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25 April 2019

Three case studies about the use of an IWMS

In this series of three blog posts, I am sharing the key take-aways from a recent co-hosted webinar by Planon and Verdantix - an independent research and consulting firm with a focus on innovative technologies that optimise business operations. The webinar was organised to answer important questions Real Estate and Facility Managers have when considering investing in an Integrated Workplace Management System (IWMS). 

Webinar – What, Why and ROI of an IWMS

In this co-hosted webinar, Verdantix addresses the potential ROI of an IWMS. They also share a framework on how to develop a numbers-driven business case for an IWMS implementation. Planon elaborates on the practical benefits.

Download here

The first blog was about understanding exactly what an IWMS is and what its key benefits are. In the second blog, I explained how you can create a convincing business case for the implementation or extension of an IWMS. In this third and last blog I share the experiences of Gasunie, King’s College London and Danfoss when implementing an IWMS.

Three main ‘categories of savings’ for an IWMS

Although organisations always differ in their specific solution needs, Verdantix was able to identify three categories of savings that cover the main benefits related to an IWMS deployment:

  • IT rationalisation
  • Labour productivity
  • Operational savings
1. Gasunie considerably reduced their number of paid software licenses

Gasunie, the main network of natural gas transportation in The Netherlands, discovered they had 90 different systems in place to manage their facility processes. They realised that they had to consolidate their systems. With the structured and phased approach from Planon, Gasunie implemented Planon Universe for Corporate Real Estate and Facility Managers, including the following modules: Self-Service, Maintenance Management, Move Management, and Project Management. Because of this the amount of systems for facility management processes could be reduced from 90 to 1! That means 89 licenses that no longer need to be managed or paid for.

2. King’s College London moved from reactive to preventive maintenance management

King’s College London, one of the top 20 universities in the world, has a real estate and facility team responsible for operating and maintaining about 4.3 million square feet of space across 130 buildings. They had already recognised the positive impact of the Planon Universe platform for their maintenance management, but they also knew that they were not using the solution to its full potential. King’s College London was still struggling with: 1) no detailed records on reactive maintenance workload, 2) only a few measurements of planned preventative maintenance, 3) no clarity on how resources were really being used. These issues made them realise that processes could be further optimised and that they needed to revitalise their actual use of the system. They really wanted to increase their ownership of the system and its processes, and to gain an even better understanding of their perceived complexities.

With the use of Planon’s IWMS platform they gained control and transparency which reduced their maintenance backlog by 50% within only three months. In addition, it also allowed them to move from a reactive maintenance model to a preventive one. Their BIM Manager said: “The solution brought us real insights and we can now benefit from faster processing, improved communication, and better work allocation, as well as meeting our SLAs and improving customer feedback.”

3. Danfoss moved to one consistent worldwide repository for all real estate data

At Danfoss, a global manufacturer and service provider in engineering equipment, Global Services (GS) is the shared services organisation responsible for logistic and financial services, general administration and real estate. Due to the size of their real estate portfolio – covering more than 300 locations with both owned and leased factories, warehouses, and offices – they were looking for ways to manage it in the most efficient way.

After an initial implementation of Planon’s IWMS in 2010, GS adopted the Planon Accelerator best practices to benefit even more from preconfigured and standardised processes. This made them move from 15 different real estate systems to one consistent, high quality, worldwide repository of all their real estate data! It fulfilled their need for having good insight into the most relevant information about their portfolio.

This changed a lot for the company, plus this specific solution enabled Danfoss to address their environmental concern as well. Namely, that their large real estate portfolio came with a major footprint of nearly 16.1 million square feet. Planon Accelerator allowed Danfoss to use a globally standardised back charging model. This model links budgets of business segments to the spaces that they use, stimulating them to use them cost effectively, and occupying them only if necessary.

What to do with this information?

I hope that this last blog from a series of three has got you thinking about the added value of an IWMS. The main goal of the blog series was to provide you with the right tools and insights to build a compelling and numbers-driven business case for an IWMS investment. Did we achieve this goal, or do you need more information? Don’t worry. You can register to watch a recording of the full webinar on our website, or contact us directly.

Does it seem overwhelming? Maybe. But remember, there is always a path forward. We are here to help you identify the root cause of your organisational RE and FM challenges, and to find the right solution to help you solve them.

Geert-Jan Blom
Global Product Marketeer