CAFM Solutions Guide

Transcription

1 Best practise for selecting and implementing a new CAFM system

2 Contents Introduction Introduction 3 Choosing the right CAFM tools to support your organizational goals 4 How to choose the right CAFM provider for your organization 6 Getting the most value from your chosen provider 11 Integrated Computer Assisted Facilities Management (CAFM) systems provide significant operational and strategic benefits. They allow Corporate real estate (CRE) teams to maximize portfolios and optimize costs and enable teams to align business practice with external pressures. They also allow for smarter monitoring, data reporting and cost analysis. This in turn creates greater accountability and transparency in FM records. The rapid evolution of technology has fueled the development of online CAFM tools. No longer are static spreadsheets a viable option. As new challenges and technologies emerge responsive CAFM providers adapt, incorporating mobile and Internet of Things (IoT) technology. Core functionality of many CAFM systems today includes space and move management. Big data enables CAFM teams to strategically plan future space allocation. Yet the increasing uptake of mobile technology presents both new challenges and opportunities. 3 The Changing Workplace Agile work practices and technologies empowers employees to be more productive. CAFM systems incorporating IoT technology allow organizations to track footfall. Whilst on-demand occupancy analysis enables greater efficiency than ever before. So with the large number of potential solutions available how do you decide which CAFM system will deliver the most value? Obviously it s important to choose the right tools to achieve your FM goals. However, you also need a future-proof product which will adapt to your needs as new challenges and technology emerge. This whitepaper outlines the three key considerations to help you select the best CAFM solution for your organization: 1. Understanding CAFM platform functionality and assessing which will best suit your organization s needs 2. The best practice when selecting a CAFM platform and provider 3. Ensuring you continue to gain value from your CAFM system after implementation

3 Choosing the right CAFM tools to support your organizational goals CAFM SYSTEM CAPABILITIES CORE CAFM BROADER PLATFORM FUNCTIONALITY MOBILE APPS HARDWARE INTEGRATION The correct CAFM platform can play a beneficial role strategically and operationally. Platforms support: Before deciding which potential CAFM tools your organization requires assess your FM goals. Create a blueprint of your organizational processes and map out areas for improvement. Space Management Move Manager Reporting Data Editor + User Editor Strategic Planning Tool Asset Tracking Portal Space Surveys Space Booking Building Monitor Internet of Things (IoT) Desk Sensors Beam Counters Video Based Counters Quick and accurate data capture and tracking Automated data processing Powerful analysis Drilling through data to understand facilities broadly globally, by region, building or floor To achieve greatest benefit platforms should also integrate with current processes and infrastructure. Examine the overlap between those two outputs then begin assessing platforms behavior sets. Comprehensive space management across a global, regional, building or floor level Move planning, Use existing data to plan for future space requirements Updates on internal changes of equipment, staff Support flexible working practices and provide employees a portal to reserve space (i.e. meeting rooms, desks) Monitor footfall enabling maintenance of a program of effective energy usage and compliance Sharing and collaboration with personnel, suppliers and partners Efficiency improvement to end-users CAFM offers instant access to critical data enabling you to track all aspects of FM at a glance. This includes monitoring employee productivity to creating compliance-focused audit histories in seconds. Virtual dashboards allow you to quickly view and address potential bottlenecks. Whereas inbuilt reporting enables you to generate many different reports in a few mouse clicks. Further considerations include IT requirements, working practices, product output, software and employee costs. Platforms should be flexible enough to meet FM goals and fit in with existing operations. implementation and analysis Monitor moverelated churn Collaborate with personnel & stakeholders Access wide & deep metrics records including Space reports, Move reports, Building Stack Edit data with simple visual tools Control access to data to the and processes Stock/ materials control & purchasing Management of warehouse stock levels Maintaining minimum stock levels based on usage and automated reordering Monitor space utilization and occupancy Review/ book available workstations through a choice of search options including tile option and floor plan A way for employees and guests to be able to find where they need to go in unfamiliar facilities Provide wholistic real-time occupancy data Monitor air quality through facilities relevant users 4 The Changing Workplace 5

4 How to choose the right CAFM provider for your organization The best CAFM solutions enable you to plan, manage, track and report on all aspects of your facilities. Now you have decided which CAFM tools are necessary to support your FM goals, you need to select a platform and provider to deliver these tools. So how do you decide which provider will deliver the best value for your organization? Providers should give you confidence they will continue to meet your requirements across a contract life cycle. Besides examining the platform s capabilities you also need to assess their experience. 6 The Changing Workplace Ask for case studies and proof of rolling out solutions to similar organizations. You should also consider the CAFM provider s operational model and aftersales service. 3 CRITERIA FOR EVALUATING CAFM PROVIDERS 1. PRODUCT VALUE BEHAVIOR SET USABILITY ROADMAP 2. AFTER SALES SERVICE Assess the provider s help-desk reputations and if their coverage meets your requirements. An organization utilizing a softwareas-a-service (SAAS) model will assure regular system improvements. SAAS also offers opportunities to update tools more often so you get more value from your system. SERVICE VALUE CLIENT MANAGEMENT TRAINING & SUPPORT 3. COMPANY EXPERIENCE HISTORY OF DELIVERY COMPANY STABILITY 7

5 Remember solutions should be flexible enough to fit in with your existing operations. These steps will let you make an informed decision and select the most suitable provider: CAFM SOURCING & IMPLEMENTATION CHECKLIST AUDIT YOUR EXISTING FM PROCESSES Investigate the provider s business model (i.e. SaaS delivery, etc..) Explore how the CAFM solution is accessed (i.e. cloud based or hosted in-house) Choose a suite of modules that addresses your identified organizational needs Solutions should be flexible enough to fit in with existing operations. IDENTIFY AREAS OF I N T E G R AT I O N Collect references from the supplier s existing clients. (Extra points if they re in a related industry) IDENTIFY YOUR WEAKNESSES Determine what level of support you will have both during and after implementation Confirm whether you will have a dedicated account manager Request visibility of the supplier s roadmap EXAMINE THE EVIDENCE Take note of their commitment to investing and innovating in their platform/tools Question supplier s industry knowledge Explore their understanding of the strategic and operational challenges facing Facilities Managers S T R AT E G I Z E W I T H Y O U R PROVIDER EXPLO RE NEW TECHNO LO GY 8 The Changing Workplace 9

6 Getting the most value from your chosen provider FM is rapidly changing. Choosing a future-proof product is more important than ever. Once your CAFM platform is live a provider s service shouldn t stop at maintenance. It is important they continue to add value throughout your contract life-cycle. You need to assess their level of support, training and business model to ensure they suit your needs. Providers should assign an account manager as a primary point of contact for the client. This manager should build relationships with personnel in your organization. Account Managers need to deepen and embed their knowledge of your organization to act as a pivotal bridge. This will ensure your organization gains the most value from your new CAFM tools. The provider should also offer accessible support through a dedicated help-desk. You need tools that are capable of performing a broad amount, but you also need them to be easy to use. When on-boarding a new or updated system it is important account managers provide sufficient training. This should include self-service material such as on-demand training videos and instruction guides. CAFM providers offering a softwareas-a-service (SAAS) model will make regular system improvements. Further benefits include opportunities to upgrade your bundle or add extra modules. This last point is particularly important as the industry continues to rapidly evolve. Five years ago mobile and IoT where not considered industry game changers, today they are. You need a system that enables you to cost-effectively adjust to trends. 10 The Changing Workplace FM is rapidly changing. 11

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