users can securely access the right data, in the right context, at the right scale and timeframe for effective visualization, analysis, management and action.


6.5.2. Full scalability

Federal real property managers can use GIS-FRPM technology to zoom in and out to any scale—from an individual space or asset, to a campus-wide view, to a global portfolio.

Some people work primarily at one scale, such as a maintenance worker who inputs a work order resolution status each time a service request is completed. Others may work at many scales throughout the day, such as a portfolio manager who assesses multi-facility consolidation options to reduce overhead. This might include broad-scale queries like a comparison of public transportation routes and highway access for employees at potential new building sites, and narrow-scale assessments like mapping existing CCTV locations to help estimate security network upgrade costs within a building, installation or campus.

Scale can be changed instantly. Suppose a space planner is looking at a floor plan when the director of facilities stops by to discuss options for upcoming office moves. The space planner can promptly switch to a larger scale at the campus level, or zoom to query individual buildings, floors and spaces. When the meeting ends, it’s easy to simply switch back to the original floor plan and continue working.

6.6. GIS-Based Real Property Management Is Highly Secure

FISMA- and FedRAMP-compliant system controls govern authentication and authorization, controlling what each user can access. The security framework is role-based (each person logging in may access only what their role permits) to meet rigorous federal government data security standards.

7. Implementation StrategiesBecause GIS-FRPM technology integrates all aspects of facilities, it might seem that a comprehensive agency-wide rollout is required to make sure everything and everyone are part of the master plan. In reality, an incremental, organic approach will work just as well—and will satisfy modest budgets.

7.1. Crawl First. Then Walk. Then Run!

GIS-FRPM technology doesn’t require that every building and every piece of data be integrated before it’s useful. An agency can get started by focusing on a pressing challenge. As data is gathered, the GIS-FRPM brings focus to previously isolated or overly complex data, allowing users to visualize it in ways that bring opportunities to light. As the initial challenge is rapidly resolved, it will become clear to leadership and colleagues alike how a GIS-based solution can address the broad range of conundrums faced by federal real property managers today.

Crawl: Address a single challenge in a pilot project that returns quick, measurable success—usually within days or weeks. For example, an FRP professional may:

1. Start with a simple campus/installation viewer.

2. Load just the data that’s needed into the GIS-FRPM platform for a specific business challenge (e.g., space data to tackle a space utilization issue).

3. Start working! Engage mobile and desktop users to quickly identify opportunities for better utilizing workspaces in ways that can reduce both real property and utility costs.

As return on investment is realized in the “crawl” phase, it almost always results in a broader understanding of GIS-FRPM, which promotes broader adoption into the “walk” phase.


Walk: : In this phase, the initial success from the “crawl” experience gains momentum. By participating in the system, collaboration extends organically within an agency over time as colleagues ask questions and see opportunities to solve their own problems. For example, a typical advancement from “crawl” to “walk” would move the GIS-FRPM into production, including:

1. Establishing data interoperability with existing enterprise systems.

2. Implementing data authoring solutions.

3. Addressing a wider variety of business challenges.

The “walk” phase confirms the power of integration and authoritative data. It clearly demonstrates how to engage across the data and functional silos for portfolio management, operations and maintenance, and safety and security.

Run: In this phase, the GIS-FRPM becomes part of the enterprise. Once several systems of record are integrated, perspective, scale and transparency increase both in daily workflows and as information is rolled up to the management level.

Innovation starts to play a big role during this stage. People who are comfortable using the system start pushing it in new directions to respond to situations that come up in their jobs. They might use new queries to analyze building performance in ways that were not previously possible. Or they could generate color-coded heat maps

Trends to watch

These four unfolding trends are sure to further bolster support and commitment for GIS-based real property management technology in the federal government.

1. More initiatives to support effective government. Federal real property represents a large portion of the federal budget and thus will continue to be a target of federal mandates aimed at reducing costs. Buildings that operate efficiently save money, and GIS-based federal real property management technology provides a comprehensive solution.

2. New mandates to manage risk. World events have kept security, safety and risk mitigation at the top of government priority lists. New mandates in this area will seek greater protections for people and assets. The risk management capabilities of today’s technology for real property asset and building occupant safety will continue to play an important role in fulfilling mandate requirements.

3. New predictive analysis tools. Now that geospatial technology excels at location-based information management in real property, time-based information is next on the horizon. Technology companies are investing in the development of temporal “when” data integration that works hand-in-hand with the existing geospatial “where” and “what” data. This is opening up new abilities for real property managers to better visualize and analyze their buildings across time to anticipate or target needed actions and plan more effectively with longer outlooks.

4. Increasing vulnerability to cyber attacks. In January 2015, the GAO found the Department of Homeland Security (DHS)—the agency responsible for protecting federal facilities—lacks a strategy to address cyber risk to building and access control systems in federal facilities. Consequently, the nearly 9,000 federal facilities protected by Federal Protection Services (FPS) remain vulnerable to cyber threats,22 a situation that requires an expeditious and effective solution.


that communicate operational trends in a faster, more persuasive manner than spreadsheets or tables did in the past. Or they might even geo-enrich datasets and maps with optimized demographic information for improved new property assessment or disposal scenarios. The potential uses are expansive—both within an agency and also for securely sharing information outside of the organization.

As noted earlier in this paper, most federal agencies already have compatible GIS technology in use for other applications. Applying GIS to federal real property management allows FRP professionals to build on an existing technology platform using shared procurement contracts.

7.2. Just Run!

It is indeed possible to skip the “crawl and walk” stages and start with the “run” stage for an agency-wide implementation of a GIS-FRPM system. What’s required is an executive-level champion who has the power and political will to prioritize the efficiencies that a fast, comprehensive rollout can bring. Usually the champion is someone who is comfortable with current technologies and is skilled as a change agent.

8. Sound Too Good to be True? The Value is Real.Federal agencies and organizations are realizing success right now, as you read this.

8.1. Example: Portfolio Management

Who: Federal Healthcare System

Challenge: Service-level planning for the next decade and beyond using a variety of planning variables including:

• Demographics

• Drive-time analysis

• Lease vs. own

• Private healthcare system partnerships

• Statutory service level mandates

Solution: Agency used GIS-FRPM portfolio management solution to run advanced analytics based on required variables. GIS-FRPM automated the suggestion of candidate healthcare sites to save countless hours of manual analysis labor while avoiding non-suitable sites.


8.3. Example: Safety & Security

Who: Fire Department of New York with State, Local and Federal Agencies

Challenges: to create public safety and emergency response plans and coordinate with local, state and federal agencies for Super Bowl XLVIII.

Solution: FDNY used GIS-FRPM safety and security solution to:

• Improve situational awareness by giving authorized users access to building information, venue schematics, live video feeds, floor plans, pre-incident guidelines, emergency action plans and subway data. Field users were able to create field notes from their mobile devices and attach photos, with the data instantly made visible back in the command centers.

• Streamline operations by enabling users to see real-time feeds of current and upcoming events, venue information, and multiple layers of critical pre-planning and intelligence data, both in the field and the command center.

• Bring together all event constituents in a secure, unified platform to gather data, and implement a public safety system that resulted in a secure and safe Super Bowl experience throughout the region.

8.2. Example: Operations

Who: Federal Research Agency

Challenges: consolidating data and implementing systems for increasingly effective environmental management, workplace safety, utilities management and regulatory management.

Solution: Agency used GIS-FRPM operations management solution to:

• Tie asbestos containing building materials (ACBM) to interior floor plans or specific asset features—in minutes (rather than hours or days). FRP professionals can answer questions and provide documentation about ACBM to support each renovation, construction or maintenance project.

• Improve environmental incident response to better protect people and assets.

• Map underground utilities network making it easier to manage and conduct preventive maintenance, saving time and reducing cost.

• Provide state regulators accurate information about tree inventories, helping reduce costs for new construction and renovation.


9. Summary & Next Steps

GIS-FRPM technology is already in use in federal agencies today.

1. Portfolio Management: Geospatial tools help SRPOs and portfolio managers meet organizational reporting objectives as well as requirements from the FRPC for data and right-sizing real property holdings.

2. Operations Management: GIS-FRPM technology provides the tools necessary for federal real property managers to better manage occupants, spaces, assets and infrastructure within a building, on a campus or across a portfolio, significantly aiding the reduction of real property lifecycle costs.

3. Safety & Security Management: GIS-FRPM provides the means to accurately visualize locations of people and assets (both indoors and out), how they relate to their surroundings, and whether there are specific emergency response requirements—all critical insights for managing crises and protecting lives and property.

The value of today’s investments in GIS-FRPM technology will grow even more integral and advantageous in the years to come.

9.1. Here's How to Get Started in 3 Easy Steps9.1.1. Download Data White Paper

The Data Value Proposition for GIS & the Facility Manager

"In the case of facility management, the system of record for much of the information necessary to build an effective GIS is often in other systems and formats. Exactly what that information is will be determined by the business problems in question..."

– The Data Value Proposition for GIS & the Facility Manager, 2015

Learn More—Download White Paper: www.penbaysolutions.com/white-papers

9.1.2. Get a Proof of Concept

The best way to get started is to do a small pilot project using current data. This can be done in a matter of hours with no cost or commitment on the agency’s part (see contact information below to get the ball rolling).

This is most effective when focused on a specific challenge, like placing all building locations on the same campus map (perhaps for the first time ever), or pulling in data for one floor of a building. It’s much easier to understand the power and implications of the tools when familiar real-life data is used in an interactive example.

Once that information is integrated into the GIS-FRPM system, it’s easy to experiment with scaling to different views, such as looking at building footprints on a site map, zooming down into space and fixed asset details on a floor plan, or running a query.

Working with a basic set of existing data is the fastest way to get a clear idea of what’s possible. A proof of concept facilitates discussions with other stakeholders and also helps determine the scope of a proposal for the technology. So don’t hesitate to request a proof of concept demonstration—after all, seeing is believing.

9.1.3. Contact Us for More Information

For more information or to get started on your proof of concept, please email [email protected].

Author Contact Information:Bill Barron, CEO, PenBay Solutions, LLC+1 (207) 230-0182 | [email protected]

John Young, Practice Lead, Esri, Inc+1 (704) 541-9810 ext. 8634 | [email protected]

http://www.penbaysolutions.com/white-papers

mailto:info%40facilitiesaremissioncritical.com?subject=Federal%20Real%20Property%20is%20Mission%20Critical%3A%20Information%20Request


10. About the Authors

10.1. Bill Barron | Chief Executive Officer, PenBay Solutions

Bill is Chief Executive Officer of PenBay Solutions focusing on strategy, finance and business development for PenBay Solutions. Having worked in the banking industry in Hong Kong and London for 24 years, Bill brings strong strategic and financial planning and operations expertise to PenBay’s business model. Bill is a graduate of Harvard University and a Chartered Financial Analyst.

10.2. Michael Hardy | Director/Federal and Practice Manager/Sustainability

Michael leads the customer support, sales and market development strategy for PenBay's InVision product suite, helping customers leverage geospatial technologies and business intelligence to solve real world problems. Michael has spent nearly 20 years in the technology industry and much of the last decade helping federal civilian agencies and the Armed Services use GIS to support their facilities and achieve their missions. Michael is also a member of the Capital Chapter of the International Facility Management Association.

10.2.1. About PenBay Solutions, LLC

Facilities represent some of the world’s greatest concentrations of financial capital and physical resources. As buildings become more complex and portfolios

more expansive, facility teams are increasingly being asked to make greater contributions to the organization’s strategic objectives, like growth, cost savings, profitability and risk management. To best contribute to such goals, you need to make informed decisions based on accurate data as you manage your buildings, assets, people and infrastructure.

PenBay Solutions has developed the InVision software suite to cohesively address a full range of facility management needs, from strategic portfolio planning and management, to day-to-day operations, maintenance and security. InVision brings the visualization and analytical power of GIS (geographic information systems) to facility and public safety data and workflows, helping you conceptualize information to substantiate decisions and identify new opportunities that support your organization’s strategic objectives.

PenBay Solutions is an Esri Gold Partner with more than fifteen years of experience in successfully implementing GIS solutions for a broad spectrum of clients in a wide variety of industries.

Vision: Because Seeing is More than Believing.Vision represents our commitment and capacity to help you aggregate data to analyze, understand, manage and protect your facilities using graphical visualizations that drive highly informed decisions. InVision software offers a powerful means to fully understanding and managing the built environment, helping you align portfolio and safety goals with your organization’s overall strategic objectives resulting in:

• Higher return on investment from your facility portfolio

• More efficient and cost effective facility operations

• Healthy, productive environments for building occupants

• Facilities that are safer and more secure for the people and assets they surround

• Appropriate resources and personnel for emergency response and incident management

PenBay Solutions, LLC is certified as a Small Business Concern in accordance with federal Small Business Administration (SBA) size standards.www.penbaysolutions.com

http://www.penbaysolutions.com


10.3. John Young | Practice Lead | Account Executive, Real Property & Facilities GIS Solutions

As practice lead at Esri, John is responsible for developing and growing the adoption of Esri’s solutions for real property and facility management. He has been building and supporting the practice for the past eight years working with organizations spanning all levels of government as well as higher education, commercial and healthcare organizations. This includes organizations responsible for a single building or campus to those with a global portfolio of building assets. His goal is to help organizations achieve improved cost efficiencies, risk mitigation, and overall cost of ownership via the addition of Esri’s powerful mapping and location analytics solutions.

1. http://www.gsa.gov/portal/content/104918

2. Ibid.

3. http://usmilitary.about.com/od/glossarytermsf/g/f2536.htm

4. http://book.personalmba.com/force-multiplier/

5. FY 2013 Federal Real Property Profile Summary Data Set (GSA.gov), http://www.gsa.gov/portal/content/102880

6. U.S. Department of Energy’s Buildings Energy Data Book 2011, Chapter 1: Buildings Sector, Table 1.4.1, http://buildingsdatabook.eren.doe.gov/


8. http://www.va.gov/HEALTH/

9. http://www.cnn.com/2013/05/09/politics/btn-diplomatic-presence/

10. http://www.gao.gov/products/GAO-14-769

11. http://www.acq.osd.mil/ie/energy/

12. http://www.dhs.gov/topic/federal-protective-service

13. http://phys.org/news/2014-11-federal-struggles-cyberattacks.html

14. http://www.gao.gov/highrisk/managing_federal_property/why_did_study

15. http://www.gao.gov/products/GAO-13-744

16. Federal Real Property: Proposed Civilian Board Could Address Disposal of Unneeded Facilities, GAO-11-704T: http://www.gao.gov/products/GAO-11-704T Published: Jun 9, 2011. Publicly Released: Jun 9, 2011.

17. FY 2013 Federal Real Property Profile Summary Data Set (GSA.gov)


19. Presidential Memorandum- Disposing of Unneeded Federal Real Estate: http://www.whitehouse.gov/the-press-office/presidential-memorandum-disposing-unneeded-federal-real-estate

20. C.T. Male Associates, November 18, 2013, http://www.ctmale.com/general/can-geographic-information-system-gis-work-1215/

21. Presidential Memorandum- Disposing of Unneeded Federal Real Estate: http://www.whitehouse.gov/the-press-office/presidential-memorandum-disposing-unneeded-federal-real-estate

22. http://www.hstoday.us/briefings/daily-news-analysis/single-article/dhs-leaves-federal-facilities-open-to-cyber-attacks/5f3d0085da0b04a7918f9b41a80874c1.html

References

10.3.1. About Esri, Inc.

Esri inspires and enables people to positively impact the future through a deeper, geographic understanding of the changing world around them.

Esri technology enables organizations to create responsible and sustainable solutions to problems at local and global scales. At Esri, we believe that geography is at the heart of a more resilient and sustainable future. Governments, industry leaders, academics, and nongovernmental organizations (NGOs) trust Esri to connect them with the analytic knowledge they need to make these critical decisions that shape the planet.

Esri invites you to discover ways that you can leverage their technology and expertise in your own organization:www.esri.com

http://www.esri.com

facilities are mission critical...about esri, inc.—24 facilities are mission critical: how gis is...

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