PUBLIC SECTOR SUSTAINABILITY
FACILITY DATA WITHIN THE CLOUD:
he role of Information Technology (IT) within Facilities Management is dramatically changing. The Internet and in particular cloud computing has impacted the way that facilities managers can aggregate and access facility data in order to make smart decisions. Cloud computing – the delivery of software functionality through the cloud – has altered the facilities manager's approach to IT and has made effective tools for data storage and analysis readily available. No longer are Facilities Managers restricted to individual data hubs or spreadsheets to store their data, or challenged by the implementation costs of software installation. The cloud presents them with a centralised service offering and the ability to centrally coordinate and plan effective facilities management of their estates. The immediacy of online software updates and the wide range of features available are providing a strong incentive for facility managers to adopt this approach.
T
Cloud computing is one of the fastest growing segments of the IT industry today. Cloud computing is the use of computing resources (hardware and software) that are delivered as a service over a network (typically the Internet). In the case of facility management software, it refers to enterprise applications that are hosted by a third party and accessed by multiple users via the Web for a subscription-based fee. The ease of use, streamlined maintenance and support, limited capital investment, and rapid implementation make the adoption of cloud-based software an appealing choice for facilities managers who often face significant resource challenges.
A major benefit of cloud computing is that an organisation can avoid using capital budget pounds to procure software and hardware. Cloud computing purchases can be made at the operational level, within departmental budget authority, giving the facilities team flexibility in the purchase process. Also, the subscription model means a smaller
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How Facilities Managers can benefit Paul Gatland, Business Director, VFA Ltd
cash outlay up-front. Without the need for capital expense approval, the facilities department users can make the purchase decisions themselves and don’t have to seek approval from the IT department or a cross-functional committee. If, however, facility managers select a vendor whose offering is interoperable, scalable, and cost-efficient, they will benefit from increasing its acceptability within the IT organisation. In general, fewer people are involved in the decision-making process, resulting in a shorter purchase cycle and faster implementation.
Implementation and upgrade costs
are lower, as it is easy to address maintenance for many cloud-based clients at one time. The vendor can easily deploy maintenance solutions and new releases for a variety of customers simultaneously. There are no time- consuming upgrades and installations; users have rapid, regularly scheduled deployments. With the cloud model, the vendor is able to provide the end-user with better and more responsive service than with installed software. Facility managers often have data protection and security concerns in regards to asset information, which are readily addressed by the cloud model. Data is frequently backed up, which alleviates the fear of losing information. Strong security mechanisms keep all data that is entered and processed safe throughout storage and transmission of the information. The information is easily viewed by authorised users because it is all accessible after entering a secure log-in. Facilities teams often seek integration with other applications; for example, Computerised Maintenance Management Systems (CMMS). It can be extremely beneficial for facilities professionals to link maintenance and management data with facility condition and capital planning information, and it may be worth discussing this challenge with the IT department as well as the software
PUBLIC SECTOR SUSTAINABILITY • VOLUME 3 ISSUE 3
vendor. By linking these two unique facilities
management
technologies, users gain a total picture of projected and actual costs for
routine and preventive maintenance, repair, capital renewal, and multi-year capital requirements.
Managing the wealth of information related to facilities and their various building systems is an ongoing challenge, particularly for organisations with large and geographically diverse portfolios. Data about value, condition, age, and function, as well as about maintenance and renewal needs, is often scattered across multiple locations and systems, creating islands of knowledge. The benefit of using a cloud-based product is that it empowers organisations with a readily accessible central source of facility information. Facility managers, capital planners, financial analysts, and executives can all access the tools they need to effectively manage and maintain that facility data and to leverage it in making optimal decisions about facility spending and capital planning. Cloud services and storage are changing the role of IT for today's Facilities Managers. Using cloud-based applications requires only a browser and Internet connection, so FM teams can get up and running quickly and focus on the business at hand, not on technology. Individuals from across the organisation and around the world can easily and securely access facility data from any location. The ease of use, streamlined maintenance and support, limited capital investment, rapid implementation cycles, lower costs, and ability to easily share information with users throughout an organisation are all benefits that accrue to facilities managers with the adoption of a cloud-based facility management solution.
www.vfa.com
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