CAFM & IT
DEMYSTIFYING SOFTWARE PROCUREMENT
Selecting the best FM software to meet specific requirements can seem challenging and time consuming. However, as Gary Watkins, CEO of Service Works Global suggests, if you are armed with the right information this process can be greatly simplified.
Computer-aided FM (CAFM) software has become an essential backbone to the FM profession, giving facilities managers an operational and strategic advantage with the potential to manage thousands of assets, resources and operatives through a simple interface.
Recent research from Service Works Global (SWG) has found that over 70% of the public and private sector FM professionals who took part in the UK-wide survey are now using CAFM, in order to target key benefits such as easier reporting (80%), improved FM performance (76%) and management of legal and regulatory compliance (52%). Even emerging technologies like the internet of things are being used by 33% in conjunction with their CAFM systems.
It is possible to condense the process of selecting the best FM software to meet your organisational requirements into five essential steps.
Feasibility
Any CAFM project should begin with a feasibility study, whether implementing for the first time or upgrading a legacy system. This not only ensures that the business is ready to invest in a system before the project advances too far, but also helps to identify the organisation’s key requirements and that the solution is chosen to match. As well as the tangible benefits of the increased FM efficiencies gained through an effective software system, which would also have wider positive impacts on the whole organisation, the impact of doing nothing should also be considered. For example, a decline in service levels, customer and staff dissatisfaction, has a negative impact on business growth and development.
Considerations and Comparisons
A list of key criteria should be made for fair comparison between different systems. Potential users and managers must be involved in discussing and documenting the system’s functional requirements (such as resource scheduling, contract management or room bookings), avoiding a focus on current operating processes and looking at how the new system should operate. Any supporting IT infrastructure requirements should be addressed here, for example whether the system will run on the organisation’s own server, or if a cloud (hosted) solution is more appropriate. The business should also consider its financial requirements at this point, such as a
24 | TOMORROW’S FM
budget for the system as well as any additional allowance for training or future system maintenance.
Building a Business Case
As with any major investment, there is often a requirement to prepare a business case to provide financial justification and secure funding approval. When writing the case, there are several points to bear in mind. Arguments should be kept objective and succinct, avoiding jargon. Try to anticipate points of resistance and ensure these points are addressed in the document – your chosen vendor may be able to help with such information.
Implementation
There are two essential steps in this phase to ensure a smooth implementation. Firstly, a formal project plan should be agreed with all stakeholders to manage deadlines and resources. Assigning a project champion will facilitate communications across the organisation, establishing the system as a strategic business tool and pushing the project forward. Data management must be collected, validated and cleaned before transfer onto the new system, as rubbish in really will equate to rubbish out – however good the chosen system is.
Training
The success of the new system will be judged on the use of the system and the ease of the transition. This is largely based on the quality of training provided by the CAFM provider. Ensure it is understood what support is included in the price of the system, including user groups and future training, running costs, technical support including hours of cover, and future software upgrade options to ensure system longevity.
For more information and impartial advice, request SWG’s complimentary Quick Guide to Buying CAFM Software by visiting
swg.com/ insight/white-papers or email
info@swg.com.
www.swg.com twitter.com/TomorrowsFM
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48 |
Page 49 |
Page 50 |
Page 51 |
Page 52 |
Page 53 |
Page 54 |
Page 55 |
Page 56 |
Page 57 |
Page 58 |
Page 59 |
Page 60 |
Page 61 |
Page 62 |
Page 63 |
Page 64 |
Page 65 |
Page 66 |
Page 67 |
Page 68 |
Page 69 |
Page 70 |
Page 71 |
Page 72 |
Page 73 |
Page 74
