FAQs - CAFM (Computer Aided Facilities Management)
Facilities, Property & Performance Management Software
- Learn more about CAFM / CAFM FAQs
- Learn more about deploying a CAFM System
- Q. When planning to buy a CAFM application, is there a recommended series of steps to follow to ensure successful implementation?
- Q. I would like to implement a CAFM system within our organisation, but need to provide a business plan to justify the costs and achieve budgetary sign off. Please can you help me with this?
- Q. I need to have a fully integrated facilities management solution with our accounting and HR systems. How do I select a vendor who can successfully integrate CAFM software with our existing applications?
- Purchasing a CAFM Solution from Service Works Global
- Q. I have researched CAFM vendors in the market. Service Works Global develops, markets, services and supports its own software in-house whereas some vendors are acting as distributors / resellers for other organisations. What are the advantages and disadvantages of each?
- Q. Do I have to pay for the whole CAFM solution up front, or are there other ways of purchasing the software so that I can spread the cost?
- Learn more about QFM
- Working with QFM
- Q. I find it difficult to know when contracts need to be reviewed. How can QFM help me avoid missing review dates?
- Q. Because I manage a great many services and numerous assets, I find it difficult to see the wood for the trees. How can a QFM help me?
- Q. I know I need a system but I don’t have a budget. I can’t afford it!
- Q. I recognise that QFM is a powerful system, but how can I make sure I input data into the system in a timely fashion?
- Q. I am continually asked for ad-hoc reports that are different from the KPIs that I publish each month. How can I use QFM to save the time that I waste putting together ad-hoc special reports?
- Q. I’m concerned that contractors coming to our site should always operate in line with our Health & Safety and in-house operation rules. How can I use QFM to ensure that they adhere to these on each visit?
Learn more about CAFM / CAFM FAQs
Q. What is CAFM?
A. CAFM is an acronym for Computer Aided Facilities Management software. Other acronyms for software providing similar functionality include TIFM (Total Integrated Facilities Management) software, CIFM (Computer Integrated Facilities Management) software, FMS (Facility Management Software) and CMMS (Computerised Maintenance Management System).
These software applications all perform similar functions and are used by facilities, estates, building and property management companies to manage reactive and planned maintenance events within their buildings, as well as asset and contract management.
With the role of the Facilities Manager becoming increasingly diverse, the functionality within FM software has expanded accordingly. Broader functionality is available from the larger CAFM vendors, including hazardous materials management, stock control, room and visitor bookings, space planning and mobile / handheld applications for task management etc.
An intelligently implemented CAFM system can offer excellent and rapid return on investment.
Q. Why implement a CAFM System?
A. There are a many reasons for deploying a Computer Aided Facilities
Management system. For the majority of organisations, a CAFM system
is implemented to:
- Improve levels of customer service
- Increase financial control
- Save time
- Generate cost savings
- Improve management of organisational compliance (which is a requirement with increasingly stringent
OH&S regulations)
- Increase the availability of meaningful information for better informed
decision making
Learn more about deploying a CAFM System
Q. When planning to buy a CAFM application, is there a recommended series of steps to follow to ensure successful implementation?
A. Selecting and purchasing a CAFM solution should not be a difficult process, but it pays to follow a tried and tested process to ensure a successful implementation. Service Works Global recommends that organisations:
1. Initially assess the requirement for a CAFM system and identify
areas and set criteria against which decisions can be made, such as:
a. What areas of functionality are required?
b. Will the system be standalone or networked?
c. How many users will need access to the system?
d. Will they all be full users of the system, or do some need read
only access?
2. Develop an implementation plan. Include within the plan timescale reviews, resource availability planning and scope of requirements. In addition, it is important to define Key Performance Indicators upon which the ultimate success of the project may be based.
3. Identify a multi-skilled project team and ensure that each person within the group consciously sets time aside and commits to managing and executing their area of the project (in addition to their usual Facilities Management commitments) so that the project doesn’t lose momentum.
4. Think carefully about the best way to manage the selected CAFM supplier (i.e. agreeing project milestones with them and defining the level of post sales support required).
5. Carefully review your current data and business processes and consider the potential for data transfer, reporting and possible data archiving requirements. The selected CAFM provider should be proactive in providing advice and guidance at the implementation stage.
6. Run a series of pre-installation checks. This should include factors such as reviewing current methodologies and data on the legacy system and reviewing existing hardware as to whether or not an upgrade will be required prior to implementing the new software.
7. Define the FM software training requirements for the system users and administrators.
8. Carefully plan the going live date, so that there is a smooth transition from the existing system / procedures to the new system.
To register for a complimentary copy of Service Works Global’s White Paper outlining ‘Best Practices for Successful CAFM Implementation,’ then please click here.
Q. I would like to implement a CAFM system within our organisation, but need to provide a business plan to justify the costs and achieve budgetary sign off. Please can you help me with this?
A. Service Works Global has a standard business plan template and a Return on Investment (ROI) calculator that organisations can use to cost justify the implementation of a CAFM system. Please click here to register to receive the business plan or a demonstration of the complimentary ROI calculator.
Q. I need to have a fully integrated facilities management solution with our accounting and HR systems. How do I select a vendor who can successfully integrate CAFM software with our existing applications?
A. CAFM vendors are often asked to provide integration from CAFM applications into third party products, such as HR, accounting / financials (i.e. SAP, Sage etc) and space planning applications. It is important to ask the vendor to cite examples of successful integration they have achieved with similar applications for other clients. Are they able to provide you with a client reference who you could discuss this with? It is also important to define the sort of link that you require. For example, is it a single or bi-directional link (i.e. one way or two way) and to what degree do you want to integrate the two systems (i.e. would you want to integrate cost tables in your CAFM application with your finance system)? Other factors that you may wish to consider include:
- Whether you require data from the third party systems to be automatically
imported or whether you require human intervention (i.e. whether you
only want data imported upon the click of a button).
- If you require automated importing of data, how frequently would
that be? (i.e. nightly, weekly, monthly).
- What degree of data validation do you require (i.e. if you add a
new cost code to your accounting package, would you want that automatically
updated within your CAFM application, or should the system reject it
as unknown data until it has been validated)?
There is a lot to take into account, but ensure that you tie the integration specification down tightly with your CAFM vendor so that they can provide you with an accurate fixed price quotation and there are no hidden costs at a later date.
Purchasing a CAFM Solution from Service Works Global
Q. I have researched CAFM vendors in the market. Service Works Global develops, markets, services and supports its own software in-house whereas some vendors are acting as distributors / resellers for other organisations. What are the advantages and disadvantages of each?
A. If all things are equal in terms of the financial stability of the organisations and the support that they provide, the biggest difference will be in terms of the software development itself. It stands to reason that if you are working directly with or are a direct client of the organisation developing the software, then you will find it easier to have customisation work carried out and will also have more opportunity to provide input into the future functionality of the product so that the organisation takes your views and future requirements into account. A close working relationship in this area can make a big difference to the long term benefits you gain from your software investment.
Q. Do I have to pay for the whole CAFM solution up front, or are there other ways of purchasing the software so that I can spread the cost?
A. Service Works Global offers a range of payment options, including:1) One-off cost for the software, whereby the client pays for a perpetual
licence. This is either paid directly by the client, or by a finance
house. When a finance house is involved the client has a leasing agreement
and will normally pay the finance house either monthly or quarterly.
2) An annual cost, where the client pays for the software on a rolling
annual basis.
3) As ASP (Application Service Provider) solution, where an organisation
chooses to outsource either all or part of their IT operation to a
specialist partner to host their software application(s). This minimises
the expense and risk of purchasing and running an application, means
that another organisation is responsible for system availability and
backup and allows the organisation to conduct its business on a ‘pay
as you go’ basis (either a fixed monthly payment or per transaction)
resulting in a low cost of entry.
Learn more about QFM
Q. What is QFM?
A. QFM is an integrated software application that helps organisations to efficiently manage their building or property portfolio. It can be purchased as either an integrated or modular application. QFM comprises Facilities Management (Help Desk / Event Management, Event Director, Asset Management, Planned Maintenance, Stock Control, Resource Scheduling, Service Level Agreement & Contract Management, OH&S (Occupational Health & Safety) and Web Access), Bookings Management (including Room, Accommodation, Visitor, Driver, Car Park & Leisure Bookings) and Property Management, plus a range of specialist applications. QFM offers integration into third party applications such as AutoCAD (for space planning purposes), Finance and HR.
Q. What sort of benefits can I expect to reap from QFM facilities management software?
A. There are a number of benefits that QFM can offer, including:
- Cost savings
- Greater operational control
- Improved service delivery
- Enhanced performance against KPIs
- Comprehensive reporting providing data to help formulate informed decisions
- Time savings
- Accurate audit trail (for OH&S, asset management, service level agreements and risk assessments)
- Fast return on investment
Q. How long will it take to get up and running with QFM?
A. It depends upon the amount of legacy data that needs to be imported into the system and the amount of customisation work that needs to be carried out. It is possible to have the system up and running very quickly (within one week, including training) but Service Works Global would typically recommend between four and eight weeks as being an ideal timescale to ensure the most effective transition to QFM.
Q. What are the minimum system requirements to run QFM?
A. Service Works Global provides both minimum and recommended system specifications required to run QFM. The suggested requirements are as follows:
Client
Operating System:
Windows NT 4.0 SP6
Windows 2000 SP3 or later
Windows XP professional SP1 or later
Pre-requisite Software:
MDAC 2.6 Sp1 or later (for Database Access)
Internet Explorer 5.5 with Service Pack 2 or later
Processor:
500MHz Pentium III (minimum)
1GHz Pentium III (Recommended)
RAM:
256 MB (minimum); 512 MB (recommended)
Hard Disk Space:
100MB
Network Card Speed:
512Kbps (minimum); 100 Mbps (recommended)
Monitor:
15” colour SVGA monitor (minimum)
17” colour SVGA monitor (recommended)
Resolution:
800 x 600 High Colour (16 bit) resolution (minimum)
1024 x 768 High Colour (16bit) resolution (recommended)
Database Server
Operating System:
SQL Server 2000:
Windows NT Server 4.0 SP6 or
Windows Server 2000 SP3 or later or
Windows Server 2003 SP1
MSDE:
Windows NT 4.0 SP6 or
Windows 2000 SP3 or later
Processor:
1 x 750 MHz Pentium III (minimum) 2 x GHz Pentium
111 (recommended)
RAM:
512 MB (minimum); 2GB (recommended)
Hard Disk Space:
Mirrored: 2 x 18.2GB Ultra3 SCSI 10,000rpm hard drive giving
18GB mirrored capacity
Raid 5: 3 x 18.2GB Ultra3 SCSI 10,000rpm hard drive giving 36.4GB storage
capacity
Network Card Speed: 100 Mbps (recommended)
Web Server
Operating System:
Windows 2000 Server SP3 or later
Windows Server 2003 SP1
Internet Information Services 5.0 or later
Pre-requisite Software:
MDAC 2.7 (SWG can install but it will require
Server reboot)
MSXML V4 (SWG can install)
Crystal Report 9 Runtime (part of installer)
Processor:
2 x 1000 Pentium III MHz processors (recommended)
RAM:
2GB (recommended)
Hard Disk:
1MB free space
Network Card Speed:
100Mbps (recommended)
Connection Speed:
Fixed Internet connection: ADSL or Leased Line
Working with QFM
Q. I find it difficult to know when contracts need to be reviewed. How can QFM help me avoid missing review dates?
A. Missing contract review dates can prove to be a real issue and leave you legally and financially exposed. For example, beneficial rates may lapse, you may be using a contractor that is not authorised, or you may be faced with roll over penalties. CAFM / CMMS software such as QFM provides a facility to record contract review and renewal dates and these can be scheduled into a forward planner that integrates with other scheduled activity to form a diary of future actions. This can be easily viewed in monthly or yearly formats to give timely advance warning so that no contract related activities are overlooked.
By using QFM’s year planner tool, it is possible to quickly and efficiently view all pending contract review dates at a glance.
Q. Because I manage a great many services and numerous assets, I find it difficult to see the wood for the trees. How can QFM help me?
A. CAFM / CMMS software such as QFM manages your services and assets using simple categorisations. Within QFM there are a series of tools to help you keep track; including warnings and actions, event director (a fully configurable colour-coded visual display of all outstanding jobs and tasks that change colour as deadlines approach) and enquiry reports and graphs to help you keep a clear picture of activity. If you don’t get your jobs done on time, you might find yourself failing to comply with health and safety regulations, not to mention asset maintenance schedules, or deadlines set by contractual KPIs.
Q. I know I need a system but I don’t have a budget. I can’t afford it!
A. The real question is “can you afford not to have a CAFM solution?” Trusted CAFM / CMMS systems such as QFM have been proven to deliver rapid cost reductions and operational efficiencies, which means that your organisation will benefit from its investment almost immediately. What’s more, QFM can be purchased on a rental basis, so that there is a low cost of entry and costs can be spread across the period of the contract.
Q. I recognise that QFM is a powerful system, but how can I make sure I get information back into the system in a timely fashion?
A. This depends upon your operational processes – but by using QFM you can get your contractors to self complete events via a handheld device and this information can be downloaded back into the main QFM system so that your users can access this information over the web to obtain a progress update or job status. This decreases the amount of paperwork and makes accurate information available in real-time.
Q. I am continually asked for ad-hoc reports that are different from the KPIs that I publish each month. How can I use QFM to save the time that I waste putting together ad-hoc special reports?
A. Unlike some lesser CAFM / CMMS systems, QFM provides powerful and flexible drill down multiple-dimension enquiry reporting, which is quick and easy to use and provides both textual and graphical output to provide ad-hoc enquiries at the touch of a button. In essence, this gives a system user the ability to alter the detail of reports, change filters and manipulate grouping options across many areas of the database.
Q. I’m concerned that contractors coming to our site should always operate in line with our OH&S policies and in-house operation rules. How can I use QFM to ensure that they adhere to these on each visit?
A. Using QFM it is possible to ensure that when a job is issued, all relevant supporting information such as site rules, permits to work, risk assessments, location maps and method statements are issued at the same time. This information can be produced from the system automatically for future, planned or scheduled events and specific additional instructions can also be added as desired.