University's Spatial and Property Management System

The advancement in information and communication technology, particularly in relation to geographical information system, computer aided design, database management system, and facility management system, has provided the opportunity for urban government to adopt innovative and effective technologies to aid and improve the management and decision-making in urban development process. It takes four elements (organisation, procedure, technology and data) that need to be taken into consideration when developing spatial information system for the managing urban development process. Although IT-based systems can benefit local authorities in managing urban development process, the true benefits of the systems can only be achieved if the systems are developed in total. This is what we termed the ‘Total Spatial Information System’ (TSIS). TSIS is a non-fragmented and integrated system that utilises spatial/geographically-referenced data (as well as non-spatial data) to enhance the management of and decision-making in urban development process. Four elements are necessary in making a TSIS. They are organisation, procedure, technology, and data. Additionally, the International Islamic University Malaysia (IIUM) have their own initiative in developing spatial information system mentioned above.

IIUM Spatial Information System (named as i-Space) is an integrated, IT-based, planning and decision support system of properties and assets inventories developed through a combination of several systems including geographical information system (GIS) such as MapInfo, computer aided design (CAD) e.g. AutoCAD, image management system (IMS), facilities management system (FMS), and database management system (DBMS) e.g. Oracle. The system allows management of IIUM properties, facilities, and assets to be undertaken based on geographically referenced data and projection. The system aims to reduce wastage, enhance efficiency and effectiveness, and create a better working environment through computerisation of tasks and procedures of development of plans, documentation, production of letters and reports, procurement, space utility planning, inventory, and supplies.

The system is planned to be adopted at all IIUM campus. However, its development is being carried out in several phases. The first two phases covered 80% area of the IIUM main campus at Gombak, Kuala Lumpur, and the following phases will cover other remaining area and campuses e.g. Kuantan and Petaling Jaya. In order to ensure that the benefits are wide-ranging and long-lasting, the system was developed incorporating the four essential elements of a TSIS.

One of the main objectives of developing i-Space is to allow management decisions to be made based on accurate, geographically-referenced spatial data. In fact, there have been proposals that data retrieved from i-Space should be fit for tender purposes. Thus, for the university, the accuracy of the spatial data is given utmost importance.

IT-based systems hold many advantages over the conventional paper-based systems in the context of management of urban or property management and development process, they have to be developed taking into account the four elements of total IT-based system before their true benefits can be reaped. Incorporating the four elements of TSIS will increase the functionalities and capabilities of the system, increase its support and userbase, and ensure its benefits are wide-ranging and long-lasting. IIUM’s i-Space is a good example of TSIS developed at a project level (at university level). It can become the model for systems to be developed by other institutions at a more strategic level. Nevertheless, some modifications would be required to suit the system to the requirements of institutions' roles and functions, the types and amount of data, and the larger number of public users so that the system shall be relevance from time to time.

References

International Islamic University Malaysia (2002). IIUM Spatial Information & Facilities Management System (Phase 1): Final Report.

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