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HOW OSTARA SYSTEMS HELPS RESPOND TO
DIFFERENT FM MODELS Since its inception more than a decade ago, Ostara Systems has pursued the ideology of creating an FM system that’s underlying strength is its flexibility. The company now boasts a wide- ranging portfolio of clients in a variety of different sectors.
In the hospitality industry, one of the greatest challenges facing companies is financial control. Due to the highly competitive nature of the industry, clients find themselves in need of far stricter financial controls than their colleagues in other sectors. Taking Hawthorn Leisure as an example, a year into its partnership with Ostara it elected to bring its maintenance management in-house, having previously used an outsourced agent.
The Ostara CAFM software enabled Hawthorn to move their maintenance processes to a fully electronic and more automated platform, eliminating the need for paper filing as invoices are submitted and verified electronically. The availability of the Ostara Mobile App, with its offline functionality, meant that the client was only charged for exactly the amount of time that a contractor was on site. Coupled with Ostara’s ability to set bespoke authorisation rules, Hawthorn has
been able to maintain a close control of their maintenance spend.
In the banking sector, Santander has provided Ostara with a number of interesting challenges. To allow the CAFM specialist to work with the bank and others within the financial sector, it needed to become FSQS certified. This certification requires compliance with a multitude of stringent safety and financial requirements. While entering into a five-year partnership with Ostara, Santander also reviewed its single source contractor model, to provide them with the benefits of single source, as well as the control the Ostara CAFM system could provide.
Ostara established a dedicated helpdesk to coordinate all workplace services and maintenance activities across the Santander estate, including retail, data centres and head office buildings. The system facilitates Santander’s monitoring of their comprehensive contract, with its elements of volume, cost limit, inclusions and exclusions. Working alongside Santander and their contractor, ISS, Ostara have been able to provide visibility and a platform for them to evolve to a full asset management solution.
In retail, Primark has partnered with Ostara to create a system and processes that will allow them to control maintenance activities across 12 different countries. Beginning with
stores in the UK, the system was rolled out initially to only manage maintenance, but is now used by other departments such as security and visual merchandising to facilitate their activities. Primark have been keen to continue to roll out the Ostara System to further stores throughout Europe and the USA, where the system now works in nine different languages with multiple currencies and multiple time zones.
Ostara has developed a system which automates asset management and legislative compliance. Its CAFM solution allows a client to upload its entire asset database into the system, or to asset tag their estate, asset by asset, by using the Ostara Mobile App. The level of detail captured in Ostara provides data on asset performance, and the ability to predict future replacement based on age, spend and condition.
This asset management and compliance solution offered by Ostara was key to Whitbread Plc choosing Ostara as its CAFM provider. Whitbread are now able to move to a full asset management process to assist in the management of their warranty and compliance, in addition to the ability to make repair or replace decisions in real time. Legislative compliance driven at both asset and building level is fully managed within the system, as certificates are uploaded into the system and dates for future visits are automatically calculated.
The experiences of Ostara can be seen as an example of the challenges faced by CAFM providers in today’s economy. The ever- growing importance of financial control and the flexibility needed to keep up with the diverse demands of today’s market, the growing globalisation of corporations, asset management and legal compliance must all be integrated and be at the forefront of CAFM software if providers wish to continue to be relevant within the industry.
www.ostarasystems.com 08 | TOMORROW’S FM
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