FacilitiesDesk - Quick Setup

How long will it take to install, setup initial configuration and bring FacilitiesDesk System to production ?

Quick Setup : Here you can install FacilitiesDesk, setup email settings and mail server configuration. And then what, go live, now you have FacilitiesDesk system up and running in just 30 minutes. With this setup you can track mails sent to your facilities team and start working on it.

Other advantages, you can configure FacilitiesDesk to create User Login or User access when a request arrives through email. And you can set notifications to send the Username and password for that particular user/email.

All your employees or users will get added automatically into the FacilitiesDesk system while your facilities team work on the requests created by them. Now users can login and see the status of the maintenance requests raised by them.

Can we call FacilitiesDesk - Self Learning CMMS Software.

We will see more detailed configuration/setup options later

Critical CMMS Properties

David Berger at Plant Engg has a great post Flexible, agile and scalable which address the critical CMMS properties for organizations on the move.

The critical properties according to him and how FacilitiesDesk address those properties

1. Web Architecture
To access FacilitiesDesk all you need is a web browser and internet.

2. Advanced Security
Role based access to ensure a given user sees and does only what's needed

3. Multi-site support
Ability to create multiple sites, locations and departments

4. Parameter driven setup
David talks about Economic Order Quantity, choosing whether closed work orders can ever be reopened, or determining whether inventory is valued using LIFO, FIFO or average cost.
In FacilitiesDesk you have Reorder Level & re-opening of closed work orders, it lags inventory valued LIFO and FIFO

5. Form based data input & output
Template based data input & output via reports which can be exported to Excel or CSV

6. Database Configurator
Adding custom fields to company specific needs

7. Workflow Engine
Business rules and Escalations

8. Explorer Style hierarchy
Explorer style hierarchy for your space - Region-->Site-->Building--> Floor

-->Room, Equipments & Components

9. Integration Aids
David talks about RFID, Barcode and mobile solutions. Mobile (iPhone & Blackberry) support is available. Barcode will come soon.

User Portal

Have been getting lot of queries from evaluators on user login details. What a user can do after logging into FacilitiesDesk ? What permission does users have?

So this is dedicated to them :).

In FacilitiesDesk you can create unlimited users. As per our licensing model cost of the product depends only on the number of Supervisor or Administrator login you have.
So you can have unlimited number of users with FREE of cost.

Here is the list of features that a normal user can do after logging into FacilitiesDesk.

1. User can create Work Request / Maintenance Request / Move Request, generally all kind of Requests.

2. User can check the status of his/her request. Whether it has been fixed or still pending. In his dashboard he can see consolidated status, that conveys about ,"All Requests raised by him", "Completed Requests" ,"Pending Requests". On clicking on the appropriate option it will take him to the filtered result.



3. Add Notes to his request. Can also notify the supervisor associated to the Request through Note addition.

4. Take a print out of his/her request.

5. If given permission by Supervisor he can see all requests raised in his department.

6. Can see Announcements given by Supervisors or Administartors.

7. User can add reminders for themselves. And it would be notified through e-mail.

8. Users can Book conference Rooms present in their Site.They can also invite participants/invitees also.




9. If they want any asset for the meeting they can request it while booking itself.A new work request will be created on behalf of that.

10. Can browse through the Knowledge Base for predefined solutions.

11. User can personalize FacilitiesDesk as per their need. They can change ,
** Default Language
** Theme
** Password

Benefits :

* Reduced support load
* Empower users to identify solutions quickly
* Keep staffs informed
* Your Help Desk is available to your staffs 24X7
* Users can review history of previous requests
* Users get to find their colleagues and their contact details with a search portal
* Get a quick view and knowledge about their space

Web Based CAFM - CMMS

Most of the traditional CAFM - CMMS Systems are desktop based. You need to install the software on every desktop for you to gain access to the system database. But things have changed for the better, the world is moving towards web. Today, you can find quite a lot of Web based CAFM - CMMS system wherein you only need to install the server on a central location and then connect the client using your web browser(internet explorer, firefox etc).

I have given below few advantages on why it is better to have a Web based system over traditional systems.

1. Can be accessed from anywhere. Provided, you need internet connection and login.
2. No software installation for clients. Only a web browser is needed (Internet Explorer, FireFox etc)
3. Manage facilities,assets or carry out maintenance activities for multiple locations
4. Web Based CAFM - CMMS systems can be installed in client internal server or it can be hosted by a service provider.
5. Technicians can cut down on travel and can work efficiently on field problems
6. No need for exhaustive printing of work orders

Want to have a first hand experience on web based system.
Try : FacilitiesDesk Online Demo

Asset Management Work Flow

Felt a workflow of a process would be the best way to describe about the functionality, so such an attempt. Asset Management is an integral part of FacilitiesDesk. So , all you people using FacilitiesDesk must be aware of the complete workflow of the module.

Before adding an individual Asset into the inventory , you need to specify its parent hierarchy. Meaning, what Product Category, Product Type & Product it belongs to. Let's use the example of a Coffee Vending Machine.

Product Category ~ Vending Machines

Product Type ~ Coffee Vending Machine

Product ~ Fresh & Honest CVM

Asset Name ~ FHCVM 001

With FacilitiesDesk it makes you to manage huge set of assets with ease.

Other features associated with Asset Management are,

1. Annual Maintenance Contract for assets can be calculated and notified accordingly.

2. Vendor's of the Assets can be tracked. ~ Vendor Management

3. Customized reports can be generated.

4. Reports can be scheduled , Daily/Weekly/Monthly/Yearly basis. (So you receive a copy of the report in the desired format(pdf/html/xls/csv) at the schedule date)

5. Work Requests for raised for an asset can be tracked.

6. Preventive Maintenance for Assets can be scheduled.

7. Meter Reading can be monitored.

8. Tracking inventory items and Ordering(Raising a Purchase Order from our Purchase Module) them if they go below Re-Order Level.

9. Tracking & maintaining assets based on its Location. (Eg. list of assets present in a particular Building/Floor/Room)

10. Extra Costs details for the assets can be tracked.

11. Customizing your own form fields with the help of additional fields we provide.

12. A complete history of the Asset can be maintained.

13. Asset Lease Details can be tracked , notified & maintained.

14. Asset can be assigned to a User/Department & can also be associated to other Assets & Components.

15. Maintain your own Knowledge Base for each and every Assets.

16. And lot more .To learn more you can always ask for a free online product demo or visit our online demo website.

And here is the work flow of Asset Management in FacilitiesDesk.

CMMS/CAFM - Day-to-Day data entry

Nice blog post on Important considerations for CMMS data entry

The above post deals with two forms of data entry
1. Initial data entry
2. Day-to-Day data entry

Initial data entry is a large task, but making a good commitment to the initial data gathering will make the job easier.

There is a massive amount of work required between gathering and entering this initial data. After all, there will be equipment data such as model number, serial number, equipment ID, purchase date, installation date, warranty, etc. Included in the data should be information on preventive maintenance on each asset (what needs to be done, how often work should be performed, etc.). There will also be inventory parts information including part number, description, location and reorder point. Labor information including each technician’s name and basic employee information also should be incorporated.

Coming to the Day-to-Day data entry, you have couple of options

1. Have a administrative assistant to enter the data. Here the data needs to be recorded on paper by the technician who is on the job and hand over the paper to the assistant.
2. Have the technician enter the data into system at the end of his/her work.

Will not be easy if they can directly enter the data into the system from the field using a PDA. This will be the ideal scenario where no information is lost, no recording of data on paper (Go Green) and no extra manpower (Administrative assistant) is required.

Now you know the real use of PDA integration in FacilitiesDesk. You can access FacilitiesDesk from your iPhone or Blackberry and update the system on the go.

Easy Work Request

Why I need to login to a CAFM/CMMS to send a work request
Why I need to open a mail client to send a work request.

Above two have their own merits we will cover it in subsequent posts. How often we as employees thought of the above.
I look at a problem in a common area (Water leak in rest room) and i want to report. Here I am just passing the message to the concered team to take note. For this type of reporting common problems, wont it be easier to just click a link, type the problem and Send. Instead of going through the whole process of login or opening up email client, composer etc.

This is the main reason behind Self Service Portal / Customer Portal in FacilitiesDesk.

Facilities team can post the link in the intranet or in their website. Users can click on that link which will bring up the Customer portal, no login required. Here, you can type the probem and submit a work request to FacilitiesDesk. Thatz easy work request, isnt it.

Using this Self Service Portal / Customer Portal, you can also browse common solutions or instructions to frequently occuring problems and you can resolve it by yourself. Minimising your facilities team work.

Its not just about having a facility software

By now we have seen several reasons for opting a Facility Management System for our workplace…Let’s take a serious dimension to it where we will be addressing the impact in business.

Every organization has its own business drivers, however most organizations will have these objectives in common:

• Increase productivity
• Reduce operational cost run
• Improved customer satisfaction

Each functional group within an organizational structure will have its own objectives in place, designated to play a part in a collective effort to address these key business drivers.

For Facility Managers, their on-going objective is to improve the operational efficiencies of their facility services. Improvements can be made in different ways, including:

• A re-organization
• Implementing process improvements
• Investing in an IT solution – takes care of above two objectives too, resulting in improved operational efficiency

In most cases improvements will come about by addressing a combination of the above. IT solutions clearly play an important part, however it is rarely the sole reason for improvement within FM operations.

IT is an enabler; it will exaggerate both good and bad operational practices. If an organization applies technology to an inefficient operation it is unlikely to see any return on its investment.

However, apply technology to a well-organized operation and the service provided will go from strength to strength, delivering increased productivity, reducing operational costs and increasing customer satisfaction.

Why implement a CMMS/CAFM

More than just Installation, right implementation process is key to a successful CMMS/CAFM deployment!!

Below are the points to be considered on implementing a CMMS/CAFM system:

• Decide your objectives:

1. Priorities of the new system(ex: reducing the cost run, increasing the efficiency, etc,)
2. Key issues to be addressed like, unclear business process and workflows..
3. Decide the counter measures and reports that you want to obtain from the CMMS/CAFM system
4. Consider the communication flow you want to build between departments like HR to increase the utilization rate of the integrated tool
   

• Set your Expectations

1. Remember to input only required amount of information that can be efficiently maintained
2. Firstly manage your own expectations and eventually other’s expectations of what the software is actually proficient in doing
3. Although CMMS/CAFM can greatly improve processes, it can’t actually do the routine work for you more efficiently quicker

• Gathering information

1. Play it safe by keeping in touch with a CAFM consultant to gather information that is required.
2. Should you need to integrate your CMMS/CAFM application with third party software or indeed importdata from other applications into your CMMS/CAFM system? A formal review of any additional software that might be required for the system to work effectively should always be undertaken.

• Define Standards
  

1. This step is important for data terminology so that the same terms are used throughout the system
2. Decide the hierarchies that you wish to report to and the codes that are going to be used to categorize resources and maintenance faults
3. Asset, property and facilities information should be clear and recognizable by the team on retrieving relevant information from the CMMS/CAFM system

• System and Data accuracy

1. Authorize limited people to enter the required information in the system's database and to maintain the updates regularly. This ensures consistency and check in accuracy
2. Decide on the implementation timescales of the new system and subsequently schedule and execute the associated administrative and training tasks
3. Check for the accuracy of all the data and for its updation upto latest information, prior to loading

• Online integration

1. Decide whether the system will be standalone or networked(web based).
2. Fix on the number of users, who will need access to the system from different departments
3. Decide on the access rights of all users
4. If there is a requirement for varying levels of access, then the system’s security options will need to be reviewed. Perhaps establish a dedicated project team/group within the organisation.

• Training

1. Success of the implementation of the CMMS/CAFM system depends on the level and rate of utilization of the system, by your users
2. Some staff might demonstrate reluctance to change and to adapt the new working practices and changes in the workplace
3. Users must feel they are getting personal gain from the software and that it is improving the quality of their work on a daily basis
4. Training is essential; it may be useful in many cases for the CMMS/CAFM supplier to setup two sets of data on the system; one for training purposes and another for live data (This will allow the staff to practise on the system prior to going live, without impacting the live data)

• Process Management
  

1. Freeze the timeline of going live with the CMMS/CAFM.
2. Preferably split phases in your "go live" process provided the data size is huge
3. Please note that it is often worth piloting the implementation in a controlled environment or having a trial run of the new system before launching it across your organisation.

• Time for being futuristic

1. Keep up regular updation of your system
2. Archive information when no longer in use
3. Look to the future for opportunities to improve efficiency, reduce cost run

This will secure the product’s initial and future success and positively reflect on the facilities department.

Conclusion

If your company has made the decision to install a CMMS/(CAFM) system, or is in the process of making the decision, the chances are you are fully aware of these above important points of uimplementation so that it helps you in bringing: a reduction in costs and eventually improved productivity.

Go-Green and FacilitiesDesk

Naturoconomy demands "Going Green" to be one of the top priorities in every corporates agenda.

From FacilitiesDesk we too want to contribute to "you", our users in acheving "Greener Work Environment". With that vision let me tell you about our little steps towards the mission...

Having FacilitiesDesk installed in your PC helps you in having all your Contracts, Purchase Orders and Maintenance Work-Orders done on the web.

No printing of work orders, access your work orders and update them from your PDA or Handheld device. Create reports, share it or email it to your higher ups, all done in a mouse click.

Print only on demand and just the required. Forget about docking piles and piles of papers, disregard the old system of punching and filing papers in hundreds and thousands of files, naming them and finding them manually. Avoid overlooks of information by searching them from stocked files placed in pegion shelves.

Have all information needed and documents done in a mouse click on the go!! Have a paper free working and do your little part in saving the resources of mother nature...

ITIL and Facilities Management

Its easy to agree that: Managing IT is not Managing Facilities.

ITIL the Information Technology Infrastructure Library did the good deed of conveying the message that, Facilities' seamless operation is important to manage efficient IT infrastructure (ITIL included Facilities Management as one of its criteria of discussion in ITIL V3.) to all IT folks that.

For in any organization the IT staffs or the System Administration team are the folks who can instantly realize the value of having a software in place with a zillion software available in the market to manage all aspects of IT like ServiceDesk, IT Operations, Application Management, etc,. Also they can help their counter parts in Facility Management teams to evaluate the right software and offer their suggestion.

Most of the SMBs will have the System folks handling the Facilties helpdesk too. Here the responsibility to very high to deploy a right software run their Facilities as efficiently as their IT operation.

With that thought i will leave you to contemplate the importance of having a CMMS in place.

Recession & Facility Managers

What does top management expect from Facility Managers during recession?

If this recession goes on like this the senior management will want facility managers to cut costs and add value simultaneously.

The trick to doing that is to focus on corporate outcomes, not on faciltiy operations outcomes. Facility Managers have to have business acumen, they have to understand the financials, and have to know how to manage relationships internally.

Some examples on: How add value while cutting costs?

• Facility Managers have to optimize to the fullest when it comes to space. Getting rid of unnecessary space is the fastest way to cut facility-operational costs. But cutting down too much space could leave the corporation ill-positioned when the economy rebounds. A lot of corporates are concerned that they’re going to cut too much. There has to be some flex in how you manage your property portfolio.

In past downturns, corporate facilities were managed to balance “value creation” strategies to improve operational efficiency with “value protection” measures to cut costs. Greater use of alternative work strategies such as hotelling or telecommuting helped to maintain this balance because they achieved both goals.

• Corporates continue to emphasize measures to reduce their environmental impact, but Facility Managers are more sensitive to costs than, say, a couple of years ago. The idea of paying a green premium is harder to sell; so is the cost to get LEED (Leadership in Energy and Environmental Design) standard certified, though LEED remains the touchstone for green building initiatives. Instead, there’s a new focus on energy efficiency.

• In the 1991-92 “depression,” as the Urban Land Institute called that downturn, one telecom took the opportunity to buy property at 50 cents on the dollar. The same thing may happen in this recession period too, with corporates willing to own a higher percentage of their space than in the past, when the industry average was about 60 percent leased space.

Hope this info is useful....I look forward to give you more related information....

Happy Facilities Management

FacilitiesDesk - Overview

FacilitiesDesk - iPhone & BlackBerry

Value and benefit of PDA or Handheld device integration offered in FacilitiesDesk 5.7

In general Facilities Management is a dynamic department in any concern. Let us assume a daily scenario in a company with big infrastrucutre facility.

Where, a Facility Management staff have to be physically present in the place of issue to fix it. Which means the Facility Services Staff is always on the move as and when a work request in raised.This is where integration with mobile client or a handheld device like Blackberry or an iPhone comes in handy.

In FacilitiesDesk the PDA integration function brings the following benefits for a Facilities Management Staff:

Requests raised through phone calls can now be instantly created from your hand-held device on entering details such as, requester name, request title and description.

• View Request Details then and there
• Assign requests to Supervisors instantly
• Spontaneously add Resolution to a request
• View/Edit Resolutions for a request
• Add Worklog for a request
• Add the time spent details for a request from your mobile device
• Add Craft person Worklog
• Add the time spend details of the craft person too from your hand held device