TECHNOLOGY, CAFM & IT
DRIVING EFFICIENCY AND SAVINGS: THE BENEFITS OF CAFM SOLUTIONS
Unlocking financial savings for clients For clients, one of the fundamental questions is, "How does a CAFM system pay for itself?". The answer lies in how the system resolves some of the key issues that can increase costs in the FM process:
Fixed cost work includes rounding and represents the worst-case scenario, leading to overpayments. Rather than relying on fixed cost quotes, Ostara’s CAFM system allows for the use of estimates based on agreed rates to produce client savings, by ensuring that clients only pay for what they get based on individual engineer attendance times. Ostara’s experience suggests an average saving of 15-25% through this process.
Missed PPM visits result in paying for work not done. PPM contracts are typically agreed based on a number of visits within a set year, and without a CAFM system to track PPM attendance, clients risk paying for uncompleted work. Ostara's CAFM automatically marks late PPMs as 'not done', bringing forward the next visit and saving the missed cost. This feature offers an approximate saving of up to 20%, depending on contractor performance.
Inaccurate or fraudulent start and stop times lead to higher costs. CAFM Systems should employ a controlled check-in process, requiring engineers to confirm their location before starting and stopping work, as this reduces opportunities for overcharging. The Ostara CAFM System uses proprietary Bluetooth technology to control contractor check-ins, resulting in a typical 4-5% saving on the average cost for Reactive Work Orders.
Data and transparency CAFM systems should provide complete, tamper-proof data that improve visibility and accountability.
Non-contentious reviews: Full and accurate performance information, based on engineer-provided data, allows for non-contentious discussions and reviews with clients.
Right engineer, right job: A defined data structure for symptoms and assets increases the likelihood of the contractor sending the correct engineer with the right skills, first time.
Auditing and history: Contractors can update Work Orders with comments for future reference and auditing purposes. The availability of information should then feed into an integrated audit function, allowing for the auditing of work completed, invoices or compliance certificates.
Efficiency and process benefits CAFM systems streamline key operational procedures:
Faster payment cycle: Pre-invoice upload validation checks ensure rates, time, and parts align with contractual agreements before submission, removing delays from the approval and payment process.
38 | TOMORROW’S FM
Real-time management:Web Portals can provide real- time information on all outstanding works, allowing for timely management.
Digital communication: Features like the ability to request uplifts, receive formal authorisation confirmation, and use a messaging facility between the contractor and client minimise invoicing disputes and improve communication.
Mobile workforce: Accompanying mobile apps such as Ostara’s provide engineers with improved communication, the ability to upload photos, capture signatures and the functionality to work offline in areas with poor connectivity.
Compliance and risk reduction Compliance should be built into the CAFM system:
Health and safety: Processes should include increased awareness of asbestos and the inclusion of dynamic risk assessments prior to work starting, aimed at reducing risks to staff and the public.
Legislative certificate management: CAFM solutions should streamline legislative certificate management by ensuring certificates for required works are uploaded and verified before invoicing. This provides clients with real- time compliance visibility, calculated against their specific requirements, not just the number of certificates held.
By enhancing visibility, ensuring compliance, and providing clear, uncomplicated systems, CAFM solutions are positioned to redefine how facilities management contracts are executed, driving savings for clients and efficiency for contractors.
At Ostara, we are excited by the future of CAFM systems and the benefits that they can bring to clients. Our own system will soon be relaunched under the new name of ‘Nexus’, and will provide clients with the wealth of features they are accustomed to, alongside new, modern aesthetics and even more cutting-edge technology.
www.ostarasystems.com
twitter.com/TomorrowsFM
The landscape of facilities management is constantly evolving, demanding greater transparency, efficiency, and cost control. CAFM systems should be designed to meet these challenges head-on, offering significant benefits for both clients and contractors, says Ostara Systems.
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