1

:: Information Management ::

:: ITUCE::
What’s Information Management?
 Information Management
The content of the human mind can be classified into five categories
(Russell Ackoff):

Data: symbols or raw facts such as an employee’s name and number of hours
worked in a week, inventory part numbers or sales orders.
Information: data that are processed to be useful (or refined data); a collection of
facts organized in such a way that they have additional value beyond the value of
the facts themselves; and provides answers to "who", "what", "where", and "when"
questions.
Knowledge: application of data and information; answers "how" questions;
Understanding: appreciation of "why“; Wisdom: evaluated understanding.

Information
Data

$35,000 12 Units Salesperson: J. Jones

$12,000 J. Jones Data Sales Territory: Western
Western Region Processing Region Current Sales:
$100,000 100 Units 147 Units = $147,000
35 Units
 Information Management

Data
Management

Information
Management

Knowledge
Management

Wisdom
Management

?????
Management

Management Evolutions
Information Management - Example
 Information System

An information system(IS) is typically considered to be a set

of interrelated elements or components that collect (input),
manipulate(processes), and disseminate (output) data and
information and provide a feedback mechanism to meet an
objective.
 Computer-based Information System
An Information System is an organized combination of
people, hardware, software, communication networks and
the data resources that collects, transforms and
disseminates information in a organization.
 IT and IS
Payroll
System

INFORMATION Inventory
TECHNOLOGY System
(IT) are used
to build INFORMATION
o Hardware
SYSTEM (IS)
o Software
o Databases Marketing
o Networks etc System

Customer
Service
System
 IM for Construction
 Information management has been accepted as an essential
management discipline in the manufacturing, aerospace and
defence industries for many years. These industries spend over
0.5% of their turnover on IM
 The temporary nature and uniqueness of construction projects is
reflected in one-off locations, one-off designs solutions and one-off
project teams, which leads to a very fragmented communication
platform.
 This has lead to poor communication and inefficient information
practices among the parties involved in the construction project
 Consultant

Architect

Contractor

Sub-contractor

Client
Construction Site

Fig. 1: Fragmented nature of the construction industry

 IM for Construction
 The need for information management (IM) arises as a
result of increased globalisation focused on improving
the execution of construction projects and performance
of organisation.
 Construction is one of the most information dependent
industry, which obtains information from detailed
drawings, cost analysis sheets, budget reports, risk
analysis charts, contract documents, etc.
 IM can highly influence the cost, time and quality
 IM ensures information of a project is communicated to:
 Whoever needs it
 Whenever they need it
 In whatever form they need it
So, they may meet their objectives for the project.
 Challenges Facing Construction Industry
 Changing economical forces – growth rate fluctuations, varying 4.8%
(1997) to 2.7% (2005), sensitive to the developments in other sectors of
the economy
 Huge number of unskilled foreign workers
 Increases in project complexity – extent of scope and fragmented parties
 Achieve faster results with the given resources
 Changing procurement practises – more Design and Build, New Public
Sector Contracts
 Clients demand higher quality end products and services at lower price
 Globalisation of the marketplace
 Climate Change – Need for more sustainable solutions, Building
Emissions Rate (BER) regulations, waste management
 Inadequate Research & Development
 Lack of interoperability between ICT systems
 Low use of New Technologies
Project Co-ordination, the Needs and Benefits
 In the traditional method of procurement, there are many
parties involved directly in a wide range of activities. One
of these activities is the translation of the client brief into
design or from design into a constructed building.
 In the pre-tender stage, the architect, engineer, client
and cost advisor share and exchange information and
data that envolve as the design progresses. At the early
stage of project life cycle, such co-ordinations are
essential to ensure the success of the project.
 Co-ordination is basically a management tool and can be
defined as the bringing into a proper relation of the
various activities related to a project, or causing these
activities to function together or in a proper order.
 Project Co-ordination, the Needs and Benefits
Data is prone to errors because it is extracted, transferred, interpreted,
and repackaged very frequently.
Thus, it is important to manage the flow of information in order to avoid
or minimise the problems.

Project Conceptual Detail Construction Construction Operation

Phase Feasibility Program
Design Design Planning

Data
Sketches Estimate As-Built
Output Report Drawings Drawings
Spec. Schedule Drawings
& Input
Project Information and Information Technology

Project information
-site survey
-cost analysis,
-design drawings, handled by different departments within
-specifications one organisation or different
organisations, resulting in long loops.
-regulations These loops can cause lengthy delays
-bill of quantities and inconsistencies of data used by
-project planning different departments.
-job costing
-estimates
-valuations
-material management
-facility management
-etc.
Project Information and Information Technology (cont)

The above statements are also supported by other construction

organisations, which also revealed that the underlying causes of the
problems in the adoption and utilisation of integrated IT systems, can
be attributed to;

 poor management and communication;

 the fragmented nature of the industry;
 lack of standardisation and uniform procedures;
 the number of participants involved in construction projects;
Information Technology……
 Definitions

“Information Technology is the use of

hardware, software, services, and supporting

infrastructure to manage and deliver

information.”
 Information Technology
 This has created challenges for the application of IT in the
construction industry.
 Based on a central project model, all the information is disseminated.

PROJECT
MODEL

Sub-
contractor

Construction Site

Fig. 2: Preferred model for construction

 Information Technology
 Adoption of IT reduces costs; increases productivity to participants
companies; and improves the capability and efficiency of specific aspects
within the construction process through centralised information.
 ICT should support the entire construction process from inception through to
the operational maintenance of the building asset.

Fig. 3: Illustration of how IT can support the construction process

Information Technology Applications
 Impacts of Climate-Related Extremes on the Rise !

Hazard intensity and Energy Transportation

frequency increasing linked to
Water Resource
climate variability and change! Management

Intensity

Strong Wind
People Agriculture Urban areas
Heavy rainfall / Flood Vulnerability and
exposure on the rise !

Drought
Need for long-term
Heatwaves planning to manage
multi-sectoral risks
Frequency Source: 2006 WMO DRR report
Products required at local scale but often available at coarse scale.

… from a global climate model (GCM) grid

to the point of interest.
Integrated & Comprehensive Data Collection/Sharing Framework

Multi-disciplinary, Spatio-temporal and Data Platform-independent Standard

Integrated Analysis and Visualization Seamless Data Integration

Integrated Data Analysis and Viewer

 Integrating platform to integrate heterogeneous and multi-disciplinary

datasets
 Integrated data analysis and visualization – frontend of Decision Support
Tools for multi-sectoral assessment
 What is BIM? – Business Process Change

Geospatial Fabrication
Data Product
Selection Invoicing/ Computerized
Payment Maintenance
Management
Ordering/ System (CMMS)
Delivery

Planning Design Construction Operations Sustainment

Legal Code Compliance Checking

Data Computer
Aided
Facility
Management
Engineering
Analysis Project photos courtesy of Dennis R. Shelden, Ph.D., Chief Technology
Officer, Gehry Technologies. The picture is of the Disney Conference Hall,
designed by Frank Gehry.
Need for Construction Economist to become proficient in CAD Systems

DESIGN DRAWING MEASURE PRINT BOQ

Conventional Drawings

Scaling & Counting

Digitising

Pricing – Speadsheets etc

Document
Familiar territory

CAD E-measure

Pricing – Integrated Databases/BIM

Training Needed
2D/3D/
BIM
Building Information Models Lead to More accurate Estimating

FRAMES

ROOFS
FLOOR FINISHES
m2

m2

Walls
1 INTERNAL WALLS

2
MECHANICAL SERVICES
 The DoD Business Enterprise Architecture 3.0

Program
Information Acquisition
Decision
Memorandum
Manage Human Resources Assign Human Resources Manage Travel
Entitlement Pay

Manage Defense Conduct Program

Conduct Periodic and
Acquisition System Management Contract or
Ad hoc Reporting
Order
Asset Information
Record Deliver Property and Forces

Perform Asset Accountability Execute Sourcing Manage Sales and

Strategy Procurement

Perform Funds Allocation, Manage Financial Assets

Control, Collection, Manage General Ledger
and Liabilities
and Disbursement

DoD
Fund
Balance
FIATECH Capital Projects Technology Roadmap Vision
 Best Practice Business Processes

CAD software
Laws and regulations -Drawings, calculations
-Building regulations -Architect, engineer,…
-Building specifications

Knowledge databases VRML

-Best practise knowledge -Visualisation, 3D models
-Own practice
Simulations
-Comfort
Briefing -Ventilation, heating
-Functional req. -Life cycle cost
-Estimates -Light, sound
-Conditions -Insulation
-Requirements
Building -Fire, usage
-Environment
-Life time predictions
Demolition, refurbishment Information
-Rebuild
-Demolition
-Restoration
Model

Facility Specifications
-Specification sheets
management -Classification standards
-Letting, sale, operations Construction management -Estimates, accounting
-Maintenance -Scheduling Procurement
-Guaranties -Logistics, 4D -Product databases
-Price databases
Building Information Modeling (BIM) For Architectural Precast
Concrete

TECHNION, ISRAEL
INSTITUTE OF
TECHNOLOGY

Precast
Building Information Modeling (BIM) For Architectural Precast
Concrete (cont)
 Information Management
:: Project information and information technology (cont…) ::

Information Management System

(IMS)?

:: ITUCE::
 Definition of IMS

Information Management System (IMS): A term

sometimes used synonymously with database
management system (DBMS). It can be applied to any
system of software that facilitates the storage,
organization, and retrieval of information within a
computer system, without the implication that it need
have all the essential characteristics of a DBMS. The
information held may include sound fragments, images,
and video sequences in addition to the usual textual
and numerical information.

JOHN DAINTITH. "information management system." A Dictionary

of Computing. 2004. Encyclopedia.com. 8 Mar. 2012
Structural Information System

Example…..
http://www.emporis.com
http://www.structurae.de/en
Geological Information System

Example…..
Hydrological Information System

Example…..
 Information Management
:: Project information and information technology (cont…) ::

How to develop Information

Information Management
management System?

:: ITUCE::
 Information Management System
System Development Life Cycle
The six Phases of Systems Analysis & Design

1 . Preliminary
investigation

6 . Systems operation & 2 . Systems

maintenance analysis

5 . Systems 3 . Systems
implementation design

4 . Systems
development

:: ITUCE:: Williams & Sawyer (2003). Using Information Technology , McGraw-Hill

 Information Management System

Phase 1 Preliminary Investigation

 Determine if a new system is needed

 Preliminary Analysis:
 Stating the objectives, define the problem and scope
─ By observation and interview, determine what information is
needed by whom, when, where and why
 Suggest alternative solutions
─ leave system alone, make it more efficient, or build a new
system
 Describe cost and benefits of each solution
 Prepare a short report with recommendations
 Information Management System

Phase 2 System Analysis

 In depth study of the existing system to determine what the new system
should do. Expand on data gathered in Phase 1
 In addition to observation and interviews, examine: Formal lines of
authority (org chart); Standard operating procedures; How information
flows; Reasons for any inefficiencies etc.
 Tools Used -
 Checklists - list of questions
 Top-down analysis - start with top level components, break down into smaller
parts through each successive level
 Grid charts - to show relationship between inputs and outputs
 System flowcharts, DFD, ERD, etc - charts flow of input data, processing, and
output which show system elements and interactions
 Documentation - complete description of current system and its problems;
requirements for new system including Subject, Scope, Objectives,
Benefits, etc.; and possible development schedule.
 Information Management System

Phase 3 System Design

 Uses specifications from the systems analysis to design alternative systems

 Evaluate alternatives based upon:
 Economic feasibility - Do benefits justify costs?
 Technical feasibility - Is reliable technology and training available?
 Operational feasibility - Will the managers and users support it?

 Tools Used
 Computer-Aided Software Engineering (CASE) tools are software-based products
designed to help automate the production of information systems.
 Examples: Diagramming Tools, Data Repositories, Prototyping Tools, Test Data
Generators, Documentation Tools, Project Management Tools, etc.
 System Design Report
 Describe Alternatives including Inputs/Outputs, Processing, Storage and Backup
 Recommend Top Alternative based upon System Fit into the Organization,
Flexibility for the future, Costs vs. benefits
 Information Management System

Phase 4 System Development

 Build the system to the design specifications

 Develop the software
─ Purchase off-the-shelf software OR
─ Write custom software
 Acquire the hardware
 Test the new system
 Module (unit) test - tests each part of system
 Integration testing - tests system as one unit
 Create manuals for users and operators
 Information Management System

Phase 5 System Implementation

 Convert from old system to new system
 Convert hardware, software & files through one of four types of
conversions:
─ Direct – entire new system completely replaces entire old system, in one
step
─ Parallel - both systems are operated side by side until the new system
proves itself
─ Pilot - launched new system for only one group within the business -- once
new system is operating smoothly, implementation goes company-wide
─ Phased - individual parts of new system are gradually phased-in over time,
using either crash or parallel for each piece.
 Compile final documentation - All phase documentations
 Evaluate the new system
 Train users
 In-house training
 Ease into system, make them comfortable, and gain their support
 Can be commenced before equipment delivery
 Information Management System

Phase 6 Operation and Maintenance

 Types of Changes:
 Physical repair of the system
 Correction of new bugs found (corrective)
 System adjustments to environmental changes
 Adjustments for users’ changing needs (adaptive)
 Changes to user better techniques when they become available
(perfective)
 Evaluation Methods
 Systems audit - performance compared to original specifications
 Periodic evaluation - “checkups” from time to time, modifications if
necessary
 Deliverables of the SDLC

Approved Feasibility Abort Project

Preliminary
Investigation Study Goto next phase
Problem Goto Previous phase
System
Analysis Specifications

System
Design Design Specifications

System Coded and

Development Tested System
Begin building System System converted
new system Implementation Users trained
System
Maintenance
Operational System
Documentation completed
 The System Life Cycle

Birth Development Production Death