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Computer Aided Facilities Management Systems
The first in our series of FM Briefings is CAFM. Neil Jackson's introduction explains what buyers can achieve by using a computer aided facilities management system and what to consider before buying one. Additionally, we have information from leading suppliers of CAFM systems explaining the unique features and attributes their systems offer. We suggest reading the introduction first then the product information from the following companies:

• Introduction to CAFM
• FMx Ltd - CAFM Explorer
• FSI - Concept 500
• Integrated FM - FM Facts v8
• Qube Global - Planet FM
• Service Works
• Tabs FM

Computer Aided Facilities Management Systems
Neil Jackson, technical director, Interserve, explains what buyers can achieve by using a computer aided facilities management system and what to look out for when buying one.

In the 20 years since computer aided facilities management systems were introduced and as the scope of many facilities management contracts has grown, CAFM has become increasingly important for the effective coordination and delivery of services. Gaps in functionality have been filled and trends towards total FM, bundled services and integrated FM have driven a need for systems that effectively coordinate an ever-widening range of interdependent services and functions.

Current software can now help manage nearly all aspects of an estate and its facilities, incorporating both hard and soft services and extending to staff training and development, stock management, budgeting, income recovery and purchasing.

Reporting functions have also been improved, which is vital to get the most out of a CAFM system. Too often CAFM software is used just to store data and generate lists, but reporting functions present information in a way so that it can be easily used to inform other elements of estates and facilities management. Standard reports should present salient information clearly and succinctly and, in many contracts, the ability to customise reports is important to serve a variety of different needs and uses.

Mobile systems are also now available which allow frontline workers to provide immediate updates on the status of the estate and facilities without having to return to their desks, so everyone has instant visibility and access. This real-time reporting is essential for effective management of resources and when operating in highly safety-critical environments.

Things to think about
Before you make any decision on which CAFM system is right for your business, it is important to consider exactly what you need it to deliver and exactly how it will be used. This will inform the functions you require from the system and how you need to set it up – both of which are absolutely fundamental to ensuring that you get the most from your use of it. The key functions that CAFM systems can deliver are as follows:

• SLA and KPI management
• Asset regulation
• Training/personnel development
• Planned maintenance
• Helpdesk
• Contracts
• Inventory control
• Purchase order management, budgeting and invoicing
• Clear reporting functions – standard and customised – with the right level of detail.

You may not require all of these functions or you may have very specific requirements from one or more of them, so you need to plan thoroughly to ensure you select the right system.

CAFM does carry an administrative burden in terms of the amount of data that workers should input to ensure the benefits of the system are maximised. However, with complex tasks involving several interdependent services, often, the more you put in, the more you get out in terms of efficiency savings and better service quality. For simpler tasks, not all functions will be necessary and the administrative burden can be reduced by identifying what you do and don’t need up front.

CAFM systems that are bought off the shelf are often the cheapest, but depending on the particulars of the task at hand, they may not be able to provide all of the functions and usability that you require. An organisation like Interserve can work with the provider and the client to customise the system for specific tasks and requirements to ensure the system best meets all the users’ needs and operates effectively. This can often be a complex task in the beginning, but reaps many efficiency rewards, both in time and resource use.

However, staff training is key with CAFM systems – if the system is to operate effectively, it is vital that employees input the right detail and do not cut corners. This also helps avoid the use of ‘tribal knowledge’ where employees input certain details because they think it is the done thing when other entries are in fact correct. Remember that, to a certain extent, CAFM systems are only as good as the people that use them.