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Facility Management Software

What is Facility Management Software?

Facility management (FM) software has evolved from being a system merely for registering buildings and asset data, to a system that aims to increase efficiency in the planning and execution of facility processes .

Facility management software is fully web based and includes: 

  • Workflow management
  • Extensive reporting
  • Business analytics
  • Integration with other IT systems like:

Facility management software is often available via the cloud and delivered in a SaaS (Software as a Service), model increasing your flexibility of use and reducing your internal maintenance and investment effort. Cloud-based facility management software is becoming more common. The phrase ‘facilities management software’ is used interchangeably. When talking specifically about the software, the terms Computer Aided Facility Management (CAFM) and more recently Integrated Workplace Management System (IWMS) are commonplace.

A successful Facility Management strategy

There are numerous benefits to FM software. As well as providing operational support to facility management processes like space, maintenance and services management , facility management software provides managers with valuable information and analytics that help them with making the right decisions, implementing the right measures, and tracking the results.

1. Facility Managment software costs and savings potential

It all starts with cost transparency and solid costs registration and allocation. In many cases facility management software is connected with financial systems to reduce manual data input and ensure data consistency. FM software can show costs in dashboards like costs per m2 per year, costs per workplace per month, costs per user, or any other relevant report. These reports allow you to identify saving potentials based on trends, deviations, and internal or external benchmarking.

2. Flexibility to adapt to changing business and operational requirements

Facility management supports the core business with services and facilities that ensure a safe and productive working environment for all workplace users, including employees, students, visitors and contractors. Facility management software helps managers to forecast future needs, create multiple scenarios, and analyse the impact on the type and size of real estate and facility services. This allows Facility Managers to increase their contribution to the core business and ensures a timely alignment of services and facilities with changing needs.

3. Selecting the best sourcing strategy

Many organisations outsource operational facility or real estate services like cleaning, catering, security or maintenance to professional service providers. Large and international providers offer ‘Integrated Facility Management Contracts’, including all support services and even management. Facility management software helps determine the best sourcing strategy with information about real estate, spaces, assets, services, processes, costs and customer requirements. And once a strategy is determined, FM software helps to monitor the performance of providers and allows you to update or add new contracts fast.

4. Demonstrating customer value

Due to its impact and business value, facility management has evolved to become a customer oriented service. Facility management software strongly contributes to this customer centric process by integrating FM, IT and HR services in one single software solution and by offering anytime and anyplace access to services with web-based Self-Service technology. The best FM software even includes automated customer survey tools to validate the perceived quality and value of any type of service. This information helps facility managers to constantly improve their services to increase customer satisfaction and value to the core business.

5. Aligning workplace concepts with increasing workforce mobility

Employees are becoming more and more flexible in when, where and how they work. The workforce is more mobile than ever before; people work from home, on the train, in public areas or in flexible offices. Enterprise facility management software enables you to align your workplace and services offering with this new dynamic in workforce mobility.

Facilities management software requirements for professional Service Providers

Commercial providers of professional facility, maintenance or real estate services have adopted facilities management software as a part of their core business as it helps them to improve the planning, delivery and quality of their services. The nature of their business means that service providers have some specific requirements regarding FM software.

  • Functionality
    From a functional perspective, service providers have extensive requirements in planning, dispatching, execution, and monitoring of any contracted work. Modern FM software offers mobile solutions to execute field- and maintenance services, ensures compliance with health and safety regulations, supports stock- and purchase management and allows operational controlling and monitoring.
  • Standardisation
    For service providers, process standardisation is business critical. It increases efficiency and flexibility, improves output and quality, and helps providers to work both profitably and competitively. Facility management software allows them to standardise business processes and workflows for multiple customer contracts in one centralised software solution.
  • Financial integration
    Timely and accurate billing is a fundamental part of every service provider’s business model. In most cases billing is handled by a financial system or ERP software. As the FM software includes significant billing-related data - like time-spent, travel costs and materials used - a seamless and bi directional integration with any financial system is a key requirement for a successful implementation.
  • Business continuity
    As facility management is their core business, the availability of facility management software is of extremely high importance to service providers. Both operational users and managers need easy, web based access to the FM system, anytime and anyplace. International support and swift response times, safe and secure installation of new software updates, and professional data and system backups are important factors in maintaining business continuity.

Planon has developed a specific solution with unique functionalities for these service providers. The Facility Services Business Solution is an integrated software platform that creates operating efficiency, increases customer value, and enables business innovation. Learn more about Facility Management for Service Providers in this video.

Video | How technology disrupts Real Estate and Facility Management

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Client Cases

Shell Real Estate

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California State University Long Beach Improves Strategic Approach to FM with Planon

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