Enhancing FM Process Capability with IT

Using IT to enhance the process capability of FM Facilities Management 1 [D39FM] Unit 5

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.1 Introduction 7.1.1 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.1 Introduction 7.1.1 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.1 Introduction 7.1.2 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) Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM Tactical Level • Data to make responsibilities oriented decisions • Info for analysis and design processes 7.2 CAFM Systems Operation Level • Data to make task oriented decisions • Info for implementation and execution Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.2 CAFM Systems • CAFM perform 3 basic functions:- Collection of Data • Auto importing from BMS • 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.2 CAFM Systems • CAFM perform 3 basic functions:- Analysis & Retrieval of Data • High speed • Customized reporting template/ module • Trend analysis • Logging Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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? Facilities Management 1 [D39FM] Unit 7

NAICLAS™ Introduction

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

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

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

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

CLAStm Lease ReportsStandard 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

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

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

Using IT To Enhance the Process Capability of FM

Using IT To Enhance the Process Capability of FM 7.5 IT Procurement Process – 4 Stages Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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? Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 7.5 IT Procurement Process – 4 Stages Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Using IT To Enhance the Process Capability of FM 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 Facilities Management 1 [D39FM] Unit 7

Answering Exam Questions • CHECKING • Changing answers • Did you answer the question? • PLANNING • Strategizing • Choosing • Timing • Answering • Outline • WRITING • Quality versus speed • Dun get lost. Follow the plan. • Skipping • Language • Bullet points? Facilities Management 1 [D39FM] Unit 7

Answering Exam Questions2016 Exams Facilities Management 1 [D39FM] Unit 7

Answering Exam Questions2016 Exams • PLANNING • Strategizing – download from your memory bank/ which chapter? • Choosing - do I answer this question first, 2nd or 3rd? • Timing – 120mins/3 = 40min – 30min/ 40min or 50min? • Answering – What is the action word? Key words? • Outline – 34/2= 15 points. Facilities Management 1 [D39FM] Unit 7

Answering Exam Questions2016 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 Facilities Management 1 [D39FM] Unit 7

Enhancing FM Process Capability with IT