1 Facility ManageMent 2014/15 The industry yearbook Focus: information technology and sustainability
2 Facility Management 2014/15 The industry yearbook All data, events, statements and profiles in this issue have been carefully researched and compiled. The editorial team and publishers assume no liability for and make no guarantee for the accuracy and completeness of the contributions contained in the book. This also applies to any changes that may occur after publication. This book and all of its constituent parts are protected by copyright law. Any use without the publisher s permission outside the narrow boundaries allowed by copyright law is prohibited and punishable by law. All rights reserved, including the rights of reproduction, translation, microfilming and the storage, processing and dissemination on electronic systems or media. The German-language book publication Facility Management 2014/15 comprises 288 pages and is available in bookstores (ISBN ) or at the F.A.Z.-Institut für Management-, Markt- und Medieninformationen at Publisher F.A.Z.-Institut für Management-, Markt- und Medieninformationen GmbH GEFMA German Facility Management Association Deutscher Verband für Facility Management e.v. In co-operation with rubicondo Agentur für Kommunikation und Projektmanagement Publisher F.A.Z.-Institut für Management-, Markt- und Medieninformationen GmbH Frankenallee D Frankfurt am Main Editing Dr. Claudia Weise rubicondo Agentur für Kommunikation und Projektmanagement Rossertblick 18 D Eppstein Tel.: +49 (0) Fax: +49 (0) Editing, co-ordination und production Dr. Marion Damer F.A.Z.-Institut für Management-, Markt- und Medieninformationen GmbH Frankenallee D Frankfurt am Main Tel.: +49 (0) Fax: +49 (0) Processing Marion Rothbart (rubicondo) Layout, typesetting and title page Angela Kottke (F.A.Z.-Institut)/Foto: Thinkstock Proofreading Dr. Meghan Davis (F.A.Z.-Institut) Gregory Smith (F.A.Z.-Institut) Abigail Keiper (F.A.Z.-Institut) Kevin Frac (F.A.Z.-Institut) Copyright F.A.Z.-Institut
3 Contents Contents Preface Chapter I Introduction Otto Katejan Weixler Facility management factor for the future Initiative FM Die Möglichmacher Competence quality increase in value Dr. Marion Damer and Dr. Claudia Weise Sector perspective: more sustainability for everyone Chapter II Sectorwide trends Dr. Sigrid Odin and Janke Papenfuß System services = responsibility Alexander Gerlach Process-oriented contract specifications Friedrich P. Kötter Safety must be a management issue Dr. Martin Soboll Is FM finally entering the real-estate industry!? Wilfried Schmahl Facility management during ongoing construction Chapter III focus on information technology Prof. Dr. habil. Michael May CAFM: from an exotic IT solution to a standard software application Prof. Dr. Joachim W. Hohmann CAFM trends 2014 Germany and international Nino Turianskyj CAFM technology current developments Maik Schlundt Building Information Modelling
4 Contents Daniel Ellmer and Philipp Salzmann Augmented Reality in FM Thomas Bender FM documentation and CAFM Dr. Stefan Koch Integration technologies in CAFM Michael Härtig Integration of REG-IS and CAFM Klaus Aengenvoort and Marcel Dickmann Using the import/export interface of CAFM RING to ensure safe investments in data collection Michael Marchionini IT-supported occupancy optimisation in FM Marko Opic Certification of CAFM software products Dr. Asbjörn Gärtner Integration of GA and CAFM systems Stefanie Radek CAFM use in the German federal state of Schleswig-Holstein Michael Battige Clinic IT: well protected, fully networked Prof. Klaus Gennen Data protection in times of BYOD & CAFM Chapter III focus on sustainability Beatriz Soria León Developing facility management as a sustainable business in a corporation Jürgen Bieser High availability and energy efficiency requirements for a modern data centre Dr. Ulrich Möhl and Frank Zulauf Why renovating buildings to increase energy efficiency pays off Stefan Schwan Reducing costs through energy management Initiative FM Die Möglichmacher Facilitating resource efficiency Thomas Häusser and Prof. Dr. Andrea Pelzeter Making sustainability in FM measurable
5 Contents Ron van der Weerd and Aad Otto The way to sustainable FM Dr. Florian Nitzsche Uses and advantages of FM documentation Prof. Achim Heidemann Sustainability by Building Automation and Control Prof. Dr. Markus Lehmann Sustainability in professional development Prof. Dr. Jörg Mehlis Energy management in facility management Jan Martijn Sustainability is the total of many parts Thomas Herrmann Mobile energy efficiency gaining ground Frank Rüll Energy efficiency in existing properties Ralf Hempel and Holger Kube Focusing on sustainability Chapter IV company and institution profiles Bilfinger HSG Facility Management GmbH Caverion Deutschland GmbH Cofely Deutschland GmbH Drees & Sommer EC Synergy S.A. Facility Consultants GmbH FAC T GmbH Facility Management Partner GOLDBECK Gebäudemanagement GmbH HECTAS Facility Services Stiftung & Co. KG ISS Facility Services GmbH KÖTTER Services LLR LegerlotzLaschet Nilfisk-Advance GmbH pit - cup GmbH RESULT Real Estate Management Consultants GmbH SBC Deutschland GmbH Sodexo Services GmbH SPIE GmbH STRABAG Property and Facility Services GmbH WISAG Facility Service Holding GmbH & Co. KG
6 Preface Preface Aligned with people s needs: That is how Facility Management 2014 is defined. The comprehensive range of facility-management service providers is tailor-made for all sectors and operating modes, ranging from office buildings and production plants to computer centers and hospitals. Not for nothing are they called the Möglichmacher (opportunity makers). Facility management not only ensures smooth processes in corporations thereby allowing undisturbed focus on key business areas it also aims to permanently reduce operating costs in terms of sustainability. The service providers offer illustration, analysis and optimization of processes, thereby achieving high savings for their customers. An exact data evaluation is enabled through special IT applications. This example shows how much sustainability and IT, the key issues of the yearbook in front of you, are connected. For all those who are interested in business management and keen on education, the sector offers a diversity of task areas. It is not surprising that facility management has become a major job creator for the real-estate sector. This issue of the yearbook Facility Management is being published in German and English for the first time, co-edited by GEFMA e.v., the German network of decisionmakers in facility management. As an introduction to the topic we recommend the Sector Perspective article More sustainability for everyone, which succinctly summarizes the yearbook s contents. Many thanks to all authors for their excellent insider perspectives and for the enjoyable collaboration. Very special thanks go to the companies that have introduced themselves with their informative profiles in the service section. Their contributions make Facility Management 2014 a practical and extremely up-to-date resource. We wish you pleasant reading GEFMA F.A.Z.-Institut
7 Chapter I Introduction Thinkstock Thinkstock
8 Chapter I Introduction Facility management factor for the future Otto Kajetan Weixler is Chairman of GEFMA the German Facility Management Association, Deutscher Verband für Facility Management e.v. Facility Management (FM) helps to efficiently operate and sustainably manage buildings and facilities. It supports the core business of companies of all economic sectors. The main points are functionality and availability, preserving value and added value, service quality and performance. FM means a cooperative partnership between customer and service provider. That is what the sector association GEFMA and the initiative FM Die Möglichmacher have dedicated themselves to. Competence quality increase in value Every business needs to operate sustainably. Buying high-quality Facility Management (FM) as a service of skilled employees can maintain or even increase the value of property and equipment on the long-term. The purchase of high-quality FM services contributes significantly to reduce operating costs, consumption and emissions permanently and to increase energy efficiency and sustainability in general. Initiative FM Die Möglichmacher However, an important prerequisite for a successful collaboration between client and the contractor is that the price is not the sole award criterion, but also the quality of services and the expertise of the staff. FM tasks require from employees unusually high versatility as well as extensive technical and business knowledge. But high-quality training is not available for free. FM companies must be able to come up in the war for talents with attractive salaries. Only if the FM customers are prepared to pay appropriately for quality FM services the FM providers are able to invest in the quality of their employees and thus in their products.
9 Chapter I Introduction Sector perspective: more sustainability for everyone Dr. Marion Damer is an Editor at the F.A.Z.-Institut. Dr. Claudia Weise is Owner of rubicondo, Agency for Communication and Project Management and Co-operation Partner of the F.A.Z.-Institut. Facility Management (FM) coordinates and optimizes processes, helps to increase the value of buildings and facilities and, due to its excellent opportunities for young professionals, has become a major job creator for the real-estate sector. Facility management today is interdisciplinary and operates between the poles of technology, business management and property. In doing so, the two areas of IT and sustainability overlap at many points, such as when it comes to evaluating and optimizing energy efficiency of buildings and facilities. Facility-management companies are increasingly taking over responsibilities in the business management and legal fields for their customers and more often provide consulting advice as well.
10 Chapter II Sectorwide trends Thinkstock
11 Chapter II sectorwide trends System services = responsibility Upon hearing the term service product, one must ask about the developer of this product. The market economy certainly contains very few examples of purchasable items that were produced without blood and tears Dr. Sigrid Odin is a Managing Director at Dr. Odin GmbH. Janke Papenfuß is a Managing Director at Dr. Odin GmbH. Facility Management is no different. So-called systemic service a synonym for a technical, legal and economic transfer of responsibility for Facility Management tasks to a service provider stems from the collective development of service providers and clients in the market over many years. It is not so much about creating a product that enables one of the market participants to beat other competitors. The customer just expects added value in FM services. Consequently, service providers distinguish themselves in the market with both management skills and industry-specific solutions for system services. This can result in more satisfied customers, who may even gain some further inspiration. Process-oriented contract specifications Alexander Gerlach is Managing Director at Facility Consultants GmbH. A process-oriented service description paves the road to success. After all, it is this detailed estimate that leads to the fulfilment of all requirements for employers and service providers. All processes within a total operating performance are itemised into partial performances. Each subprocess is accurately described and the requirements are well-defined. In addition, all surrounding conditions conducted in the detailed estimate can be extracted. Furthermore, it is possible to carve out the interfaces of the partial performances. In conclusion, this method provides maximum transparency for generating services and makes it possible to optimally relate processes to performances. These advantages are compounded by an additional benefit: The process-oriented service description conforms to standards. Due to this fact, it serves as an extra quality indicator that ensures a standard for the quality of value performances.
12 Chapter II sectorwide trends Safety must be a management issue Friedrich P. Kötter is Managing Director at KÖTTER Security in Düsseldorf. Everyone is talking about sustainability and its vital importance to corporate safety. This text outlines exactly what accounts for concrete and long-term action in that sector. Is FM finally entering the real-estate industry!? Dr. Martin Soboll is Managing Director at RESULT Real Estate Management Consultants GmbH. The housing industry, mostly originated in the public sector, which is traditionally focused solely on housing supply and administration faces an increasing pressure to change. The yield expectations of new private owners and various sociopolitical requirements go along with the constraint to rework conventional business models. Facility management, established around 20 years ago in Germany, is able to support and accompany changes in strategy, organisation and processes as well as in systems and employee resources. Current tasks beside the strategic-organisational realignment of asset, property and facility management include risk management emerging from the operator s responsibility as well as the system-based mapping of operator-relevant data and processes. The author emphasizes the large spectrum with five striking tasks and outlines possible solutions.
13 Chapter II sectorwide trends Facility management during ongoing construction Wilfried Schmahl is Managing Director at STRABAG Property and Facility Services GmbH and Deputy Chairman of GEFMA the German Facility Management Association, Deutscher Verband für Facility Management e.v. The topic of sustainability continues to gain importance for occupiers and investors, and with it the idea of integrated planning. Moving into the future, the costs of occupation and follow-up costs will have to be given greater weight when determining the energy footprint and should be considered in addition to investment costs. Construction projects should seek to minimise energy and operating and maintenances costs, to satisfy the functional and structural requirements, to optimise aspects of occupier health/comfort, and to deploy building materials and components with minimal environmental impact all from the very beginning of the project. After all, buildings must meet certain occupier-specified requirements in terms of location and production site. Past concrete examples have shown that conflicts of interest between the investor or principal, on the one hand, and the occupier or owner, on the other hand, can be reconciled. This reconciliation is essential in order to anticipate future resourceconserving requirements for the planning, construction and maintenance of real property. Key factors of integrating the facility management early on in this context include environmental, financial and socio-cultural aspects relevant to the construction of buildings.
14 Chapter III focus on information technology Thinkstock
15 Chapter III Focus on information technology CAFM: from an exotic IT solution to a standard software application Prof. Dr. habil. Michael May is Professor for Computer Science and Facility Management at the Hochschule für Technik und Wirtschaft Berlin. In this paper, we consider the evolving relationship between information technology (IT) and facility management (FM). For many years, we have been using the term computer-aided facility management (CAFM) to a situation in which IT supports FM. This paper addresses the history of CAFM. It also provides an insight into the CAFM activities of GEFMA s Working Group that aim to improve CAFM expertise and its application as well as the related best practices in Germany. The main objectives of the Working Group were defined as: promoting (CAFM), improving CAFM knowledge in the whole industry (including vendors, users, consultants and academia), defining CAFM terms, advertising CAFM business potentials, publishing guidelines and checklists, identifying technological and business trends and drivers, and specifying CAFM features and education as well as quality assurance in CAFM. We look at how to implement and deploy CAFM software successfully. Ultimately, the paper discusses current IT developments and trends. CAFM trends 2014 Germany and international The CAFM Special Interest Group (SIG) of the German Facility Management Association (GEFMA) ran an online survey in early 2013 about users perspectives on their existing and future CAFM systems. More than 200 individuals from different industries representing a set base of approximately 20 CAFM vendors filled in the questionnaire. The study found, among other things: Prof. Dr. Joachim W. Hohmann is Professor for Facility Management at the Technische Universitäten in Darmstadt, Kaiserslautern and Karlsruhe. Space and maintenance planning make up the main areas of CAFM application. 83 per cent of respondents were either fully satisfied or satisfied with their CAFM system. 76 per cent of respondents saw room for improvement in the CAFM user interface. Future trends will be driven primarily by mobile CAFM and cloud computing. An English version of the survey in cooperation with IFMA s ITC showed similar results for CAFM trends with a major difference in the area of SaaS. Most existing and potential users would choose this service offering as a standard in the future.
16 Chapter III Focus on information technology CAFM technology current developments What new trends and developments are shaping the CAFM software field? Has mobile computing arrived in CAFM? What about BIM, SaaS and cloud computing? Are these terms relevant for facility managers? This article explores the benefits and potential drawbacks these technologies portend. According to the GEFMA s 2013 CAFM trend survey, mobile CAFM is the most important trend for the future. Many CAFM suppliers are following that trend by offering solutions for CAFM to go. BIM Building Information Modelling is a way to optimise construction processes. CAFM aims to transfer accrued data to the utilisation phase with minimal loss. Cloud computing also called Software as a Service (SaaS) is offered by some software providers who offer CAFM software or parts of it as an internet-based solution. System integration is one of CAFM s area of emphasis. Exchanging data via gateways enables users to, step by step, arrive at process integration that will function beyond system boundaries. Nino Turianskyj is Head of Development at Keßler Real Estate Solutions GmbH. Augmented Reality is still more of an abstract hope for CAFM software. As soon as tools like Google Glass are available, it won t take long until applications for facility managers are developed. Building Information Modelling Maik Schlundt is Team Leader for Information and Knowledge Management in FM at Berliner Stadtreinigungsbetriebe and Lecturer on the subjects CAD, databases and CAFM. Building Information Modelling (BIM) will change the planning, construction and op-eration of facilities in the 21st century. It is an innovative approach that is becoming more and more important for major construction projects. BIM is not a software but rather an IT-based approach for the planning, construction and operation of buildings. One major attribute of BIM is the digital structured data model that includes all parts of a building. The BIM approach will improve the collaboration between designers, constructors and operators because it enables them to work together on the same digital building information model. It must be pointed out that the costs for creating planning data are higher at the beginning when compared to traditional planning approaches. This means that all involved parties will need technology for data management and, above all, it requires new collaborative design processes.
17 Chapter III Focus on information technology Augmented Reality in FM Daniel Ellmer is a Member of the research project FMstar at the Hochschule für Technik und Wirtschaft Berlin. Philipp Salzmann is a Member of the research project FMstar at the Hochschule für Technik und Wirtschaft Berlin. A major challenge for future information management in FM is the provision and utilisation of context-based heterogeneous and distributed data, for example in maintenance management (MM). Regarding the user interface, access using mobile devices continues to gain significance. Augmented Reality (AR) is a technology that enables the integration of virtual contents into a real-world scenario. So far, very few AR applications in FM are available. This paper addresses a new approach to information supply for maintenance and approval processes. The ongoing research project FMstar develops AR concepts and technologies for the flexible and context-based presentation of distributed life-cycle data of properties and technical equipment on mobile devices. In order to demonstrate the various possibilities of using AR technology especially in MM a number of application scenarios have been developed. They show how MM stakeholders can be assisted during their routine business operations. As one of the initial steps, a user requirements analysis was conducted, which revealed information deficits in current maintenance, inspection and approval processes, pointed out potential benefits of AR application scenarios in FM. FM documentation and CAFM Implementing CAFM is a useful tool to effectively support of facility management. But without the necessary data basis a CAFM system is useless. Where do the necessary data originate from and how are they transmitted into the CAFM? Ideally the required basis data can be recorded and structured within the scope of a new construction project and can smoothly be transferred afterwards into the CAFM System. The basis for this procedure is a clean building documentation. The integration of independent processes, in particular integrating construction data management into a new construction project, sets the foundation for the transfer of technically clean and therefore CAFM-suitable data. Until the data transfer is complete different process steps must be taken: Thomas Bender works in real estate and IT consulting at Drees & Sommer. conception definition of binding guidelines guarantee of contractual basis for claims implementation of tools for data collection data-quality management data transfer into the CAFM
18 Chapter III Focus on information technology Integration technologies in CAFM Dr. Stefan Koch is Key Account Manager and Partner at Axentris Informationssysteme GmbH. A CAFM software comprises the components database, documentation und graphical visualization. Many facility management processes demand an exchange between these CAFM related data and various data in other software solutions. Depending on the requirements concerning speed, interactivity and flexibility of the data exchange, special interfaces can be established. Three technologies are in use for such interfaces: file transfer, database integration und web services. File transfer protocols are easy to realise but cannot be used in time-critical applications. Database integrations demand individual adaptions according to any database changes. Most flexibility and interactive usage can be gained via web service interfaces. Standardized interface definition languages support the development of web service interfaces to other software solutions as well as to the increasing number of time, location, context and object oriented services. In this context, middleware based architectures of CAFM software integrate interfaces easily and allow the safe usage and uncomplicated adaption according to the changing facts. Integration of REG-IS and CAFM The operation of buildings and facilities is subject to many regulations. To protect themselves from growing exposure to liability, operators must go about their duties especially carefully. A safely operating organisation requires reliable IT solutions that assist in assuming operational responsibility. Combining CAFM (Computer-Aided Facility Management) and information system of rules and regulations (Regelwerk-Informationssystem, REG-IS) enables users to fulfil operator obligations with the mandated transparency and legal compliance protocols. Michael Härtig is Development Manager for SPARTACUS Facility Management at N+P Informationssysteme GmbH. REG-IS makes tracking rules and regulations both user-friendly and simple. An interface between CAFM and REG-IS provides a valuable contribution to optimizing operational responsibility. And currently applicable statutory provisions can be accessed directly from the CAFM system in a quick and efficient way.
19 Chapter III Focus on information technology Using the import/export interface of CAFM RING to ensure safe investments in data collection Klaus Aengenvoort is Managing Director of etask Service-Management GmbH and Head of the Working Group Technology for Branchenverband CAFM RING. At the start of a CAFM (Computer-Aided Facility Management) project, huge amounts of data must be entered into the CAFM system. This usually costs a lot of time and, therefore, money. CAFM RING s goal is to tackle this problem with the help of its new interface, CAFM-Connect. With CAFM-Connect, five leading CAFM companies agreed to implement a unified import interface in their CAFM systems. Additionally, CAFM RING provides a free tool to create the CAFM-Connect files. Users can enter their data using this tool, export them and import them not just into one, but into all CAFM systems used by CAFM RING s members. Data recorded by previously used or different tools can be transferred by service providers that are responsible for recording data for the operator or by the operators themselves using the provided API (Application Programming Interface). Marcel Dickmann is Sales Manager at etask Service- Management GmbH. IT-supported occupancy optimisation in FM Michael Marchionini is Managing Partner at ReCoTech GmbH in Berlin. Innovative technologies can decisively improve effective space management. By digitally matching quantity and structure of justified demand for office space with available space managers gain an objective assessment of the current situation. Furthermore, computation of improved space allocations allows the rapid creation of alternative allocation scenarios. The associated transparency and impartiality guarantees sound and informed decision making.
20 Chapter III Focus on information technology Certification of CAFM software products Marko Opic is a Consultant at VALTEQ GmbH. Guideline 444 Zertifizierung von CAFM-Softwareprodukten (certification of CAFM software products) was published in early 2010 by the German Facility Management Association (GEFMA), but has since undergone a remarkable development. After two updates, the current guideline (effective January, 2013) offers a procedure with twelve sets of criteria that guarantees CAFM-interested parties compliance with certain minimum standards. 18 software products have been certified since the guideline was published, and most of these have already been recertified beyond the original two-year term of validity. That the procedure is also accepted on the user side is demonstrated by the increasing number of selection methods (especially in the public sector), for which certification by GEFMA guideline 444 constitutes an evaluation or even a minimum criterion. At the moment, plans for further development include the extension of the criteria lists. In the more distant future, the guideline s creators are considering the possibility of a more detailed evaluation procedure. Integration of GA and CAFM systems The paper addresses the problem with operating building automation (BA) systems and CAFM Systems in parallel. It examines how BA systems and convenient central controls can be integrated into CAFM systems. The focus will be on aspects of innovative networking models, deploying system data together with import functions, as well as the feature of a browser-based systems operation. The guiding principle is to utilise existing proven technologies and standards to create new solutions. Dr. Asbjörn Gärtner is Head of Operative Management (COO) and Head of Sales & Marketing (CSO/ CMO) at BFM Building + Facility Management GmbH. This approach will analyse, compare and evaluate various network configurations, and the results obtained will contribute to decision-making for developing models. The concept of Plug and Play is realised by using the already standardised network technology UPnP (Universal Plug and Play), which requires new data formats (XML) for planning and definition. The results of this paper form a basis for further optimisation in the area of web-based and database-oriented building automation. Implementation of the presented functions of the FMControl software module will allow CAFM systems to be enhanced as high-performance building control tools.
21 Chapter III Focus on information technology CAFM use in the German federal state of Schleswig-Holstein The public-law institution Gebäudemanagement Schleswig-Holstein AöR (GMSH) in-troduced the CAFM software pit - FM as part of a multiyear project intended to support technical, commercial and infrastructural facility management. pit - FM replaced the existing software. GMSH is the central service provider for the German federal state of Schleswig-Holstein and helps the state government manage construction, administration and supply. Stefanie Radek is Head of the Project/Professional Group Software III (CAFM) in the Business Segment IT and Organisation of Facility Management at Schleswig- Holstein AöR (GMSH). The software s future users were involved in the bidding process and in the program s rollout. During the software s implementation, universal support for the management of real estate data and standard performances was fine tuned. This included the automatic generation of certain supplements and service contracts. Many of these processes had already been established in the previous system, which facilitated the conversion process. In December 2011, one and a half years after the project launched, the previous system was switched off for good and pit - FM came online: The changeover took place within one week. Clinic IT: well protected, fully networked Michael Battige is System and Network Administrator at FAC T GmbH Facility Management Partner. Establishing a more sustainable information technology infrastructure in hospitals often requires an external, independent review of the existing facilities. Allocating resources to information technology (IT) infrastructure can drive the whole system towards innovative solutions, again bringing forward new ways of communicating and administrating crucial patient information. This is best seen in St. Franziskus Hospital, located in Münster, and Maria Frieden, a geriatric clinic in Telgte, Germany. Here, Wi- Fi-based infrastructure makes patient data accessible to doctors and nursing staff using PDA devices. Using the same WiFi infrastructure, a VoIP telephone system also integrates about 15,000 telephone connections and reduces radiation compared with the DECT phones used previously.