In this series of three blog posts, I have been 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 optimize business operations. The goal of the webinar was to answer important questions from Real Estate and Facility Managers when it comes to investing in an Integrated Workplace Management System (IWMS).
Report – Verdantix the Business Case For IWMS
This report by Verdantix provides a framework for real estate and facilities executives to develop a numbers-driven business case for an IWMS implementation.
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 final blog in the series, I would like to share the experiences of Gasunie, King’s College London and Danfoss when implementing an IWMS.
Three main ‘categories of savings’ for an IWMS
Although organizations always differ in their specific solution needs, Verdantix was able to identify in their report three categories of savings that cover the main benefits related to an IWMS deployment:
- IT rationalization
- Staff productivity
- Operational cost 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 more than 90 different systems in place to manage their facility processes. They decided that Planon was the best fit for their requirements in order to consolidate their system landscape. With the structured and phased approach from Planon, Gasunie was able to implement Planon Universe for Corporate Real Estate and Facility Managers, including the following modules: Self-Service, Maintenance Management, Move Management, and Project Management. In the end, Gasunie was able to reduce the 90 different systems they were using for FM processes down to just 1! Because of this the amount of systems for facility management processes could be reduced from 90 to 1! That translates to 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. King’s College had already purchased and implemented Planon for a couple of years, when they decided they needed to expand and use Planon for Maintenance Management as well to maximize their operational efficiency. Areas they wanted to improve upon, included: 1) achieving detailed records on reactive maintenance workload, 2) better measurements of planned preventative maintenance, 3) and gaining clarity on how resources were actually being used.. Overall, 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 that “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 organization 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.
The Planon solution allowed Danfoss to standardize a global back charging model of space, which in turn helped to reduce their footprint and contributed to their corporate goals. They were also able to reduce 16 different real estate systems into one consistent, high quality worldwide repository. They now have a great response time when it comes to providing real estate information to the core business for strategic change or decision-making needs.
The new transparency also allowed Danfoss to reduce the number of suppliers and costs in facility management services across the world. They train their contracted service providers – who are required to use the Planon solution – which allows Danfoss to monitor performance and ensures flexibility in their sourcing strategy.
What to do with this information?
I hope these case studies helped inspire you to think about some of the added value and possibilities 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. If you’d like to learn even more about this topic, you can register to watch a recording of the full webinar on our website, or contact us directly.
Building a successful business case for IWMS can be quite an undertaking, but remember we are here to help you! We are always open to having a discussion with you about your organizational RE and FM needs and challenges to help you identify the right path forward.
Global Product Marketeer