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Archibus: Facility Space Database
Facilities Planning, Design and Construction at BIDMC collects, maintains and analyzes space data for over 3 million gross square feet of
clinical and administrative spaces using Archibus facility management (CAFM) software. A number of internal departments and external
organizations rely on this data to support compliance, construction and financial activities.
Introduction/Problem
Facilities Planning, Design and Construction implemented Drawbase software
in 1996, shortly after the merger of Beth Israel and Deaconess Hospitals. This
CAFM system was used for the for the maintenance and analysis of BIDMCwide space data.
Drawbase required a lot of manual data entry, which meant that information
was usually out-of-date, with no way to see when it was last verified.
Additionally, there were few parameters within which the data could be
visualized, resulting in poor reporting functionality. As needs changed and
the hospital grew, Facilities desired a more robust system with additional
capabilities.
The Interventions
Setup
Migrate Drawbase data to new server
Clean up and update existing plans
Link to Division, Department and Employee databases
Meet with department managers to capture space data through inperson surveys. Areas surveyed include East Campus, West
Campus, nearby leased facilities and off-site BIDHC locations.
Link to R&AA database to reduce data inconsistencies
Rollout
Create online accounts for Facilities staff to test (view only access)
Implement mobile access for select staff
Generate custom reports for consistent year-to-year data
Results/Progress to Date
Aim/Goal
Since the data maintained in Drawbase was used by both the Facilities
department and external groups, our Space Planning team was determined to
improve the records and ensure proper reporting. With Archibus, the major
goals for future data collection, maintenance, and reporting were:
Ability to tie into database records that would automatically update
More parameters for visualization (Division, Department, Use, etc)
Mobile surveying capabilities
Advanced reporting functionality
Facilities Space Planning
• Sarah Holton
• Rachel Mutschler
• Branden Etheridge
• Adriana Tzigantcheva
• Jennifer Vasington
The Team
Implementation & Data
• Archibus
• IS: Brendan Fitzmaurice, Leon
Vitale, Rob Cook
• Steve Berry, Academic Computing
• Matt Glynn, R&AA
Inaccurate data. Inability to visualize additional levels of information.
Archival employee data (manual entry). Poor reporting functionality
January 2017: Drawbase software
Tied to database records. Ability to generate highlight plans by Room
Type, Department, Occupancy etc. Advanced reporting. Mobile
surveying.
March 2018: Archibus software
For more information, contact:
BIDMC_DCG@bidmc.harvard.edu
�More Results/Progress to Date
To date, we have conducted
in-person surveys to verify
information across 3 million
square feet on- and offcampus.
For every space we surveyed,
we have captured the
following information:
•
•
•
•
•
•
•
Departments
Data
Room Types
Division
Department
Room Type
Room Use
Capacity & Occupancy
Employee Names
Architectural changes
Occupancy
Lessons Learned
Meeting with a department manager when surveying is very helpful for collecting accurate data
that may be difficult to identify in the field.
The use of a dynamic data management system like Archibus has fostered an interdepartmental,
collaborative effort to update the database across different disciplines.
Improved data accuracy and reporting has been very useful in the evaluation of current and
future Facilities projects.
Next Steps
Research: work with R&AA team to input shared use spaces into Archibus and streamline
tracking systems
Moves: tie to move requests (RFRs) and automate employee & departmental moves
Telecomm: input jack data in partnership with Telecomm
Clean Building: overlay testing and abatement information and tie to reports
For more information, contact:
BIDMC_DCG@bidmc.harvard.edu
�
Dublin Core
The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/.
Title
A name given to the resource
Silverman Symposium
Description
An account of the resource
Each year the Silverman Symposium poster session offers BIDMC staff and affiliates the opportunity to share experiences and learn about efforts to improve Quality and Safety.
Date
A point or period of time associated with an event in the lifecycle of the resource
2021
Silverman Poster
Primary Contact
If you would like more information about this project, contact this person. Make email address clickable.
Rachel Mutschler (<a href="mailto:rmutschl@bidmc.harvard.edu">rmutschl@bidmc.harvard.edu</a>)
Department
Any departments listed on the poster or identified in the spreadsheet.
Facilities Planning, Design and Construction
Space Planning
Project Team
Sarah Holton
Rachel Mutschler
Branden Etheridge
Adriana Tzigantcheva
Jennifer Vasington
Brendan Fitzmaurice
Leon Vitale
Rob Cook
Steve Berry
Matt Glynn
BIDMC Location
The BIDMC location where the poster team resides if identified in spreadsheet. If not identified, choose BIDMC.
BIDMC
Dublin Core
The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/.
Title
A name given to the resource
Archibus: Facility Space Database
Date
A point or period of time associated with an event in the lifecycle of the resource
2018
Format
The file format, physical medium, or dimensions of the resource
pdf
Effectiveness
Efficiency
Environmental Sustainability
Safety