Information Management

Information Management
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What is Information Management?

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 Information Management

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 Information Management
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 Information Management
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incomplete information

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 1.0 Introduction
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 Information management is not the latest

concept in computer industry

 need for successful organisation and execution

of construction projects.

 Construction - the most information dependent

industry which obtains information - detailed
drawings, cost analysis sheets, budget reports,
contract documents.
 Information Management
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Management Evolutions
Data
Management

Information
Management

Knowledge
Management

Wisdom
Management

?????
Management
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 …Introduction
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 During project life cycle, a lot of information

generated and exchanged even for a small-size
construction project.

 Information management - can highly influence

cost, time and quality.

 Information management - have a significant

impact on the success and profitability of the
entire industry.
 e.g. manufacturing, aerospace and defence
industries.
 1.1 Why managing information?
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 First - traditional methods have not always worked.

 Late supply of information - common

occurrence.
 Contractors claim for an extension of the
contract period, to be paid by clients.
 Construction personnel can allege many others
when information was badly managed.
 …Why managing information?
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 Second - the scale of construction work has

changed.

 It is easy to manage information when projects are

few and small.
 For 1 million project might involve 100 drawings, but
for 200 millions project could easily generate 10,000
drawings.
 Become worse when the members of the project
team try to cope with several projects at once.
 Pressure from clients to complete quickly and
competition within the industry.
 The numbers of people and organisations that any
individual has to communicate with also increased.
 …Why managing information?
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 Construction projects involve large numbers of

people in different disciplines working on instructions
passed on by others.

 It is important, those instructions are received when

they are needed, where it needed, easily understood,
and leave a clear record to show who has authorized
what.

 If information correctly managed, it provides the

framework - everybody knows what his
responsibilities and when to do it.

 Or at the right time, right place and to the right

person.
 …Why managing information?
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What is information management ?

 IM concerns on communication system within a
project
 cover the acquisition and dissemination of
information – the analysis, design, implementation,
evaluation and management of information.
 IM means - ensuring information 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.
 Information - eg. drawing, specifications, bills of
quantities, schedules, financial statements
 1.2 Project co-ordination, the needs & benefits
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Project co-ordination is the planning of a

project, well in advance of the start of pre-
contract work and the control of the project
through all its stages.
Why ?? - to provide a smooth flow of info
among the project’s life cycle stages -
efficient in communication.

Project co-ordination - increase in

efficiency, which can generates several
benefits.
 …Project co-ordination, the needs & benefits
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 A study by NBA (The National Building Agency) in

UK, the benefits are;

o Better communication - improved appreciation of

the work of each participants involved;

o shorter construction time - getting specifications,

schedules and details to the contractor at the
right time;

o Earlier occupation - earlier completion of the

project.
 …Project co-ordination, the needs & benefits
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Project Conceptual Detail Construction Construction

Phase Feasibility Program Operation
Design Design Planning

Data Sketches
Estimate As-Built
Output Report Specifi- Drawings Drawings Schedule Drawings
& Input cations

 It shows the various phases of a project with inputs and outputs.

 the outcome of one phase is the input for the next.
 This approach - enhances the industry fragmentation and makes
the co-ordination process difficult to achieve.
 Data is prone to errors because it is extracted, transferred,
interpreted, and repackaged very frequently.
 so, it is important to manage the flow of information to avoid or
minimise the problems
 1.3 Project Info & Info Technology
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 Large amount of project information are generated and

used during the various stages of a project life cycle.

 Sharing and maintaining this info in multiple disciplines

and throughout a project’s life cycle is a complex and
difficult task

 IT becomes a vital tool for manage the info - computer

and comm. technologies applied in the storage and
retrieval of information.

 In the construction industry, it has been proven that the

use of IT could reduce the fragmentation problem.
 …Project Info & Info Technology
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 Construction organisations revealed that the causes of

the problems in the adoption of integrated IT systems,
are;
 poor management and communication;
 the fragmented nature of the industry;
 lack of standardisation and uniform procedures;
 the number of participants involved in construction
projects;
 The process of managing the information flow in the
construction needs to be improved - to increase the
productivity, in terms of time and cost.
 1.4 Managing the flow of information
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 problem of managing info - bring the participants to

work and share the information together.

 construction industry - gain large benefits from the

automation of info flows and the shared knowledge.

 By sharing information, the industry will increase its

rate of learning and increase profit level.

 It will also create a more efficient market that will

improve the industry performance and the quality of
the product.
 …Managing the flow of information
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 Project central database - one of the solutions for

sharing the information.

 The principle of a database is that it is a single

centralised source of information.

 Such central databases are usually developed as

information networks and can be used either at the
project, enterprise or industry level.

 Many different users of information can share access

to the same information from the database
 1.5 The role of IT for managing the info
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 ICT is comp & comm. systems which transmit, exchange, retrieve,

manipulated, calculate or display information.
Factory &
Commercial
Building
Management
Owner
project
Manager
Specialist
Contractor

Data Base

Designers

Main
Contractor

Commercial CADD
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Structural Information System

Example…..
 Information Management
:: Summary ::
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http://www.emporis.com

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 Information Management
:: Summary ::
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http://www.structurae.de/en

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 1.6 System Development Life Cycle
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6 Phases of Systems Analysis & Design

1 . Preliminary
investigation

6 . Systems 2 . Systems
maintenance analysis

5 . Systems 3 . Systems
implementation design

4 . Systems
development
 1.6 … SDLC
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Phase 1
Conduct a Preliminary Investigation
Preliminary analysis
– starting the objectives, defining nature and scope
of problem

Propose alternative solution

– leave system alone, make it more efficient, or
build a new system

Describe cost and benefits of each solution

Submit a preliminary plan with recommendations

– written report
 1.6 … SDLC
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Phase 2
Analysis the System

Gather Data
– using tools of written documents, interviews,
questionnaires & observations

Analyze The Data

– using modeling tools: grid chart, data flow
diagrams, connectivity diagrams

Write a Report
– phase documentation
 1.6 … SDLC
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Phase 3
Design the
System
Do a preliminary design
– using CASE tools, prototyping tools & project
management software.

Do a detail design

– defining requirements for output, input,
storage & processing and system controls and
backup

Write a Report
– phase documentation
 1.6 … SDLC
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Phase 4
Develop the System

Acquire software

Acquire hardware

Test the system

 1.6 … SDLC
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Phase 5
Implement the System

Convert to the new system

– convert hardware, software & files through
one of four types of conversions : direct, parallel,
phases or pilot.

Compile final documentation

– all-phase documentation

Train the user

– in-house training
 1.6 … SDLC
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Phase 6
Maintain the System

Keep the system running through

system audits and by making changes
based on new conditions.
Information Modelling Approach
 2.0 Introduction
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 Modelling is a process of representing a perceived

reality in a simplified way.

 Modelling the information is a task that representing

the complexity of the information and processes
involved in construction industry.

 The complexity - complex nature of the construction

- a great amount of information, many participants
involved and different views on the product.

 The aim is to model the complex information,

improve the representation of the information and
enhance the communication process.
 Information Modelling Approach

There are three major approaches of information

modelling in the construction industry

Activity
Model

Information
Modelling
Approaches
Data Product
Model Model

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 2.1 Activity Model
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 Activity model - used for analysing the information

flow between different information processing
activities in the construction - design, estimating,
planning, etc.

 This approach identify the various processes

involved and the data they require - represented in
an interaction model which shows what data is
required for a certain process.

 The Data Flow Diagram (DFD) is a technique for

activity modelling - shows the input and output of the
process.
 …Activity Model
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Data Flow Diagram

 Information Modelling Approach
EXAMPLE :: Activity Model ::

Concrete
Specification

1.1
Order Detailed
Customer Sales
department

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 …Activity Model
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 Other structured approach - SADT (Structured

Analysis and Design Technique) method using
IDEF.

 Object-oriented analysis methodologies - new activity

modelling techniques such as Object Flow Diagram
(OFD).

 The advantage of activity model - simplify the

understanding of the involved processes and the
development of their subsequent applications.
 …Activity Model
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Antaramuka A ntaram uk a Pengurus Pengurus Databas e Ahl i

Utama P endaftaran Pendaft aran Database
: Peng un ju n g

1 : p ilih m en u pe nd a fta ra n

2: dis play bo ran g pe nd afta ra n

3: m a su k kan mak lum at pe rib ad i ( na m a pe n g gu na, k ata l al ua n d ll)

4: h an ta r m aklu m a t p eriba di
5: ve rify m aklum a t pe rib ad i
6: cre ate m aklum a t p erib ad i

7 : d is p la y p en d aftaran be rja ya

Object Flow Diagram

 2.2 Data Model
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 Data model is a set of concepts that can be used to

describe the structure and operations of a database
using graphical diagrams.

 The idea of a data model - to define the behaviour to

be included in a database.

 A data model also provides the basic structuring

mechanisms for describing the data, relationships
and constraints of the information stored in any
information system
 …Data Model
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 The basic concept in data models is the object or

entity.
 Example - door is an object
- relationship with the wall which door is fitted.

 Data models also contain the ‘attributes’.

 An attribute is a piece of information at the atomic level -
used to specify a property of an object (e.g. a door height).

 used the Entity Relationship Diagram (ERD).

 Information Modelling Approach
EXAMPLE :: Data Model ::

The tool used for data model is the Entity Relationship Diagram (ERD).

make is referred by Concrete

Customer
Specification
-Customer ID -Specification ID
-Customer Name -Aggregate ratio
-Customer Phone No -Sand ratio
-Customer Address is made by refer -Cement ratio
-Person In charge -Order Number -Water ratio
-Customer ID refer
-Specification ID Order
-Quantity is referred by
-Strength check
-Delivery Date

is checked by is checked by is checked by is checked by

Aggregate Sand Cement Water

-Order Number add to -Order Number add to -Order Number add to -Order Number add to
-Aggregate Quality -Sand Quality -Cement Quality -Water Quality
-Aggregate Weight -Sand Weight -Cement Weight -Water measure

is added by

-Construction Ref Number load to -Order Number

-Location Construction Concrete Mixer -Construction Ref Number
-Person In charge -Date of mixing
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-No of truck
 2.3 Product Model
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 Product Model - focus on modelling the structure of

the information describing the products, processes,
resources and other elements of the construction
process.
 Describes the general functional capabilities of the
proposed system
 Review the system requirement, considers major
components of the system.
 Tools- computer aided software engineering (case) -
prototype.
 2.3 System, process and analyst
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 System : a series of activities, procedures, and events

to achieve individual corporate objective.
 process : Represents work being performed within the
system and should be named using a such formats.
 Activity / Process Modelling
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 System Analyst : bridges the gap between the user and

designer. He can speak the user and designers languages.
 avoid complexity shown to the user by avoiding computer
terminologies
 give to the designer a structured specifications where he can
implement his design strategy.

User

Designer /
User Analyst Programmer
Explain problems, Translate the user Translate the
flow, scope, explanations by modeling by using
objective and etc using modeling selected software
(DFD, ERD and
Prototype)
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 …system, process and analyst
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System should has the quality:

a. Graphic
Users are likely to read from picture than to read from words.

b. Top-down partitioned
The system is usually partitioned into small independent segments.

c. Non-redundant – no repetition
Make sure that pieces of information are not redundant.

d. Essential
Concentrates on what the system will done and not how the system
will be configured to a particular machine.
Information Management

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