What is an FM managed CAFM system?

If your business is looking for ways to improve productivity and increase efficiency particularly in the area of property management, then you may well have considered using an CAFM (Computer Aided Facilities Management) system to help manage your facility.

With facilities managers increasingly balancing a wide range of tasks from building and asset maintenance to cleaning and sometimes even security, using an array of spreadsheets to juggle maintenance schedules and cleaning rotas just isn’t viable any longer.

Plus, as FM plays a more strategic role in business, covering areas such as employee engagement and retention, sustainability and CSR, there is an increasing need for reporting, data analysis and MI, all of which can be made easier with a CAFM system.

Let’s take a look at how a CAFM system, when managed by an FM company, can bring increased business benefits.

CAFM: the software at the heart of FM

A CAFM system is designed to incorporate all aspects of building management into one, easy to use, solution. The collaborative nature of CAFM systems means that workflows can be optimised to ensure tasks are being completed efficiently, are cost-effective, and can ensure compliance.

They are designed to optimise and automate facilities management operations in key areas such as asset maintenance, sub-contractor management and compliance tracking, but can also include tools for:

• Budget and cost management
• Helpdesk management
• Property and asset management
• Space and occupancy management
• SLA and KPI monitoring
• Analytics and reporting

CAFM and the benefits of working with an FM partner

1. Cost analysis

CAFM tools form a key part of helping to manage FM costs and help to deliver cost savings. An externally managed CAFM allows your FM provider to perform regular analysis of data from right across the business enabling them to track spend, examine key performance indicators, and make methodical decisions based on this data.

For example, at the start of any new relationship, Precision FM will work with the new partner to agree a PPM schedule. We can advise on the trade-offs in cost between PPM expense and capital expense, as items need to be replaced, and we can estimate from the start when assets will likely need replacing, given their age and service history.

But these and other models are then continuously re-assessed as maintenance information flows in. The custom reports we use to do this are available 24/7 to our customers as well as our own staff.

2. Asset management and monitoring

With an FM managed CAFM system, you’ll be able to track the health of critical assets with your FM provider reporting back on their status and if any maintenance is required.

The CAFM system can record asset maintenance history records, allowing your FM team to see how the assets are performing and, if there’s a recurring issue, how they might be able to offer a better solution.  This could be that rather than undergo multiple repairs with multiple call-out costs, it’s more cost-effective to replace the asset entirely.

3. Contractor and worker management

An effective CAFM system can be used to monitor and manage third-party contractors and also the work schedules of any on-site maintenance teams.  By ensuring that calendars are kept up to date, your FM provider will be able to share in advance any dates when contractors will need to be on site and the system can then manage the remote uploading of work orders and job sheets, streamlining operations for the building manager.

4. Reporting and data

Long gone are the days where a building manager would be swamped under a mountain of spreadsheets, timesheets and log books. CAFM solutions make inefficient tracking of manual  management systems a thing of the past, however it is knowing how best to use the data now at your fingertips which is key.

An FM managed system can ensure that building managers are provided with all information in one place, allowing them to see easily trends, reports, and provide senior leadership teams with timely data to assist in strategic planning and operational decision-making.

Utilising expertise and experience

Brij Thankey, CEO at Precision FM comments “Most modern workplaces require mobility and flexibility. Having a CAFM system that is able to adapt and evolve to keep in pace with the changing needs of the business is important.

“But it is also important to ensure that you understand and are exploiting all of the ways a CAFM system can help maximise business efficiencies. This is where an FM company should be able to demonstrate the benefits of a professionally managed FM solution.

“We use our knowledge and experience to show our customers how they are benefiting from working with us and this includes the effective management of a CAFM system, helping to drive greater efficiency and boost business performance.”

If you are looking to gain a better understanding of how an FM-managed CAFM system could help your business, then contact the team at Precision FM for more information on 0116 366 6508 or info@precisionfm.co.uk.