ARCHIBUS is the world’s leading Integrated Workplace Management System (IWMS) which was chosen by Mike Monroney Aeronautical Center (MMAC) Office of Facility Management (AMP) in 2002 for facility management data needs. At that time, AMP recognized the need to centralize information which was primarily being maintained with paper records amongst several divisions. Moving to a single database-driven source for facility information improved tracking and efficiency within AMP. ARCHIBUS provided the platform to manage a broad amount of facility information in AMP while also being integrated with AutoCAD drawings. Additionally, the ARCHIBUS software includes industry standard facility management functionality, and features that allow it to be tailored for specific business needs. ARCHIBUS became the source of facility information within AMP. Since then, the use of ARCHIBUS has continued to expand and excel.

"Today, the FAA’s Mike Monroney Aeronautical Center leads the world in its robust and imaginative use of ARCHIBUS."
– Steve Pogoloff,
– Senior Consultant, ARCHIBUS Solution Centers-RT

ARCHIBUS is used for space management and planning -- including area calculations, tracking space by organization and employee, monitoring space utilization information and identifying vacancies. The FAA MMAC ARCHIBUS team within AMP has refined the use of ARCHIBUS for FAA Space Management, providing access to a network of Space Point of Contacts in the organizations which are essential to maintaining employee occupancy. In 2015, MMAC’s success with ARCHIBUS was recognized and resulted in FAA Headquarters and Regions space management information being consolidated into the MMAC ARCHIBUS system which now is managing space for almost two hundred buildings, containing over twenty thousand administrative workspaces and totaling over 8 million square feet of space for MMAC, FAA Headquarters and nine regional office locations.

"Nearly every month, comparable facilities throughout the world ask to learn about how MMAC uses ARCHIBUS, and development of the software itself has often been guided by MMAC’s extensive experience. While most organizations use only a few of the many integrated applications offered by ARCHIBUS, MMAC has deployed a majority of them, as well as extending applications well beyond what comes ’out of the box’."
– Steve Pogoloff, Senior Consultant, ARCHIBUS Solution Centers-RT

In addition to the commonly used ARCHIBUS Space Management functions, the Office of Facility Management (AMP) also uses ARCHIBUS for many additional Facility Management, operational, and business functions at the Mike Monroney Aeronautical Center including:

• Building Operations - Management and administration of all on-demand and preventive maintenance work for facility maintenance, including related data such as facilities equipment and parts inventory. Reserved parking, package tracking, facility access requests and physical key inventory and assignments are also managed within ARCHIBUS.
• Project Management - Management and tracking of design and construction projects, inspection and assessment projects, moving services, capitalization and capital budgeting.
• Environmental, Occupational Safety and Health (EOSH) – management and tracking of EOSH programs and related work such as safety, electrical and environmental inspections. EOSH programs also include ARCHIBUS management and oversight of confined spaces located across the Center as well as chemical materials, their locations and related safety data sheets.

The MMAC ARCHIBUS system is managed by Shelly Fuller, Team Lead, and Facility Information Support Specialists Jeff Hart, Jeff Gonzales and Rachel Seals. This dedicated team of federal employees has over fifty years of combined ARCHIBUS experience. The team has refined their skills over the years to include technical support, which is typically outsourced to ARCHIBUS business partners by other teams, which allows the MMAC ARCHIBUS team to continuously improve - without significantly increasing costs. The team’s broad scope support and continued growth has garnered the attention of others and they have received several awards during ARCHIBUS Users’ Conferences. When asked about the MMAC implementation, Nick Stefanidakis - ARCHIBUS General Manager, stated

"We continue to be amazed with what the team at FAA has been able to accomplish with their innovative use of the entire ARCHIBUS platform to solve the unique needs of this dynamic organization. Through the years, the team has presented at our annual Users' Conference and we have come to learn that the team is truly committed to operational excellence and delivering very entertaining presentations. Their dedication to using ARCHIBUS has allowed them to quickly adapt to the needs raised by the global health crisis, and to leverage their system to support decisions based on the plethora of data they have collected over the years."

In April 2020, as everyone was facing the new challenges that the pandemic brought, the team implemented a solution within ARCHIBUS to assist with return-to-work planning and social distancing in the workplace. Using the existing floor plan drawings and occupancy data alongside the flexible ARCHIBUS platform, this skilled team implemented a solution which allowed users to identify whether personnel were teleworking, in the office fulltime, or working a mixed schedule. ARCHIBUS floorplan drawings were then dynamically highlighted to identify areas where employees were planning to work in the office, or telework which helped support COVID cleaning measures and DOT reporting requirements.

The team is currently finalizing a project to enhance the reserved parking functionality within ARCHIBUS to now include a campus drawing interface. With over 8,200 parking spaces on the Center, the drawing view helps to identify and manage the exact location of spaces reserved for specific personnel and business needs. Within the EOSH and Building Operations areas, recent improvements include enhanced refrigerant management tracking (which identifies the amount and type of refrigerant contained in facility equipment, and supports data requirements for EPA refrigerant reporting). Existing ARCHIBUS work request processes identify the amount of refrigerant used during maintenance activities, and new ARCHIBUS reporting now compares the total usage against the expected amount to proactively identify equipment which may be losing refrigerant and needs additional maintenance before reaching a reportable refrigerant loss.

With the wealth of information already managed within ARCHIBUS for MMAC, including space management data and drawings, the Enterprise Services Center (ESC) asked AMP to support Telecom Requests and related tracking of phone lines and associated jack locations within ARCHIBUS. With anticipated completion of this project in late FY21, Organizational Space POCs will then submit telecom requests directly within ARCHIBUS to ESC. The request will be reviewed and processed through ARCHIBUS, allowing ESC to manage the project and related telecom data while maintaining data integrity. This project is expected to improve the telecom request process, since it uses features within ARCHIBUS which the Organizational Space POCs (Telecom Coordinators) are already familiar with and the jack information needed for the request will now be available directly in ARCHIBUS.

During the next fiscal year, the ARCHIBUS team will be supporting the Department of Transportation (DOT) by finalizing the addition of the DOT headquarters buildings to the system. AMP and MMAC management agreed with DOT management to host space management information for the DOT Headquarters buildings within the FAA MMAC ARCHIBUS system. This cost savings initiative provides DOT with ARCHIBUS functionality without having to stand up and manage a separate system (while providing the added benefit of space management functionality refined by MMAC over the years and the experienced support of the AMP Office of Facility Management ARCHIBUS team).

Please email 9-NATL-Archibus-Support@faa.gov for any questions related to ARCHIBUS functionality or capability. Kevin O’Connor, Deputy Director of the MMAC is especially proud of what the MMAC Archibus team is accomplishing, "This is an incredible success story for our Center, the FAA, and for the Department. Our team maximizes the potential of this software, driving value throughout our MMAC organizations and now they will extend that value creation to the Department level. Michelle and I are so proud of our team!"