an overview of fm technology - nfmt.com · –inventory, planning, improved systems or processes,...

Jim Turner

Director, Facilities Solution

An Overview of FM

Technology

Program

• Learning Objectives

• The Evolution of FM

• The FM Technology “Stack”

- and Case Studies

• The Business Case for FM Technology

• Q & A

2

Learning Objectives

• Learn about 8 essential technologies that FMs are using right now in the field

• Gain an overview of the features and benefits of FM Technology

• Gather insights on installation and use case studies

• Create a road map for justifying FM Technology at your organization

3

FM “Environmental Challenges”

Shrinking budgets

O&M cost increases

Changing priorities Workforce

successionSustainability

Addressing these challenges requires not only traditional FM skills, but also a solid foundation in business skills.

• Inventories and costs management• Project management and scheduling• Negotiations and contracts

Even though RE/FM executives contribute to enterprise strategy-setting and decision-making, senior executives and customers assess whether buildings and locations are a fit.

4

A Macro View of the FM Role

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Building Life-cycle FM Tools

A Micro View of the FM RoleQ: I am looking for a tool that will allow me to inventory my facility and project life cycles. This tool should be capable of tracking and generating reports for … wall and floor finishes, window treatments, furniture, signage, computers, data projectors, plants, vehicles, TVs and VCR/DVD players. I want to completely inventory every aspect of my facilities and use this tool to project budgets, as well as plan for construction.— submitted by University Center Services, James Madison University, Harrisonburg, Va.http://asumag.com/mag/universit

y_facility_inventory/

What is the scale and scope of your FM responsibilities?

• Project Management

• Space/Lease Admin

• Operations and Maintenance

• Environmental and Energy

Business Units:• Geographies• Organizations• People

Inventories:• Systems• Equipment

Locations:• Property• Building• Structure• Land

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Reporting:• KPIs/Metrics• GIS/Mapping

Records:• Vendors• Specs• Documents

http://asumag.com/mag/university_facility_inventory/

Thinking about FM Goals –and Competencies

7

Organization

Policy

Inventory

Short-term Planning

Performance Improvements

Business Purpose Validation

Long-term Planning

Processes

Systems

Assessments

Metrics

Incr

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rity• Increase productivity

• Improve customer service

• Use space efficiently• Report conditions fast

and accurately• Cut costs• Share information

throughout the organization

* Learning objective – FM Technology features and benefits

…which leads us to the “stack” –FM competencies and tools

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Organization

Policy

Inventory

Short-term Planning



Long-term Planning

Processes

Systems

Assessments

Metrics

Project Management

Tools

Enterprise Resource Planning

CMMS and CAFM

Integrated Workplace

Management

Building Information

Management

Building Automation

Systems

IoT

Spreadsheets and Lists

Incr

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* Learning objective – 8 essential technologies

A quick review of the tools…Technology Purpose

Enterprise Resource PlanningCorporate suite of integrated apps to manage the business and back office functions

Project Management ToolsSoftware used for project planning, scheduling, resource allocation and change management

CMMS and CAFMComputerized Maintenance Management Software/Computer-aided Facilities Management

Integrated Workplace ManagementSupports RE/FM functions like maintenance planning and control, space management, services management, and sustainability

Building Information ManagementA digital representation of physical and functional characteristics of a facility

Building Automation SystemsBuilding system that controls and monitors mechanical/electrical equipment: ventilation, lighting, power, fire, and security systems

Spreadsheets and Lists Excel, ad hoc lists, etc.

The Internet of Things (IoT)Emerging Internet app for everyday objects allowing them to send and receive data

…How do the technologies help FMs improve?

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Policy

Inventory



Long-term Planning

Metrics



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Policy

Inventory


Processes

Metrics

Building Automation

Systems

Incr

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Inventory

Short-term Planning

Processes

Systems

Assessments

Metrics

IoT

Incr

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Let’s have another look at the Inventory Competency

Maturity LevelTechnology/ Systems

Vector

Level 5Fully integrated

financial and facilities systems

Level 4Work order

management system(CMMS or similar)

Level 3Centralized

inventory, duplicative data eliminated

Level 2 Data entry standards

Level 1 Manual templates


Building Automation

Systems

IoT

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Now on to some case studies…

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The ARCHIBUS pitch: use this application to deliver timely, relevant real estate, infrastructure, and facilities management information to be used in strategic business plans.

•In addition to Government, clients include:

* Learning objective – case studies


15

Organizations use Maximo to track company assets, including computers, furniture, and FM equipment; may be integrated with finance and accounting

Maximo (by IBM) is used to operate, maintain, and dispose of enterprise assets, including: • Plant and production - oil, gas, chemicals, mining, manufacturing, pharmaceuticals, food, electronics, and power generation• Infrastructure - railways, highways, telecommunications, water and wastewater, and electric, and gas distribution networks• Transportation – military, airlines, trucking, shipping, and rail• Real estate and facilities - offices, schools, and hospitals

Our clients also use it for CMMS and CAFM purposes


16

A typical CMMS application provides:

• Work order workflow management

• PM schedule automation

• Parts inventories tracking

…and• A link to budgeting/ purchasing

Phase 1: Initiation

Phase 4: Long-range Support

Phase 3: Roll-out

Phase 2: Configuration

Phased implementation approach:

Before we could start the implementation – we had to develop an inventory of systems and condition!

How do you justify FM Technology?

17

Organization

Policy

Inventory

Short-term Planning



Long-term Planning

Processes

Systems

Assessments

Metrics

• Increase productivity

• Improve customer service

• Use space efficiently

• Report conditions fast and accurately

• Cut costs

• Share information throughout the organization

Does your organization expect results like these from the FM shop?

Are you trying to improve these essential FM processes?

The Essential Business Case

• Define the business opportunity– Productivity, customer service, space efficiency, cost

reductions, info sharing

• Identify what you need from the technology– Inventory, planning, improved systems or processes,

inventory, metrics

• What are the priorities and trade-offs?– Capability vs. flexibility vs. reliability vs. cost

• What are the decision economics?– Be sure to evaluate costs, benefits, and risks

* Learning objective – road map for justifying FM Technology

…and when you make the request

Slide 19

• You’re telling a story - start with the problem, the business need

• Identify your characters – who will benefit?– Stakeholders who will approve or reject your business case

– Beneficiaries who stand to gain from your proposal

– Subject-matter experts to clarify how to solve the problem

• Identify the alternatives for meeting the business need—the different ways your story might play out

• Choose the best one, and create a project plan – the plot

• After you estimate and analyze the costs, benefits and risks, and calculate the return on investment (ROI), you’ve reached the story’s satisfying end

Remember this isn’t a mystery novel—your story needs to be clear and easy to understand.

Learning Objectives - Recap

• Learn about 8 essential technologies that FMs are using right now in the field

• Gain an overview of the features and benefits of FM Technology

• Gather insights on installation and use case studies

• Create a road map for justifying FM Technology at your organization

20

Q&A

Slide 21

Questions?

…Thank you!

• The presentation is in your Conference packet, but you can also request a copy electronically from me at [email protected]

• You can also request other NFMT decks:- A New Leader’s Guide to a High-Performing Facilities Organization

- Building a Better Business Case

• Connect on LinkedIn: http://www.linkedin.com/in/jimturner

mailto:[email protected]

http://www.linkedin.com/in/jimturner