2.2 What is CAFM
A definition provided by the IFMA (The International Facility Management Association) is:
“A high-tech tool used by facility professionals to track and manage virtually any facility-related asset. Provides managers and decision makers with the ability to analyze the effective use of space more readily than ever.”
2.3 How to implement a CAFM
To start up the implementation of a CAFM concept successfully, it has to be based on clear specification of the FM processes such as description of the process-orientated organization and workflow charts. An evaluation of the profit and needs of the data processing support has to be done as much as an analysis of the existing IT landscape and the demands in it. The development of an object-based CAFM system should follow a precise concept-based preparation. A step-by-step realization leads to manageable legs, prevents chaos and allows a modularization of contents (see graphic). The system should be usable on different work desks (such as technical management, caretaker or front office). It has to be easy to operate, flexible to changes or extensions while continuing operation. The data-input should be in the necessary extend but in high quality.
2.4 Modules of a CAFM
In chapter 1 we already saw one example of the modules a company can put in their CAFM; the amount and kind of modules always depend on the needs of the company. Here is a list of popular CAFM applications.
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Real estate management
- Space management
- Inventory management
- List of all the work orders
- Budget control
- Contract management
- Maintenance planning
- Parking space management
- Visitor management
- Reservations
- Key management
- Product management
- Person control
- Address management
- Document management
- Automatic signalling
- Reports
In the picture we see a screenshot from the CAFM software called Planon. This is the start screen where the user can choose from various modules. Not every employee has the rights to open every module or some parts of a module, a company can choose the restrictions itself.
2.5 Information in the CAFM
2.5.1 Data stored in CAFM database
The data stored in a CAFM database is mostly divided in two groups.
Alphanumerical data are technical data, e.g. of the buildings, rooms, spaces, technical equipment or organisation. They are captured in room or building data sheets and then stored in the database. Alphanumerical data can be descriptions, addresses and documents (text documents, tables).
Graphical data instead are usually vectorized drawing elements in shape of plans and drawings from CAD programs which are separated in 2D and 3D images. But also pixel graphics can be used, for example scanned planning documents and pictures.The big advantages of vector graphics are that they can be scaled without loss of image quality and the much smaller file size per image.
A special feature of data containment in CAFM systems is the possibility to link graphical and alphanumerical data. With that it is possible, that rooms and inventory is captured in the database and are at the same time connected to symbols and polygons in the drawing.
With that feature a two-way access to the data is achieved. A simple click on a symbol is enough to retrieve information from the database and vice versa databank enquiries can be visualized in a graphic.
The extend of those connections has to be assessed very critically since the work-load for inserting the data and data management is quite considerable and there is no guaranty that the links can be imported in a different system once it comes to a system change.
Graphical and alphanumerical data form the so called stock data. Next to those a CAFM system also contains process data.
2.5.2 How to capture data for the database
Quality and quantity of the information captured in the start-up phase of the CAFM implementation has huge influence for perhaps centuries of facility management. Only if you posses current data about your real estate you truly got it under control. The acquisition of data is the first step to a successful setup of a CAFM system.
- it’s a huge challenge and can be a knock-out
- comes with high costs and need of manpower
- requires qualified personnel and is often done by external service providers
- relies on a precise master plan
Depending on the age of a building and the former management, two ways of gathering information are possible.
- measuring of the object by hand or laser technology
- necessary, in case no plans available, or plans not up to date
- useful when next to the building geometry also other information should be gathered (e.g. HVAC)
- digitalization of existing plans
- possible if plans are available in sufficient quality
- can be done manually or automatically by software
To transform a pixel graphic into an intelligent and structured CAD format with layers it takes a sophisticated scanning program that is able to convert lines into vectors and indentifies circles, letters or even complex shapes like doors or walls which are of interest for a facility manager.
If that is not possible because the bitmap is to poor in quality it can still be used to apply a hybrid procedure. The image is then used as a background to lay polygons on top.
2.6 Information enquiries
The content of a database can be analyzed in various ways, depending on the needs of the users.
- simple list
- database search
- filtering of data
- pre-defined
- often saved for fast access
- summary with fixed structure and content
- dashboard function
- in diagrams
- in images via links
Reports are an important management tool and often used to control the realization of key performance indicators (KPI). The CAFM system can be used to generate for example financial statements, inventory status reports or performance reports.
Some Data Warehouse concepts offer the creation of static and dynamic reports. A dynamic report is created at run time. Each time the report is run, it gathers the most recent data. Only the report definition, which remains the same over time, is stored. Whereas a static report is run immediately at request and is then stored, with the data, in the Data Warehouse from where it can be easily exported to MS Office applications as a list.
The following table will show some examples.
2.7 KPI’s
Key performance indicators (KPI’s) are measurements of a performance to help an organization evaluate how successful they are in achieving the goals that were made based on the company’s mission.
2.7.1 Concept of the KPI
KPI’s are based on the goals that come out of the mission is based on the vision of a company as we can see in the schema underneath.
It all starts with creating the vision of the company then the mission is based on this vision. After analyzing the mission the management can create a strategy. Out of a strategy goals are set up that can be turned easily into a KPI. After a meeting with the staff from all levels of the company the KPI’s are introduced to the company and standard reports can be set.
Based on the schema above we can say that there are no standard KPI’s which can be used in every company therefore we will give some examples of KPI’s that can occur in a company and can be measured by information based on CAFM reports. Every KPI has to be SMART.
2.7.2 Interest of the management
The graphic underneath will show which management is interested in what kind of KPI’s.
Top management = CEO, CFO, members of the Board (Strategic)
Middle management = Facility Manager (Tactical)
Lower management = Head of a FM sub department (Operational)
2.7.3 Examples of KPI’s
Examples of KPI’s are:
- Costs of office space per employee within measurement period of a year
Explanation: The cost of an office space includes all the work space facilities costs for 1 working space. For example; cleaning, catering, electricity and equipment.
Objective: A company should try to maintain the costs of the year before or try to lower the costs.
Management: Top and Middle management is interested in this KPI
Responsibility: Facility manager, he is responsible for the total costs
Procedure: To calculate the KPI we need the total facilities report from the CAFM and the amount of workspaces (also in the CAFM)
Calculation: For the calculation we need the total facilities costs for 1 year divided by the amount of work spaces.
- Average time per WICI
Explanation: The time in hours it takes from that the WICI comes in till the WICI is solved.
Objective: Depends on the difficulty. Easy in 3 hours, middle in 48 hours and hard WICI’s in a week.
Management: Lower management is interested in this KPI.
Responsibility: The head of the departments are responsible for the WICI time.
Procedure: To calculate the KPI we need the numbers of WICI’s, type of WICI’s and the time it takes to solve them, this information can be found in the module work orders in the CAFM.
Calculation: For the calculation we need the total amount of a type of WICI divided by the total time of that type of WICI.
- Percentage of vacant floor space
Explanation: The amount of percentage of the vacant usual space.
Objective: A company should try to keep this number under 20%.
Management: The manager of the sub FM department; real estate.
Responsibility: The head of the real estate sub department.
Procedure: This can be found in the space management module of the CAFM.
Calculation: The CAFM shows this graphical, no extra calculation needed.
- Maintenance cost per square meter
Explanation: The costs for maintenance for the building per square meter.
Objective: Keep the costs as low as possible while the quality of the building stays the same.
Management: Middle Management
Responsibility: The head of FM sub department; maintenance.
Procedure: The maintenance costs can be found in the maintenance module of the CAFM. By the amount of WICI’s about the maintenance you can see if the quality of the building goes up of down. When there are more WICI’s then the quality goes down.
Calculation: Divide the total maintenance costs by the total square meter.
- Percentage of fleet out of service
Explanation: The percentage of vehicles in a carpool out of service.
Objective: A company should try to only have vehicles out of service when they have their scheduled maintenance.
Management: The head of the FM sub department; car park management.
Responsibility: The head of the car park department.
Procedure: This can be found in the car park module in the CAFM.
Calculation: The CAFM shows this graphical, no extra calculation needed.
2.8 Example of a CAFM programm
The software ALLFA by Nemetschek is a classical databased CAFM system that is connectable to the drawing software ALLPLAN. It has a plain MS Windows like look and allows to organize propperties in a tree structure.
Visible in the left window is a hierarchy that unfolds and reveals the divisions of the facility such as buildings, floors and rooms.
In the right window the screen shows various information about a building such as overall size, media consumption, number of floors and build-in equipment.
As mentioned before also blueprints can be stored. They can be scanned in if they are not available digital or just imported from standard CAD applications.
The software supports a layer system. That means that the user can draw polygons over each room and specify it later on. In our example the user chose a color scheme to indicate the usage of each room. A legend will be created automatically.
All data that have been put in can also be processed by a reporting tool. In the example the user asked for a report about the inventory of an office room.
Inventory is stored in that database by first inserting a set of information in the building hierarchy and later if needed it can be place as a symbol in one or the blueprints.
All kinds of reports are possible. E.g. maintenance can be monitored by inserting specific check-up dates which can be later seen on a colored blueprint, which for example indicates all fire extinguishers that are due for a check-up with a red symbol where as the others are green.
This kind of reports can be done for every module in the CAFM.
The reports can be exported easily to MS Excel if needed and saved for later use.
Conclusion
Computer aided facility management software can help a company to save time. It’s not necessary anymore to write everything down, walk to the other sub department and hand it over. With the program the sub department will get an email automatically when a WICI arrives. In this way it helps optimizing the processes.
Next to money saving, it also increases the safety in the company. Responsible departments will automatically receive an alert when objects need their maintenance check, this makes it almost impossible that a company will lack in maintenance.
The CAFM concentrates all the information in one database so that it is not spread in parts inside the company. Everybody with the required log-in has access to the program at anytime.
The CAFM helps planning into the future with providing the managers with KPI answers like maintenance costs per m2, facility costs per working space etc. So the managers have an overview of how the KPI´s are doing and can plan progress actions.
CAFM can be integrated into other MIS like; SAP, Oracle
To save time and money and to retrieve useful information out of the database the company must invest time and money in the program and keep the information complete and up to date.
A CAFM costs a lot of money and will take some time to be completely implemented in a company. Once the program runs and every employee works properly with it, the entire company will benefit from it.
Bibliography
Books:
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Dewulf, G., Successful corporate real estate strategies, (2000), Arko Publishers, Nieuwegein
- Dreimüller, A.P., Het ondernemingsplan en de balanced scorecard, (2002), Hentenaar boek bv., Nieuwegein
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Janssen, P.H.J., Het facilitaire kantoorgebouw,(2006), Deltahage, Den Haag
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Maas, Drs. G.WE.A & Pleunis, Drs. J.W.,(2001), Facility management, (2001), Kluwer, Alphen aan de Rijn
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May, M., IT im Facility Management erfolgreich einsetzen, (2006), Springer-verlag, Berlin heidelberg
Internet:
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(14/01/2010)
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(14/01/2010)
Article:
- Einführung eines CAFM-Systems by GEFMA (GEFMA 420) issue 2007
Translated definition from the book: Regterschot, L.J.,Facility management, Het professioneel besturen van de kantoorhuisvesting, 1988
This schema is made by ourselves but based on the definitions.
Schema comes from the Dutch book: Het ondernemingsplan en de balanced scorecard.
Specific, measurable, attainable, relevant and time bound
