Section A·Page 6
The University Daily Kansan
Tuesday, March 3, 1998
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Computer network maps out design plans for group access
aknopf@kansan.com
Kansan staff writer
Several departments at the University of Kansas are working together to implement a computerized system that allows the departments to share documents such as site and floor plans.
By Aaron Knopf
The system, CYCO AutoManager Workflow, stores and organizes more than 20,000 digital documents that are used for everything from planning construction to analyzing how space is allocated at the University
Having the documents in a central online location should ensure efficient access to accurate information.
included paying for hardware, software and scanning services
The departments that pooled financial resources to purchase and implement the system are design and construction management, facilities operations, networking and telecommunications services, the office of institutional research and planning and the University of Kansas Medical Center.
There are almost 40,000 graphic documents that the departments plan to store in the system, and not all of the documents are current. Some are legacy documents that previously were stored as hard copies in the state architectural offices.
In the last year, the collaborating departments spent about $100,000 on the project, which
Storing the documents in a central online location replaces the need for each department to keep its own set of paper copies.
"I think they saw an opportunity that if they could centralize the data, they could all get it," said Eric Hiebert, CAD network manager for design and construction management.
Hiebert said the departments developed a course of action after studying other universities that were implementing similar systems.
Roger Orok, director of facilities management, said having the information online had helped him work more efficiently.
On any given day, someone might ask him for the width of a street on campus or whether there was an electrical outlet on the tennis courts southwest of Memorial Stadium. Oroke said.
He said that in the past, he would have had to call facilities operations or design and construction management to have someone find the hard copy of the site or floor plan. Now the information is at his fingertips.
"The efficiency of being able to get it to answer a question or offer an opinion is very valuable." Oroke said.
Larry Lovell, assistant director of networking and telecommunications for network engineering, also noted the speedy benefits of the computerized system.
"When an architect submits a set of drawings, it's there within hours of design and construction management getting them," Lovell said.
He said that his department used to have to wait to receive hard copies of those documents and that those hard copies became dated.
"It's nice to be able to go in to CYCO and pull up the most current copy and take it into the field." Lovell said.
Hiebert said the departments should see a return on the investment because of the increased efficiency of the system.
He said that with the new system, people who needed the documents would be able to focus on more productive aspects of their jobs instead of spending time finding the appropriate document.
But not everyone involved with the project has benefited from the system.
"We're not able to really use it to any degree at this point," said Mike Richardson, director of facilities operations.
Richardson said the problems his department was working through were primarily technical. He said facilities operations expected to solve the problems and he was optimistic about the system's value.
"It has potential of helping almost every unit on campus," he said.
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