The Impact of QR Codes on Facility Management: A Case Study of the FAST Vision Project at the American University in Cairo

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Author: Fahd Azizeldien Aboubaker

BMS and Data Analysis at the American University in Cairo, Egypt

Abstract

This research paper explores the implementation of QR codes in facility management, focusing on the FAST Vision project at the American University in Cairo (AUC). The study examines how QR codes can streamline maintenance processes, improve data accessibility, enhance overall facility management efficiency, and contribute to sustainability and effective operation management.        

Introduction:

Facility management encompasses the integration of processes within an organization to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. The FAST Vision project at AUC aims to simplify HVAC maintenance and improve access to equipment data. This paper investigates the role of QR codes in achieving these goals and their broader impact on sustainability and operation management.        

?Literature Review:

Previous studies have highlighted the benefits of QR codes in various industries, including retail, healthcare, and logistics. QR codes offer quick access to information, reduce manual data entry errors, and enhance real-time data capture. In the context of facility management, these benefits translate to improved efficiency, reduced costs, and enhanced operational capabilities. This section reviews existing literature on QR codes and their applications in facility management, sustainability, and operation management.        

Methodology:

The research employs a case study approach, focusing on the FAST Vision project at AUC. Data is collected through interviews with facility managers, technicians, and project stakeholders. Additionally, observations and document analysis are conducted to assess the impact of QR codes on maintenance processes, sustainability practices, and operation management.

Findings:

The implementation of QR codes in the FAST Vision project has led to several significant improvements:

1. Efficient Maintenance: QR codes allow technicians to quickly access equipment information, reducing downtime and improving response times. This efficiency translates into better resource utilization and reduced operational costs.

2. Enhanced Data Accessibility: QR codes provide instant access to maintenance records, warranty details, and equipment specifications, facilitating better decision-making and reducing the time required to retrieve information.

3. Improved Safety and Compliance: QR codes streamline safety inspections and compliance checks, ensuring that all necessary documentation is readily available and up-to-date, thereby reducing risks and enhancing regulatory compliance.

4. Cost Savings: By reducing manual data entry and minimizing errors, QR codes contribute to significant cost savings in facility management. This impact is further amplified through reduced downtime and more efficient maintenance processes.

5. Sustainability: The use of QR codes supports sustainable practices by reducing paper usage and enabling more efficient energy management. In the FAST Vision project, QR codes have facilitated better monitoring and control of HVAC systems, leading to optimized energy consumption and reduced environmental impact.

6. Comprehensive Maintenance Data: The project encompasses all maintenance data, including electrical systems. QR codes enable easy scheduling of maintenance tasks, ensuring that all aspects of the facility are managed efficiently.

7. Improved Work Orders Management: QR codes streamline the creation, tracking, and completion of work orders. This leads to more organized maintenance workflows and faster resolution of issues.

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Key Performance Indicators (KPIs) for the FAST Vision Project:

1. Response Time for Maintenance:

?? - Description: The time taken from submitting a maintenance request to the start of work.

?? - Goal: Reduce response time to less than 30 minutes.

?2. On-Time Maintenance Completion Rate:

?? - Description: The percentage of maintenance tasks completed on schedule.

?? - Goal: Achieve an on-time completion rate of at least 95%.

?3. Rework Rate:

?? - Description: The percentage of tasks requiring rework or additional attention after completion.

?? - Goal: Maintain a rework rate of less than 2%.

?4. Parts Utilization Rate:

?? - Description: The utilization rate of parts in maintenance tasks compared to available inventory.

?? - Goal: Optimize parts utilization to between 85% and 95%.

?5. Customer Satisfaction Level:

?? - Description: The satisfaction level of facility users (such as staff and students) with the quality and speed of maintenance services.

?? - Goal: Achieve a customer satisfaction rate of at least 90%.

?6. Energy Consumption:

?? - Description: The amount of energy consumed by central HVAC systems.

?? - Goal: Reduce energy consumption by 10% annually through effective maintenance.

?7. Maintenance Costs:

?? - Description: The total direct and indirect costs associated with maintenance operations.

?? - Goal: Reduce maintenance costs by 5% through process improvements and technology use.

?8. QR Code Utilization Rate:

?? - Description: The utilization rate of QR codes for accessing equipment data and managing maintenance.

?? - Goal: Achieve a 100% utilization rate of QR codes in all relevant operations.

Discussion:

The findings suggest that QR codes significantly enhance facility management processes. The FAST Vision project demonstrates the potential of QR codes to improve maintenance efficiency, data accessibility, and overall facility management practices. Moreover, the integration of QR codes supports sustainable practices and effective operation management, contributing to a greener and more efficient organizational environment.

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Real case: The American University in Cairo (Real Case Project)

is an independent, English-language, private, research university in Cairo, Egypt. The university offers American-style learning programs at the undergraduate, graduate, and professional levels, along with a continuing education program.

The AUC student body represents over 50 countries.[1] AUC's faculty members, adjunct teaching staff, and visiting lecturers are internationally diverse and include academics, business professionals, diplomats, journalists, writers, and others from the United States, Egypt and other countries.

The university has a service and operations department known as facilities management and operation.

This department is responsible for all maintenance services and repairs in different sections such as air conditioning, electricity, plumbing, etc.

Current System (for Facilities and Operation Management)

?For example: the maintenance HVAC department...

Some information about the department:

The maintenance HVACK department at the American University in Cairo consists of:

· 14 technicians

· 2 supervisors

· 2 control units

· 1 head of the department?

Mission of the department:

?Maintain central air conditioning beside preventive maintenance and ensure the satisfaction of staff and students.

Besides following the laws of sustainability to conserve resources and raw materials and use them optimally.

Other information:

· There are 150 air handling units. Covers all buildings inside the campus

· 200 exhaust fans

· 37 supply fans

· 12 Smoke fans

·?4fer fans

· 24 pressurization fans

· 300 Multi Variable Air Volume feeds 1030 Room

· 1000 Variable Air Volume Single Room

That means there are more than 2000 rooms inside the campus.

Current Technical Process: HVACK Department

The technician goes to the room to fix the problem, but according to the information that we have seen, it is difficult to save room information or classrooms with excess of 2000.

The technician will make a phone call to the control room to see which Air Handling Unit is responsible for feeding the room and which VAV is connected to the room.

This process takes a lot of time, especially on the night shift.

Note:

There are more rooms in the buildings with the same number, especially in Parcel 4 for example:

· 1004, which is served by Air Handling Unit 10

· 1004, which is served by Air Handling Unit 13

· 1004, which is served by Air Handling Unit 18

Each one of these rooms is served by a different air handling unit.? And connected with different variable air volume

Applying the new system (QR Code Technician System):

Application of the QR code system to assist technicians in the performance and completion of work through

Place a QR code icon for each office containing the information needed by the technician to solve the problem, and it is placed in a position above the thermostat of the air conditioning or next to the light switch as shown:?

This QR code icon contains the room number, the AHU (variable air volume), and the staff name.

The new system will enable the technician to easily know the information that

He needs to do this during the process of solving the problem without contacting the control room.

Conclusion:

QR codes offer a valuable tool for facility management, as evidenced by the FAST Vision project at AUC. Their implementation can lead to more efficient maintenance processes, better data accessibility, improved safety measures, cost savings, and enhanced sustainability. Future research should explore the broader applications of QR codes in facility management and other industries to further validate these findings and identify additional benefits.        

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About the Author:

Fahd Azizeldien Aboubaker: A Skilled Building Management System Operator

Professional Overview: Fahd Azizeldien Aboubaker is a dedicated professional working at The American University in Cairo (AUC) as a Building Management System (BMS) Operator. His role encompasses data analysis and general operations, demonstrating a robust expertise in managing building automation systems. Fahd has honed his skills over a decade of experience, showcasing his ability to prioritize tasks, meet deadlines, and adapt to new challenges with precision and attention to detail.

Experience:

• BMS Operator – Business and Data Analysis (2013–Present): Fahd is proficient in using advanced systems like:
• Service Assistant Aid (2008–2013): Played a key role in supporting operational services at AUC.

Key Achievements:

• Developed the QR Code Technician System (Fast Vision Project), a groundbreaking solution for the Facility Maintenance and Operation Department.
• Conducted in-depth budget and building performance data analysis, contributing to improved operational strategies.

Awards:

• M&O SIMPL Award (2021): Recognized for innovating a QR-code-based system that enhanced maintenance operations at AUC.
• Certificate of Appreciation (ERCE, AUC): Honored for exceptional contributions to sustainability as part of the Energy and Resource Conservation and Efficiency (Lutron) Team.

Fahd’s expertise and innovative mindset make him an asset to any operation, particularly in the realm of building automation and facilities management. His commitment to excellence continues to drive impactful improvements in his field.