Role of CAFM: How to make the right investment 16:30 17:15

Transcription

1 Role of CAFM: How to make the right investment 16:30 17:15

2 Agenda 1. What Software is Available 2. Business Processes 3. Reviewing available functionality and features 4. Initial Assessment 5. Financial Considerations 6. Implementation Plan 7. Training

3 What is CAFM Software: A Definition Computer-Aided Facility Management is the support of facility management by information technology. The supply of information about the facilities is the centre of attention. The tools of the CAFM are called CAFM software, CAFM applications or CAFM systems.

4 Other Acronyms Used CIFM Computer Integrated Facility Management CMMS Computerised Maintenance Management System EAM Enterprise Asset Management IWMS Integrated Workplace Management Systems TIFM Total Integrated Facilities Management FMS Facilities Management Software MMS Maintenance Management Software

5 Scope of Facilities Management Software A high level summary: ASSET LIFECYCLE MANAGEMENT HELPDESK ENERGY / SUSTAINABILITY PERFORMANCE MANAGEMENT PROPERTY / SPACE MANAGEMENT AUTOMATED ALERTS / MANAGEMENT INFORMATION

6 Delivering intelligence CAFM CAN HELP TO DRIVE DOWN COSTS ACHIEVE EFFICIENCIES AND STREAMLINE BUSINESS PROCESSES REDUCE A COMPANY S ENVIRONMENTAL IMPACT MONITOR AND MEASURE SLA s and KPI s CREATE AND DIFFERENTIATE

7 BUSINESS PROCESSES Ensure that you understand and document your business processes Be receptive to the opportunities CAFM could offer to improve current processes Be aware of touch points with other business systems (internal and external) Think about short, medium and longer term enhancements

8 BUSINESS PROCESSES - Integration Mobility Operative Client Apps ERP Procurement Stores HR Fixed Assets BIM Building Information Modelling BMS / IoT / Beacons Space Planning Third Parties

9 BUSINESS PROCESSES Helpdesk / call / reactive request logging Service Management Sub-Contractors Service Level Agreements Compliance Stock and Purchasing Asset Management

10 BUSINESS PROCESSES Property Management Space Management / planning Resource Management (Booking of Rooms etc.) DATA CAPTURE REPORTING

11 CAFM Functionality Mobility Self-Service Contractor Interface Business Intelligence Workflow Contract Management Spares & Stock Control Leases & Rent Cleaning Mechanical & Electrical Real Estate Services Catering Help Desk Utilities Security Visitor Services Purchasing & Invoicing Document Management On Premise Hosted Software as a Service Move Management Space Management Recharging PPMs H&S Statutory Asset Management Facilities Bookings Rooms, Parking, Creche AV Equipment

12 REVIEWING CAFM Systems and Vendors Business Planning: Functionality Consultancy required Cost of Implementation Implementation Timescales Payback Period Paying for the software (Capex / Opex) Involve users Don t forget about ongoing investment

13 REVIEWING CAFM Systems and Vendors IT Requirements: On premise or hosted Does IT need to be involved? Number and Type of User Licences Needed? What access rights do users need? Mobile and tablet device functionality and Operating Systems? Hardware and other software required? Infrastructure costs and implementation Programming Language and database used?

14 Invitation to Tender Financial Stability of Vendor Experience in your market sector including regional experience Ownership and Longevity of Product Experience of integration Project methodology Application Support / KPIs User Group and Online Resources Ask for references

15 Implementation Appoint a System Champion (not IT but Operations) For a project group with all stakeholders Set Clear Milestones Document the scope and deliverables Make sure data is provided on time Get involved with User Acceptance Testing Involved vendor with go live

16 Training Invest in a UAT / Training system System Champion (intensive training) Don t underestimate the value of a confident user Classroom / Mentor lead training Documentation / user guides On line training Train the trainer?

17 Click to add title Adrian Jarvis