Using IT to enhance the process capability of FM

Transcription

1 Using IT to enhance the process capability of FM Unit 5

2 Learning Objective Understand Requirements & Benefits of a well-managed IT System Definition, nature, benefits of fully integrated CAFM system IT procurement process Demand & supply dynamics of IT in FM

3 Information raw data manipulated to extract patterns, trends, and inferences that explain relationships between the events that constitute the data Knowledge information placed in the context of experience Database a computer application containing both electronic and hard copy data. Its most common forms are graphic, textual, numeric, tabular, and photographic

4 7.1 Introduction Information Systems Information is key resource to any organization Required for operations, strategic thinking, effective communication Info System Management of information is essential Combines organisational, HR, IT, asset, finance info? Can coordinates disparate FM functions

5 7.1 Introduction Information Systems Advantages of good info/ info system Sustained / commercial competitive advantage Act as an info framework for FM decision making Provide data to evaluate current service provision and how to meet strategic objectives

6 7.1 Introduction Information Technology The technological tools to facilitate and support the information system Should be used to :- Perform the job requried Generate cost benefit to organization (as compared to the cost involved in purchase price, research, data handling) Should not be used:- in isolation from strategic information system Creation of irrelevant data (info overload is costly)

7 7.2 CAFM Systems Computer Aided Facilities Management Systems Usually linked to CAD and database generate work tasks, space planning, cable management Should link to an Asset Register Type of CAFM systems based on various levels of decision making process:- Strategic Level Data to make future facilities decisions Requires info on current level of service provision, how it meet current strategic objectives

8 7.2 CAFM Systems Tactical Level Operation Level Data to make responsibilities oriented decisions Info for analysis and design processes Data to make task oriented decisions Info for implementation and execution

9 7.2 CAFM Systems CAFM perform 3 basic functions:- Collection of Auto importing from BMS Data Electronic transfer from dbases Manual logging Labeling / Common drive Storage of Data Large storage of data High level of details Controlled accessibility Wide reach via web based system

10 7.2 CAFM Systems CAFM perform 3 basic functions:- Analysis & High speed Retrieval of Customized reporting template/ module Data Trend analysis Logging

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13 7.3 Benefits of IT Systems Increased accuracy - remove risk of human error / objective information? Data storage capacity - large storage including documents, scan images, drawings etc Speed of response speedy sorting, organsation, documentation / hence creating competitive advantage for business Greater operational flexibility - allows greater strategic business decisions making / greater speed and efficiency than paper based / helps to meet changes in biz environment

14 7.4 Bespoke Systems / Flexibility 3 most prominent factors for system selection:- IT Literacy What is the level of IT skills available currently within the dept or employment market? Higher skill set higher system complexity (but is higher better?) Degree of Definition of Activity Required (Depth) Highly defined information inputs using known formats with little variation and consistent reporting format Need For Future Expansion Or Adaptability Depends on the architecture of software Stick to industry standards and use of CAD compatible software Dummy proof?

15 NAI CLAS Introduction

16 Redefining Real Estate Management NAI Global providing a fully integrated Endto-End Solution across the enterprise. Finance and Accounting Security Facilities & Operations Information Technology NAI Global Technologies Strategic Planning & Project Mgmt Site Selection and Analysis Lease & Property Mgmt

17 The CRE today must manage an Enterprise Wide Solution Capital Budgeting Risk & Compliance Management Funding and Contract Management Variance Tracking Corporate Real Estate Portfolio Management Transactions Lease Administration Facility Management Occupancy & Allocations Moves, Adds, & Changes Hoteling & CAD Integration NAI Global Project Management Strategic Master Planning & Forecasting Scheduling & Automated Notifications Critical Alert Management Asset Management Furniture, Fixtures & Equipment Cable & Telecommunications Site Assets Property Management Security & Operations Building Systems Site Services Work Management On Demand Work Orders Preventative Maintenance Housekeeping Help Desk Call Center & Visitor Services Move Requests Emergency Services

18 Drill-Down Menus to quickly drill down to a specific lesae or property. CLAS tm Navigation Dashboards to see more information on one screen and select Tabs to view specific functions

19 CLAS tm Add New Lease Form Create Basic Lease Optional Identification Building Identification Enter Client Position Enter Lease Type Enter Critical Dates Leased Area Rentable Assigned Acct Codes (if known) Primary/Secondary Use Create Locations

20 CLAS tm Lease Reports Standard Report From Dashboard Tab Search by Locations; Areas; Dates Basic Lease Information for critical dates; costs; options; and documents Documents available to be viewed but not edited for Read-Only Users

21 CLAS tm Property Reports (Sample) Properties by Use Note that cursor shows number for each segment; clicking shows details.

22 Other Capabilities Project Mgmt Create & Assign Budgets and Costs Award-Winning Project Management Capabilities at All Levels FULLY INTEGRATED with CLAS!

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25 7.5 IT Procurement Process 4 Stages

26 7.5 IT Procurement Process 4 Stages Stage 1 - System Definition and Outline The team must know what they are trying to achieve Must comply with organization s IT strategy Plan for changes to the behavioral context Analyze the SWOT of existing system Analyze new system technical feasibility, economic, operational factors

27 7.5 IT Procurement Process 4 Stages Stage 2 System Development Design of software/ specification, acquisition of associated hardware Examine Compatibility should be compatible with CAD, database software etc Supplier s record check track records and references Define the brief refer back to Stage 1 Anticipate future requirements Selection is demand driven not supply led

28 7.5 IT Procurement Process 4 Stages Stage 2 System Development Seek Advice From independent FM consultant Check for quality assurance and professional indemnity Other Things to note Sustained commitment throughout the project Full understanding of the project Realistic expectation of what consultant can offer Brief consultant on current working practices Integration of permanent staff with consultant Client ownership of consultant s advice Research System Costs capital cost/ annual fee/ hidden cost?

29 7.5 IT Procurement Process 4 Stages Stage 2 System Development SME May purchase off the shelf equipment customized to suit particular specialism and does not require IT specialist input. Larger Organization More complex info management requirements May require bespoke system with specific hardware and software Full specifications Overview of system Details of specific modules Input / output Storage Data protection Security

30 7.5 IT Procurement Process 4 Stages Stage 3 System Implementation Badly implemented system does not derive benefit Include environmental factors when doing space planning eg location of air con outlets, heaters, windows, potential acoustic problems Approach to implementation:- Direct implementation removing the old system and directly replace with new system HIGH RISK Parallel implementation running both old & new system COSTLY HR & Space Phased implementation - introduce new system in incremental steps AVOID technical / human problems Pilot implementation - introduce new system to selected location

31 7.5 IT Procurement Process 4 Stages Stage 4 System Maintenance / Learning Final phase In order for new system to run efficiently and achieve strategic objectives of organization Post implementation evaluation extract learning lesson Periodic review of training requirements and upgrade

32 7.5 IT Procurement Process 4 Stages FM Related System Requirements Facilities inventory Requirements programming capability Optimising location, buildings and space planning Have adjacencies and relationship (facilitate matrix reporting) Master planning capability Coordination (interface) with cost accounting, purchasing, real estate strategy, budgeting and administration Modules for design and construction management/ planning

33 7.5 IT Procurement Process 4 Stages

34 7.6 Demand & Supply in IT Practice Demand issues Focus on deriving strategic benefit of FM IT system Cost / Benefit Core to business planning / structure information for effective decision making To treat the system as an asset Make use of the sytem! Lack of knowledge on the management of system would reduce its effectiveness

35 7.6 Demand & Supply in IT Practice Supply issues Potential under provision / mis-alignment of the IT system System vendor is commercially driven Complete system therefore need to adopt unnecessary modules Information handling storage, retrieval limited Failure to recognise the strategic importance of FM Management Support Recognising the benefit & opportunities Proactive IT management raising competency level serve customers better

36 Answering Exam Questions PLANNING Strategizing Choosing Timing Answering Outline WRITING Quality versus speed Dun get lost. Follow the plan. Skipping Language Bullet points? CHECKING Changing answers Did you answer the question?

37 Answering Exam Questions 2016 Exams

38 Answering Exam Questions 2016 Exams PLANNING Strategizing download from your memory bank/ which chapter? Choosing - do I answer this question first, 2 nd or 3 rd? Timing 120mins/3 = 40min 30min/ 40min or 50min? Answering What is the action word? Key words? Outline 34/2= 15 points.

39 Answering Exam Questions 2016 Exams PLANNING Answering Discuss/ why important/ balance effectively/ value for money Outline Intro/ Definitions/ Assumptions/ Context (3 quarter page/ say 4points) Body/ Answer the question (1.5 pages/ say 9 points) stages of org/ model of FM/ generally why SFM why TFM/ striking a balance depends on say 4points/ outsourcing or insourcing 2 points Conclusion how value for money can be achieved 2 points