An Introduction to Computer Aided Facilities Management Software (CAFM Software)
CAFM software, or Computer-Aided Facilities Management, is a new field of information technology that makes it possible for companies to modernize their logistics processes. This enhances an operator’s ability to streamline facility operations such as space and maintenance management, data analysis, business administration, and engineering sciences. CAFM is the ideal solution for improving business processes by aligning the above initiatives with the company’s goals and objectives to enable data-driven decision-making.
Learn more about how the right CAFM solution can improve long-term planning of space, facilities, preventive maintenance, services, and costs in alignment with core business needs.
Purpose of CAFM
- The purpose of a CAFM system is to automate the collection and maintenance of facilities management information
- The right CAFM helps the facility manager to fully utilize the organization’s assets at the lowest possible cost, benefitting every phase of a building’s lifespan
- To support facilities management tasks of an operational asset such as administrative, technical, and infrastructural.
- To initiate strategic processes for facilities planning and management.
Feature of a CAFM Software
Generation, Assessment, and Prioritisation of Reports
A CAFM software allows generating work requests with complete details and notifying other personnel on what type of task is to be accomplished. Its emphasis on proper delegation and priority helps in the completion of the high-importance task.
A Single Integrated System
It serves as a single point of contact with the support team. It maintains internal and external consistency and easier establishment of best practices, and smooth and efficient workflow.
Track Work Orders Data History and Consumable Inventories
This feature helps the facility managers in evaluating the areas that need greater focus and attention. Equipment data like the history of issues, errors, and problems can be tracked effortlessly to prevent experiencing redundant issues, thereby minimizing repair costs. A stock update notification will help in keeping a check on the stocks of all consumables as well as non-consumable items.
Preventive and Scheduled Tracking of Maintenance
Maintenance tasks come without warning but facility management software keeps data on the history of every maintenance work and the next probable date of maintenance.
Cloud-based Application
Every aspect of the infrastructure and personnel management can be managed from a mobile, computer, or personal laptop. The cloud-based application provides an added level of security.
Asset Management
A CAFM software helps track and manage assets and provides real-time data with greater insights on current location, maintenance history, warranty, market value, and more.
Space Management
The space management feature gives insights into the company’s existing space and how it could be more optimally utilized. This way, planning and allocating the available space accordingly and tracking its usage in real-time can be done effortlessly.
Benefits of CAFM Software
Extended Life Span of the Asset
A CAFM software emphasizes preventive maintenance, hence it’s certain to see an increase in asset performance and asset lifespan.
Centralised Data
Data often have to benefit more than only facilities employees.It must also be summarized and reported in a presentation format to the management. By using CAFM systems, information can be delivered in a more professional and timely manner.
Reduction in Costs
Though the upfront costs for a CAFM solution may seem hefty, the financial benefits outweigh these in the long run. Fewer equipment breakdowns, less money spent on repairs, and well-organized spaces will thereby result in a reduction in excess capacity and associated costs.
Better Communication and Performance
This software allows team members and employees to communicate with each other and ensure the right technicians are assigned to the right jobs at the right time. With alerts and notifications that remind you when a task is overdue, an event is coming up, or when a tenant’s lease is about to end, you’re always on top of everything regarding your facilities.
How Does CAFM Benefits Facility Manager
CAFM software gives facility managers the tools to quickly and efficiently answer the below questions about the facility:
What Information Does a Facility Manager Have?
- Metrics for rooms, floors, buildings, and sites
- Data, images, and important documents about facilities
- CAD drawings of facilities
- Reports on facility costs and charge-backs
How Can it be Used?
- Map every space or group of spaces on the floor plan for employees and departments
- Plan employee or departmental moves with digital tools
- Track leases and occupancy in real-time so you can better plan and budget your space
- CAFM lets schedule maintenance operations at various time intervals or based on equipment performance directly
Difference Between CMMS and CAFM Systems
Technology solutions such as CMMS and CAFM aim to optimize management processes. Although they have different activity areas, it is vital to recognize how to distinguish them and select the solution that best fits your business needs.
As opposed to CAFM software, CMMS software focuses on maintenance and asset management. Facilities managers can automate several aspects of facility management using CAFM, including real estate management.CMMS software is a part of the CAFM package with an emphasis on maintenance operation management.
A CAFM software has robust tools that allows to hone the performance of equipment and make informed decision and ensure production goals are met.
Best Practises of CAFM Software
Formulating Goals for CAFM Software
A CAFM software should act as a fully integrated business tool, delivering information at all levels to benefit performance, efficiency, and productivity. A thorough audit of existing facility management processes will help bring clarity to what is required. This will enable you to formulate goals for your CAFM software. You may be seeking one of the following solutions:
- Automating data processing by improving data capture speed, accuracy, and reliability
- Reducing the need for human intervention and the respective costs
- Better support for FMs and other end-users
Implementing the Software
Prior to implementing the software, any pitfalls that could derail the implementation must be addressed, which include the following:
Inability to secure buy-in from the entire organization
Everyone in the company should be willing to incorporate the CAFM software into their day-to-day duties. This can be addressed by adapting necessary training programs to ease employee experience. Dashboards, menus, and images could be customized. A relevant security code and access right to be provided so people have access to the area they need. A manual could be provided for better understanding.
Missing or inaccurate data
In relation to missing or inaccurate data, it is necessary to work alongside the software vendor to ensure all information is embedded into the system. A good CAFM provider will ensure no stone is left unturned that can hinder the performance or reliability of the software going forward.
The right vendor
The right vendor will not only provide the software that meets the features that are needed today but also deliver consistent support, and training, and develop a solution that grows with the organization. A good provider will also identify the ongoing real-time needs of a customer, meaning the services provided extend beyond the use of the technology and address the streamlining of their business processes.
Faciliteasy – Your Top CAFM Software Choice
Faciliteasy’s flagship CAFM software is tailored to the specific requirement of modern organizations. With Faciliteasy you can feel reassured that you devise a workable system that is delivered on time, on budget, and to requirements.