McLaren CAFM Explorer. Supporting Safe, Efficient and Compliant Facilities

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1 McLaren CAFM Explorer Supporting Safe, Efficient and Compliant Facilities

2 Supporting facility managers in over 45 countries Available in the cloud or on your own IT infrastructure McLaren CAFM Explorer has been designed to support and streamline the facilities management tasks of the smallest to the largest corporate, commercial or public facilities. Helping customers across the world ensure safety, efficiency and compliance. McLaren CAFM Explorer has been proven to reduce operational costs in a wide range of industries. McLaren CAFM Explorer is a fully integrated suite of applications available either on-premise (installed on your own network) or OnAir hosted in the cloud at one of McLaren s secure data centres in the UK, USA or UAE. About McLaren Software McLaren Software, part of the UK Idox Group, is a leading supplier of project collaboration and asset / facility operations software solutions with offices in North America, Asia, Europe and Australia. Over 20 years experience has been built into CAFM Explorer. CAFM is a registered trade mark of McLaren Software. McLaren CAFM Explorer user group keep in good company McLaren CAFM Explorer is supported by an active and enthusiastic user group where customers network with their peers and colleagues and provide valuable input to McLaren CAFM Explorer developments. Industries served Charity / Not for Profit Education Energy & Utilities Engineering & Construction Facilities Management Service Providers Financial Services Healthcare Legal Leisure & Entertainment Manufacturing Media, IT & Telecom s Oil & Gas Public Sector Real Estate / Property Retail Transportation McLaren CAFM Explorer a fully integrated suite of applications: Available on-premise or in the cloud Help Desk Work Planner Pre-Planned Maintenance Purchase Order and Invoices Budgets Contracts and Projects Contractor / Supplier management Room Booking Asset and Personnel Register Property Management Document Cabinet Stock Control Space Management Integration with AutoCAD Over 250 Standard Reports Live Dashboard 2

3 CAFM Explorer: Applications Help Desk... 4 Work Planner... 5 Cost Control... 6 Asset Tracking... 7 Property Management... 8 Planned Maintenance... 9 Room Booking...10 Space Management...11 Dashboard & Reporting...12 CAFM Web...13 CAFM Mobile...14 Business System Integration

4 CAFM Explorer: Help Desk The McLaren CAFM Explorer Help Desk application provides: A simple, efficient and reliable help desk solution for both reactive and planned maintenance. Reduce workloads and improve your customer service with on screen alerts that monitor service levels to ensure a high standard service is delivered. Easily prioritise work load by the effective scheduling of trades people enabling help desk operators to view all work activities. Track asset maintenance history, costs and materials. Central and self service call logging Fully scalable for multiple or single companies, locations or buildings Ability to schedule work and view trades people and services providers on a work planner Work assignment to either internal maintenance staff or external contractors Easy tracking of maintenance activity status updates and on screen alerts Automated notification of work requests & updates Easy search and visibility of calls Automatic hazard and asbestos alerts Proactive management of service level agreements (SLAs) Easy cost allocation and option to raise purchase orders during call logging process Dashboard for live reporting of Help Desk performance Association of required documentation i.e. risk assessment or standard operating procedures against activities Planned maintenance scheduling, including required time and total available hours Self-service portal for user request logging Wide range of comprehensive Help Desk reports 4

5 CAFM Explorer: Work Planner The McLaren CAFM Explorer Work Planner is an easy to use application with Microsoft Outlook style calendars. Ability to record and upload public holidays, annual leave, sickness and other activities Calendar & work planner displaying activities for each trades person Easy & quick scheduling of work order tasks, assigned on a fixed or floating basis to available trades people On screen alerts when scheduling work for trades people in different locations to enable travel time. Further alerts for clashing calendar activities, work scheduled outside the required service level or exceeding the maximum working hours Help Desk work order and room booking meetings are created as calendar entries for the assigned trades person. A wide range of reports including time sheets & resource capacity and optimisation. Calendars can be updated automatically or manually to record public holidays, annual leave and sickness. Updates can be applied to one or more selected trades people in a single update. The calendars and work planner support real-time updates of room booking meetings and help desk requests. CAFM Work Planner incorporates an easy to use display of employee schedules and activities. Activities can be moved between available trades people by a simple click and drag. CAFM Work Planner is designed to improve service levels by reducing duplicate workloads, minimizing time spent travelling and allocating tasks, maximising efficiency and much more

6 CAFM Explorer: Cost Control The McLaren CAFM Explorer Cost Control application ensures: An accurate account of facilities purchasing, invoicing and other financial data tracked through a multi level hierarchy of budgets, contracts and projects. Ability for two-way communication with corporate financial systems Utilisation of web services for automated 3rd party integration Purchase order and invoice reconciliation Costs tracked through a multi-level hierarchy of financial data Tracking of a facilities spend and generation of single or multi-line purchase orders Ability to discount purchase orders or individual line items Easy to navigate, search and view all financial information Tracking of project spend, key dates and stakeholders Contract monitoring and compliance Tracking and reporting of contractor invoices to monitor maintenance costs Easy distribution of information to stakeholders Comprehensive financial reports 6

7 CAFM Explorer: Asset Tracking McLaren CAFM Explorer is a comprehensive Asset Tracking application designed: To record, move and manage all asset data. Provides a full audit trail of asset and asset maintenance history. Complete asset register Location, warranty, parts and maintenance tracking Logical grouping of assets for easy storage, retrieval and viewing Condition monitoring Integration with help desk and planned maintenance enables full visibility of an asset s service history Association of assets to people, departments or locations Detailed financial and ownership information Movement and tracking of assets either within AutoCAD TM or McLaren CAFM Explorer Asset maintenance contract association for automatic issue of work orders to nominated contractors Easy export of asset data to third party applications, or an external asset register Export of asset information to hand-held devices for ease of survey completion Automatic asset reporting 7

8 CAFM Explorer: Property Management McLaren CAFM Explorer Property Management application enables: You to establish a comprehensive database of property information for any location. It s the perfect tool to simplify the operation of your business. Ability to manage single or multiple companies and facilities within one database Easy navigation of all property information through a geographical, office location or even a maintenance responsibility hierarchy Schedule reports for reminders of lease renewals, rent and break reviews Tenures can be linked to multiple locations enabling a single tenure to be linked to one or more localities Ability to specify charges as payable or receivable Management of health & safety equipment and service requests Storage and maintenance of hazardous materials data Ability to track condition of building elements including structure, fabric and mechanical Contractor management, including expiry date and tracking of Health and Safety documents Monitoring of building lifecycle costs Storage of all property related documents such as contracts, lease agreements and health and safety documents Easy to navigate storage of all contact information, including fire officers, first aiders and facilities managers Web based access via CAFM Web Comprehensive property management reports 8

9 CAFM Explorer: Planned Maintenance McLaren CAFM Explorer Planned Maintenance application provides: The perfect tool for managing all planned and scheduled activities including asset, building or health & safety maintenance routines. Management and compliance of maintenance requirements Planned maintenance tasks can be scheduled to available trades people Visual work planner display Provision of data for future resource planning and allocation Auto generation of work orders from planned tasks Provision of required documentation including risk assessment or standard operating procedures Work permit notifications can be sent directly to contractors Ability to capture costs and materials used for each activity View progress of asset maintenance and to ensure workload can be managed on a daily basis Work planner to schedule tasks to available trades people Comprehensive planned maintenance reports Simple and flexible to set up, when planned tasks are due the correct resources are automatically notified eliminating the risk of missed activities or maintenance routines. 9

10 CAFM Explorer: Room Booking The McLaren CAFM Explorer Room Booking application is designed to streamline the entire process of booking, related equipment and catering services. The room booking wizard allows for easy management of single and re-occurring bookings, including automatic generation of work orders to the helpdesk for associated activities such as catering and porterage requests. The Room Booking application can also cater for partitioned meeting rooms, detect clashed bookings and allow for room set up and cleaning times. Generation and tracking of unique booking references Support for ad-hoc booking and long term bookings Easy to use booking process for single or multiple occurrence meetings Real time availability checking to eliminate double bookings Integrated web support for creating on-line bookings, catering and services Integration with individual calendars and CAFM Work Planner Attendee invitation and update facility for internal and external people Automated notification, update and reminders Booking search, retrieval and gantt chart view Instant distribution of associated documents, meeting notes and location maps Automatic work order issue for tasks associated to bookings Creation of ad-hoc meeting rooms Ability to assign and associate booking charges Ability to select services or catering requirements from customised menus Manage car park bookings providing information to reception and security staff 10

11 CAFM Explorer: Space Management McLaren CAFM Explorer Space Management application supports integrates with Autodesk AutoCAD TM for the management of space, asset and property data. CAFM Explorer Space Management highlights essential information on an AutoCAD drawing to assist with space planning and cost recharging. Fully integrated with Autodesk AutoCAD TM Automatic tracking of people, assets, hazards, asbestos and generation of to do tasks Allocation of room usage, charges and space utilisation Map spaces, assets and assign attributes Two way communication between facilities drawings and McLaren CAFM Explorer Generation of drawings for space planning purposes Automatic hatching identifying departments, space type, divisions and other categorisations Customisable label attributes with core information from the facilities database with size and leader lines Space calculations automatically updated Ability to charge departments for the space occupied Automatic updates of graphical area when space polyline is updated due to department changes View the data instantly in CAFM Explorer where graphical information is rolled up from space to company level in the hierarchy Analyse the data using CAFM Reports Explorer 11

12 CAFM Explorer: Dashboard & Reporting Over 250 configurable reports provided as standard Measure performance benchmarking Automatic generation of reports with notifications Specific corporate reporting requirements Cost control and monitoring Help Desk performance management Key performance indicator reports on Help Desk activity McLaren CAFM Explorer Dashboard Reporting ensures: The correct facilities information is delivered to the right people at the right time. CAFM Report Explorer sits at the heart of the McLaren CAFM Explorer and provides a flexible and interactive reporting tool. 12

13 INTRODUCING: CAFM Web CAFM Web Quick and easy to deploy no software to download or update to local devices Support for desktop, laptop and tablet devices Simple, fast fault reporting and automatic generation of reactive work orders Ability for users to track fault progress and view estimated completion times Contractors and engineers are able to manage their own work requests Configurable screens to limit access to key information Introducing CAFM Web Designed to provide users with an intuitive web based interface and mobility. CAFM Web supports a wide range of desktop, laptop or tablet internet enabled devices. The CAFM Web Help Desk includes the following functionality: Log, assign and issue work orders Update existing work orders by changing service levels and reissuing work Add notes, labour time, link assets and add costs Place work order On Hold and take Off Hold Resolve and/or complete work orders Add and view documents The web-based Help Desk solution enables your organisation to manage and deliver support services to your employees and customers through a central web-based Help Desk. CAFM Web compliments the CAFM Explorer help desk and property modules supporting user help desk requests in addition to specific contractor and engineer access. Access security is ensured via unique login credentials which determine which information is available to any given user. CAFM Web also provides support for CAFM Reports Explorer allowing users to remotely run selected reports managed by CAFM Explorer. Based on the latest HTML5 technology CAFM Web users are able to log into CFAM Explorer without the need to download or update software. Users are provide with greater mobility and ease of access using whatever is the most appropriate device to suit their role or location at any given time. 13

14 CAFM Explorer: CAFM Mobile CAFM Mobile greatly enhances the efficiency of a Maintenance Team by enabling work orders to be viewed on a trades person s mobile device. When work is started and completed the trades person can communicate the current status of jobs, including costs and parts, back to the McLaren CAFM Explorer Help Desk via the mobile device. When using CAFM Mobile operators are able to see at a glance the trades person s whereabouts by viewing the Work Planner application, work order calendar entries are updated instantly shown when travel has commenced or work has started. CAFM Mobile is compatible with mobile devices, including Apple ios, Andriod and Windows mobile and tablet devices. CAFM Mobile can be deployed over a secure (http) web site and has the ability to capture HTML signature capture (providing device has touch screen functionality). CAFM Mobile provides functionality to enable trades people to: Retrieve work orders assigned specifically to them. Log work orders from the Mobile device using the Team Leader Mobile Role Retrieve and Accept work orders assigned to their related Trade Code(s) Use Start functionality to indicate that they have commenced work on work orders assigned to them. Place work orders assigned to them On Hold and Take Off Hold. Resolve and/or Complete work orders assigned to them. The system can be configured to allow trades people to either resolve or complete work orders depending on whether one or two stage work order closure is used. CAFM Mobile can also be configured to show Reactive and/or planned jobs, Costs, Parts, Notes and Assets. This will need to be configured when Mobile is installed. Real time communication to field based personnel improving workflow, reducing administration costs whilst increasing productivity Log work orders from the mobile device using the Team Leader Mobile Role View notes added by other users, for example on a work order through the Help Desk Add notes to a McLaren CAFM Explorer work order that has been assigned to them Edit notes they have previously added on to a work order assigned to them Link assets to a work order assigned to them Remove assets linked to a work order that is assigned to them Add parts to a work orders Update parts on a work order Add and edit miscellaneous costs on a work order Select a labour charge Record travel time Attach trades person and customer risk assessments to a work order Filter assigned work order by job list, location or building CAFM Mobile, also provides the ability to: Confirm and sign that a risk assessment has been carried out Sign that the trades person has arrived on site/started the work order Sign that the trades person has departed site/finished the work order 14

15 CAFM Explorer: Business System Integration Services available : Web services to enable integration with third party applications including: Financial systems HR systems IT help desks Building management systems (BMS) Active Directory When it comes to building and maintaining databases and integrating with other business applications our customers find McLaren CAFM Explorer a perfect solution. System integration has become a key factor in allowing our clients to have the capability to develop their McLaren CAFM Explorer database. Our automated import tools make the initial data build a fast track way of getting started, from building a fully functional database to training by self-learning tutorials or, by one to one on line training sessions. McLaren CAFM Explorer integrates via web services to seamlessly connect to 3rd party applications or a link to Active Directory. 15

16 McLaren CAFM Explorer has been designed to support and streamline the facilities management tasks from the smallest to the largest companies and organizations. Our support services are equally scalable ensuring each customer enjoys the full benefit of their investment from those with little or no in house IT support to the most self sufficient. Annual Support & Maintenance Subscribing to the McLaren CAFM Explorer annual support and maintenance provides customers with:- Upgrades, updates and versions of software licenses Help Desk Support by telephone, on-line (with secure remote control), for administrators and end users Access to McLaren CAFM Explorer tips and tricks resources Option to join the active and independent McLaren CAFM Explorer User Group McLaren Software are a leading provider and one of the original pioneers of CAFM or Computer Aided Facilities Management software. McLaren CAFM Explorer is in use by corporate, commercial, public sector organizations and service providers in 45 countries. CAFM Explorer is available either on-premise or in the cloud, designed for ease of use by windows, web and mobile users McLaren CAFM Explorer supports building maintenance, property management, help desk, space management, room, resource scheduling and cost control within a single integrated package. McLaren CAFM Explorer is backed by a highly regarded customer support, training and consultancy services team to ensure ease of migration, installation, integration and a rapid return on investment. Product innovations and developments are supported by an active and independent McLaren CAFM Explorer User Group formed in the For more information us at info@cafmexplorer.com or visit our website McLaren Software Idox Regional Offices in: Westfield House, Bonnetts Lane Ifield, Crawley, West Sussex, RH11 0NY, UK Tel +44 (0) Fax +44 (0) Chancery Exchange, 10 Furnival Street, London EC4A 1AB, UK Tel: +44(0) Fax: +44 (0) Sales: +44 (0) Glasgow, UK Tel Frankfurt, Germany Tel Paris, France Tel Houston, USA Tel Perth, Australia Tel Pune, India Tel San Francisco, USA Tel Idox plc. CAFM TM is a trademark of FMx Ideas, solutions, suggestions, hints and procedures from this document are the intellectual property of Idox plc and thus protected by copyright. They may not be reproduced, transmitted to third parties or used in any form for commercial purposes without the express permission of Idox group.