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It’s time to digitalize your facility management processes!

Monday,15 June 2020

Facility management supports the management and maintenance of an organization’s buildings, people and assets and helps manage its health and safety requirements. As such, it is a critical capability for ensuring business efficiency as well as business continuity.

Digitalization of facility management processes greatly improves productivity and work efficiency while reducing cost. However, many organizations are still using printed work orders, paper-based checklists, handwritten notes, walkie-talkies, excel sheets & call centers to manage their facilities.




WHY IS THAT?

Two major barriers that facility managers face in the implementation of facility management software are:

  • COST to buy, implement & maintain
  • COMPLEXITY to implement, use & maintain
  • However, with cloud-based facility management software, cost and complexity can be greatly reduced. Also, cloud software eliminates the need for building and managing ICT infrastructure for hosting, and simplifies anytime, anywhere access via any device.

The following are some key requirements that must be considered when selecting a cloud facility management software for your digitalization journey.

  • SUBSCRIPTION NOT PERPETUAL LICENSE
    Perpetual licenses require significant upfront costs complicating the buying decision. It also enables vendor lock-in as switching becomes unattractive due to the significant investment that has been already made
  • MOBILE FIRST NOT DESKTOP ONLY
    Facility management teams require mobility for anytime, anywhere access and greater productivity and work efficiency. If only desktop access is provided, it limits the value of the software.
  • AUTOMATED NOT MANUAL
    Automation of processes reduces human error and the variability of outcomes. It also reduces manpower
  • OPEN NOT CLOSED
    You own your data and should be able to access them without hindrance. Also, you may require further analysis of the data or you may want to pass it to another application. Unless the software is open, this is not possible without going back to the developer of the software.
  • PREBUILT CONNECTORS NOT CUSTOM CONNECTORS
    Having prebuilt connectors to third-party systems simplifies integrations and enables the creation of value added services. For example, you may wish to integrate a building management system or an access control system for the purpose of auto-creation of a work orders, or integrate with a meeting room management system to block a room under maintenance
  • SIMPLE & INTUITIVE UIs NOT COMPLEX UIs
    To increase adoption of facility management software, you require a fast learning curve. When manpower attrition is high, this becomes even more important.

iviva Facility Management ‘Software as a Service’ is a result of over 18 years of experience in developing and implementing software for building and facility management. This has enabled us to bring to market a solution that is easy to setup, affordable, field tested and flexible.

Come join us in this digital journey and experience the transformation!

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Author: Lakshita Wijerathne

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Reduce Facility Management Costs

  • Automate mundane maintenance tasks;
    Save time for value-adding tasks
  • Increase your task force’s efficiency;
    Reduce cost of manpower
  • Optimally manage your inventory;
    Restock only when you need to
  • Measure facility management process efficiency;
    Optimise your operations
  • Implement preventive maintenance;
    Increase asset reliability
  • Digitalize end to end business processes;
    Go paperless
 

Manage Your Work Centrally or Remotely

  • Powerful and flexible duty roster;
    Manage maintenance backlog efficiently
  • Multi-platform mobile access;
    Manage operations from anywhere, on any device
  • Monitor work centrally through dashboards;
    Receive technician updates sent from the mobile app
  • Add-ons to integrate building systems;
    Automate work order creation based on critical alarms
 

Improve Occupant Satisfaction

  • Empower occupants with web portal and mobile app access;
    Eliminate calls and emails
  • Automate service level reporting & management;
    Increase transparency of ongoing job requests
  • Receive ratings and reviews upon work completion;
    Quantify requester satisfaction
  • Optimally maintain building systems;
    Ensure a comfortable working environment
  • Run compliance audits frequently;
    Ensure occupants’ health and safety
 

Manage Service Provider Contracts and Performance

  • Measure SLA adherence;
    Track contractor performance and efficiency
  • Create work orders and assign to contractors;
    Receive quotes for additional work online
  • Track service contract expiry;
    Plan renewals well in advance
 

Be More Resilient In The Face of a Disaster

  • Access your data anytime, anywhere;
    Even when your building is inaccessible
  • All-in-cloud with redundancy and high availability;
    Rest assured your data is safe and always online
  • No more paper-based work allocation or approval processes;
    Continue business in a virtual world
  • 100% cloud-based SaaS solution;
    No on-premises servers to worry about

REQUESTERS

These users can only submit work requests, view status of the requests, follow-up on work requests, provide feedback on resolved work requests Typically, these users represent occupants of a facility.

ADMIN USERS

These users manage the account and have the ability of adding other users to account.

POWER USERS

Power Users represent the internal and external personnel who are responsible for ‘facility management’ function. All technicians/supervisors/vendor users/facility coordinators/managers fall into this category. They can plan, create, dispatch, monitor, update and close work orders.