McLaren CAFM Explorer. Supporting Safe, Efficient and Compliant Facilities

Transcription

1 McLaren CAFM Explorer Supporting Safe, Efficient and Compliant Facilities

2 CAFM Explorer: Applications Help Desk... 4 Work Planner... 5 Cost Control... 6 Asset Tracking... 7 Property Management... 8 Planned Maintenance... 9 Room Booking...10 Space Management...11 Stock Control...12 Document Control...13 Reporting...14 CAFM Web...15 CAFM Web Engineer...16 Business System Integration and Support Services..17 Training...18 Experience...`19 2

3 McLaren CAFM Explorer Supporting Safe, Efficient and Compliant Facilities Addressing the unique challenges of a Facility Manager Computer Aided Facilities Management (CAFM ) relates to the use of software technologies to plan, manage and maintain the work of an organisation within a physical space and the people involved in this task. Facility managers face a complex set of challenges from compliance with statutory obligations and maximising asset utilisation to controlling costs and the supply chain. The McLaren CAFM Explorer solution A comprehensive database to store asset and operating data combines with powerful tools to track, retrieve, analyse and report on all aspects of working life within a facility or portfolio of facilities. In addition, Web connectivity allows a greater level of collaboration with personnel, suppliers and partners. Accurate recording, tracking and easy access to key data means that operators can keep all matters impacting health, safety, environmental and statutory compliance under control. Detailed asset information enables operators and management to make informed decisions on sustainable maintenance strategies, while integrated systems and automated functionality streamlines processes and increases the efficiency of operators to manage tasks. In-depth reporting means that decision makers are in a strong position to understand costs against budgets, manage the supply chain and plan investment. Used to manage more than a billion square feet of space, in over 48 countries, and in multiple sectors, CAFM Explorer is proven as a solution that meets the core needs of facility managers. A key advantage of CAFM Explorer is the feature-rich base of applications ready for immediate use across each aspect of facility management, from dealing with the hard services often carrying significant impact on a financial, operational and legal basis, to the everyday soft service requirements. The product is highly flexible to modern working patterns, offering centralised control with access through a web interface to allow distributed working and connectivity with onsite engineers. Options also extend into operating structure with CAFM Explorer offered as a secure web-based hosted service, via the CAFM Explorer On-Air application, if users want to minimise physical infrastructure. This flexibility offers customers a solution that fits best with the level of ownership and management preferred. The product has been continually developed resulting in an application that is intuitive for operators and a powerful tool for managers to understand and control their facilities. Becoming part of McLaren in 2012 has led to further development of the product and the potential benefit of integration with McLaren project software to provide a solution meeting all aspects of current and future asset management. Why McLaren CAFM Explorer? Experience counts and CAFM Explorer has been at the forefront of Computer Aided Facilities Management since its inception. All elements of the CAFM solution deliver real value for organisations that operate facilities and infrastructure, being developed with a deep understanding of the challenges faced by facility managers at an operational and strategic level. 3

4 CAFM Explorer: Help Desk The Help Desk enables operators to manage maintenance issues and procedures in a simple, efficient and reliable manner. From raising issues through to resolution with all the necessary work activities in between, the Help Desk enables all tasks to be carried out with clear visibility and tracking. The application enables users to access asset and people information to improve workflows and customer service whether for reactive or planned maintenance. High levels of user efficiency through easy navigation, issue and management of work orders Reduced workloads and potential for errors through automated tasks and screen alerts Improved customer service through more effective scheduling, work prioritisation and asset knowledge Streamlined workflows through integration with other modules such as asset database, work planner and stock control Greater management control Central and self-service call logging Fully scalable for multiple or single companies, locations or buildings Ability to schedule work and view trades people and service providers on a work planner Work assignment to either internal maintenance staff or external contractors Easy tracking of maintenance activity status updates and on screen alerts Generation of work orders via including multiple assignment of work orders, automated notification of work requests & updates Easy search and visibility of calls Automatic hazard and asbestos alerts Proactive management of service level agreements (SLAs) Easy cost allocation and option to raise purchase orders during call logging process Dashboard for live reporting of Help Desk performance Association of required documentation i.e. risk assessment or standard operating procedures against activities Planned maintenance scheduling, including required time and total available hours Self-service portal for user request logging Wide range of comprehensive Help Desk reports Auto refresh of work orders 4

5 CAFM Explorer: Work Planner Work Planner gives operators the ability to increase work efficiencies by providing real time information on worker schedules, availability and location. Accurate information leads to operators being able to make better informed worker allocation decisions; this ultimately delivers improved levels of service on both a time and cost basis. Ability to record and upload public holidays, annual leave, sickness and other activities Calendar & work planner displaying activities for each trades person Easy & quick scheduling of work order tasks, assigned on a fixed or floating basis to available trades people On screen alerts when scheduling work for trades people in different locations to enable travel time Further alerts for clashing calendar activities, work scheduled outside the required service level or exceeding the maximum working hours Help Desk work order and room booking meetings are created as calendar entries for the assigned trades person A wide range of reports including time sheets and resource capacity and optimisation By linking in with the comprehensive reporting suite, Work Planner is also able to provide information to management that delivers high levels of control over workers, their performance and financial management. Increased work efficiency from highly visual and intuitive system Improved service levels through quick and most suitable resource allocation Greater management control through related reports 5

6 CAFM Explorer: Cost Control Cost Control enables operators to maintain an accurate view of all financial data associated with assets and facilities and manage costs and budgets across contracts and projects. By having clear visibility of costs, management can track expenditure against budgets on multiple levels and take appropriate actions to keep in line. Ability for two-way communication with corporate financial systems Utilisation of web services for automated 3rd party integration Purchase order and invoice reconciliation Costs tracked through a multi-level hierarchy of financial data Tracking of a facility s spend and generation of single or multi-line purchase orders Ability to discount purchase orders or individual line items Easy to navigate, search and view all financial information Tracking of project spend, key dates and stakeholders Contract monitoring and compliance Tracking and reporting of contractor invoices to monitor maintenance costs Easy distribution of information to stakeholders Comprehensive financial reports Integration with financial systems also means that data is consistent and accurate throughout the organisation. Improved cost management on a real time basis, whether at a portfolio, facility, contract or project level Clear and consistent management and reporting of orders, invoices and payments across the IT infrastructure Improved decision making capability through accurate reporting 6

7 CAFM Explorer: Asset Tracking The Asset Tracker provides comprehensive knowledge and management of all asset data through access to records held within the CAFM asset register. Fully scalable for an unlimited number of properties and assets, the tracker and associated reporting capability means that managers have operational and strategic control over the entire base. This can provide the basis to drive down total cost of ownership, establish accountability and ensure compliance. Complete asset register Location, warranty, parts and maintenance tracking Logical grouping of assets for easy storage, retrieval and viewing Condition monitoring Integration with help desk and planned maintenance enables full visibility of an asset s service history Association of assets to people, departments or locations Detailed financial and ownership information Movement and tracking of assets either within AutoCAD or CAFM Explorer Asset maintenance contract association for automatic issue of work orders to nominated contractors Easy export of asset data to third party applications, or an external asset register Export of asset information within a work order to hand-held devices Automatic asset reporting Take and record meter readings By integrating with AutoCAD and other 3rd party applications, the assets can be monitored, analysed, exported and reported according to the needs of the user. Increased user efficiency with quick access to in-depth data Improved service and asset returns over lifetime through better informed asset maintenance decisions Increased service efficiency by linking assets to contracts Reduced risk of non-compliance with requirements scheduled against assets Greater management control through accurate reporting and data sharing across company systems 7

8 CAFM Explorer: Property Management Property Management enables the effective management of a wide range of building and real estate related services across a property portfolio. The application enables users to establish a comprehensive database of property and asset information with all associated maintenance and commercial management data. This provides the foundation from which the services required to operate property can be optimised, maximising utilisation of space and the efficient use of personnel and resources. Increased operator efficiency by having a clear, consolidated view of facilities and assets and quick access to underlying data Improved commercial management through tracking property and estates information and ensuring key dates impacting cost critical decisions are not missed Improved management of building and department boundaries through AutoCAD integration Ability to manage single or multiple companies and facilities within one system Easy navigation of all property information through a geographical, office location or even a maintenance responsibility hierarchy Schedule reports for reminders of lease renewals, rent and break reviews Tenures can be linked to multiple locations enabling a single tenure to be linked to one or more localities Ability to specify charges as payable or receivable Management of health and safety equipment and service requests Storage and maintenance of hazardous materials data Ability to track condition of building elements including structure, fabric and mechanical Contractor management, including expiry date and tracking of health and safety documents Monitoring of building lifecycle costs Storage of all property related documents such as contracts, lease agreements and health and safety documents Easy to navigate storage of all contact information, including fire officers, first aiders and facilities managers Web based access via CAFM Web Comprehensive property management reports 8

9 CAFM Explorer: Planned Maintenance Preventative Planned Maintenance (PPM) enables efficient end-to-end management of maintenance by combining asset information with work plans and schedules and the resources required to fulfil maintenance tasks. Resources include suitability qualified and experienced personnel as well as critical parts required to carry out the necessary tasks. The application enables users to ensure HSEQ compliance is achieved on time and to the specified standard. Management and compliance of maintenance requirements Planned maintenance tasks can be scheduled to available trades people Visual work planner display Provision of data for future resource planning and allocation Auto generation of work orders from planned tasks Provision of required documentation including risk assessment or standard operating procedures Work permit notifications can be sent directly to contractors Ability to capture costs and materials used for each activity View progress of asset maintenance to ensure workload can be managed on a daily basis Work planner to schedule tasks to available trades people Comprehensive planned maintenance reports Reduced total cost of ownership and risk by ensuring assets are fully operational in accordance with regulations and operating standards Increased safety levels for staff and assets by keeping up to date with required testing schedules Increased efficiency by integrating with other CAFM modules to plan, issue and track maintenance work and providing clear consolidated view for operators Improved management decisions from accurate monitoring of maintenance, compliance, costs and supplier performance 9

10 CAFM Explorer: Room Booking Room Booking provides a system for managing the use of rooms and related resources. The application allows users to easily manage room and space allocation while also linking in with the Help Desk to take account of soft service requirements such as catering and cleaning. This connectivity results in a streamlined process for all aspects of room and resource management and can also be accessed via the web application. Improved cost management through easy and accurate cost allocation to users Improved service through real time information for bookings, user notifications, relevant document attachments and centralised management Increased efficiency by dealing with all associated resource requirements Increased user convenience with access via CAFM Web Generation and tracking of unique booking references Support for ad-hoc booking and long term bookings Easy to use booking process for single or multiple occurrence meetings Real time availability checking to eliminate double bookings Integrated web support for creating on-line bookings, catering and services Consolidated view of company calendars Attendee invitation and update facility for internal and external people Automated notification, update and reminders Booking search, retrieval and Gantt chart view Ability to associate documents (e.g. meeting notes, location maps) with room bookings Automatic work order issue for tasks associated to bookings Creation of ad-hoc meeting rooms Ability to assign and associate booking charges Ability to select services or catering requirements from customised menus Manage car park bookings providing information to reception and security staff 10

11 CAFM Explorer: Space Management Space Management enables the use of space within properties to be maximised in the most cost effective manner. Detailed information showing placement of assets and people is presented graphically using AutoCAD layouts to enable clear visibility of how space is used and by whom. This assists planners to understand current use, plan future scenarios and manage costs associated with space usage. Precise mapping provides assurance of accurate charging to industry standards. Fully integrated with Autodesk AutoCAD Automatic tracking of people, assets, hazards, asbestos and generation of to do tasks Allocation of room usage, charges and space utilisation Map spaces, assets and assign attributes Two way communication between facilities drawings and CAFM Explorer Generation of drawings for space planning purposes Automatic hatching identifying departments, space type, divisions and other categorisations Customisable label attributes with core information from the facilities database with size and leader lines Space calculations automatically updated Ability to charge departments for the space occupied Automatic updates of graphical area when space polyline is updated due to department changes View the data instantly in CAFM Explorer where graphical information is rolled up from space to company level in the hierarchy Analyse the data using CAFM Reports Explorer Increased efficiency through highly accurate tracking of space in a easy to understand visual format Improved financial management through accurate charging Improved management planning through comprehensive reporting of usage and financial metrics 11

12 CAFM Explorer: Stock Control Stock Control provides an efficient system for the management of all manner of stock from consumables through to critical parts. The application tracks stock and parts and integrates with the purchasing system to provide accurate real time volume and value balances. Further integration with the help desk enables stock allocation to be prioritised in line with work orders. Automatic first in/ first out stock allocation with integration with Help Desk to allocate stock items to both reactive and planned work orders Holds full Stock Item detail including preferred supplier, last supplier, last price paid, bin location, reorder quantity, restock level and part number Detailed supply and issue history for stock items Integration with purchasing to reorder Stock Items Goods receipting automatically updates Stock Item level Stock take functionality Stock management reports including notifications of stock requiring reorder Supplier catalogues can be created within CAFM Explorer and parts can be associated with both Purchase Orders and Work Orders. Stock levels can be monitored via the automatic reporting tool within CAFM Report Explorer and financial reports track expenditure against budget. Refreshments and catering items can be created as parts within catalogues and booked for meetings via the Room Booker Increased control over stock levels and costs with accurate monitoring and reporting Reduced downtime by ensuring critical parts stock levels are maintained through accurate monitoring and re-stocking triggers Increased cost control through decisions based on real time volume and value reports Improved service by allocation of parts in line with work priorities 12

13 CAFM Explorer: Document Control Secure Cloud based repository Full document control including audit trails Ensure all users have access to approved documents No hardware of software to install Ability to view BIM modules Secured replacement for files system and share drive Document Control enables users to manage asset documents securely on a McLaren Tier 1 hosted server. Full document control is provided for all types of documents including safety instructions, risk assessments, standard operating procedures and work permits. Authorised document controllers are able to create, revise, review and approve documents which, when approved, are made available to all users helping to ensure the safety, efficiency and compliance of the facility s operations. In addition, documents relating to refurbishment or new build projects can be accessed via the cloud-based document repository meaning CAFM Explorer users can have as-built documentation. Reduced risk caused by document errors by ensuring latest approved versions of documents are used Reduced risk of critical document loss through controlled access and storage Automatically update links in CAFM Explorer for as built records, safety documents, hazard procedures etc. CAFM Explorer Document Cabinet CAFM Explorer contains links to CAFM Document Repository Documents added or changed in the repository CAFM Explorer Document Repository (Cloud based) Document Sync Process Links are maintained by a synchronisation process 13

14 CAFM Explorer: Reporting Over 250 configurable reports provided as standard Measure performance benchmarking Automatic generation of reports with notifications Specific corporate reporting requirements Cost control and monitoring Help Desk performance management Key performance indicator reports on Help Desk activity Reporting is a critical component of effective facilities management. CAFM Explorer s report functionality has been designed into the system from the outset to provide users with accurate and timely information in a flexible and interactive manner. There is a base of over 250 standard reports, which go to operational level and are fully customisable to meet the specific requirements of operators and managers. A reporting dashboard is provided to allow users to easily view and monitor key metrics. Reports can be configured and scheduled to automatically generate the required information and notifications of reports can be automatically sent to the relevant people by . Reduced report set-up from immediate access to an inbuilt comprehensive reporting suite Increased efficiency through automated reporting functionality and notifications Improved management decision making through access to a clear and accurate range of reports offering operational and strategic insight 14

15 CAFM Explorer: CAFM Web CAFM Web enables operators and managers to access key help desk and room booker functionality held within CAFM Explorer, whether using a desktop, laptop or web enabled device. Designed to provide users with an intuitive web based interface, the application can be quickly deployed to increase flexibility of access and support the mobility of users. Simple, fast fault reporting and automatic generation of reactive work orders Ability for users to track fault progress and view estimated completion times Contractors and engineers are able to manage their own work requests Configurable screens to limit access to key information Manage work orders via the Help Desk from logging, assigning and issuing to resolution and completion. Including updating existing work orders, adding notes, costs and labour time, linking assets, placing on hold and taking off hold Add and view documents via the Help Desk Work offline in the Help Desk Online access to the Room Booking tool to book meetings, associated catering and equipment requests, gain booking approvals, and view reports and utilisation statistics Access can be extended from internal users to suppliers and tradespeople, all secured and controlled via unique login credentials with the level set appropriate to each user. Reports can also be configured to allow remote access to key metrics. Increased efficiency and management of work between onsite engineers and the control centre Increased help desk efficiency with less booking administration resulting in greater focus on improving customer service Increased flexibility with secure access possible for a distributed workforce Improved coordination through external stakeholders and contractors interfacing with the same system Rapid deployment with no software to download or update to local devices

16 CAFM Explorer: CAFM Web Engineer CAFM Web Engineer builds on the capability provided by CAFM Web to extend access to key functionality to tradespeople via web-enabled devices. CAFM operators are able to allow secured access to work orders and manage the progress of work with inputs from the tradesperson. This enables central help desk personnel to interact with workers throughout the complete process from logging when the task commences to parts required, costs, notes and eventual updates to asset data. This provides the Help Desk operator with complete visibility of the work, schedule and availability of the tradesperson. Log work orders from the mobile device View notes added by other users, for example on a work order through the Help Desk Add and edit notes to an assigned work order Add or remove links to assets to an assigned work order Add and update parts on work orders Add and edit miscellaneous costs on a work order Enter data on a work order offline Select a labour charge Record travel time Attach tradesperson and customer risk assessments to a work order Filter assigned work order by job list, location or building Manage risk assessments Confirm and sign that a risk assessment has been carried out Sign that the tradesperson has arrived on site/started the work order and has departed site/finished the work order CAFM Web Engineer is compatible with mobile devices, including Apple ios, Android and Windows mobile and tablet devices. Deployed over a secure (http) website, the application has the ability to capture HTML signatures (providing device has touch screen functionality). Increased efficiency with work orders issued and carried out in close coordination between control centre and site Improved client service through accurate reporting of work status based on real time information from engineers 16

17 CAFM Explorer: Business System Integration and Support Services Services available : Annual Support & Maintenance Implementation Services Data Migration Services Consultancy / Advisory Services Custom Development Integration Services 3rd Party Systems Business System Integration Integration is a key element within CAFM Explorer, both within the product with each module working together and within the wider systems infrastructure used by each business. CAFM Explorer integrates seamlessly with Active Directory and automated import tools are incorporated to assist system administrators to manage data. Further integration is enabled through web services to automatically share data between CAFM Explorer and numerous 3rd party applications including financial, HR, IT help desks and Building Management Systems (BMS). Support Services To ensure customers experience the continued successful operation of CAFM Explorer and benefit from new functionality, McLaren offer an Annual Support & Maintenance package. This provides customers with: Upgrades, updates and versions of software licenses Help Desk support by telephone, online (with secure remote control), and for administrators and end users Access to CAFM Explorer tips and tricks resources Option to join the active and independent CAFM Explorer User Group 17

18 CAFM Explorer: Training Customised training available: At the McLaren training centre At a site of your choice Online CAFM Explorer is designed with ease of use in mind and has a range of inbuilt help features, however the depth of functionality available means that specialist training can be a great benefit to users. McLaren offers a wide range of training courses to address this and ensure that the use of the whole application suite is maximised. Our trainers have extensive knowledge of Facilities Management and CAFM Explorer. This enables us to deliver comprehensive training, equipping trainees with the strategies, understanding, confidence and skills to take full advantage of CAFM Explorer. Training courses cover everything from initial data build and using the main applications aimed at operators to providing managers with a high level understanding of the capabilities and functionality of CAFM Explorer reports. Our training courses are created to be flexible to the needs of each customer and so are highly customisable in content and delivery. 18

19 CAFM Explorer: Experience Industries served include: Charity / Not for Profit Education Energy & Utilities Engineering & Construction Facilities Management Service Providers Financial Services Healthcare Legal Leisure & Entertainment Manufacturing Media, IT & Telecom s Oil & Gas Public Sector Real Estate / Property Retail Transportation Deployed across a global customer base, CAFM Explorer is used to support and streamline the facilities management tasks of the smallest to the largest corporate, commercial or public facilities. Some examples of CAFM Explorer at work include: Catlin Group: a global insurance company with 600,000 square feet of space in 60 offices across 21 countries Despite its size, Catlin has a small internal FM team of 10 people, based in London. An expansion program in 2010 doubled the size of the UK portfolio and included responsibility for the global base. The need to run facilities in a more efficient and effective manner became essential. CAFM Explorer was key to that evolution and the ability to manage an increasing portfolio from a small dedicated team. Initially CAFM Explorer was used as a document storage tool, but the FM team has since increased its use of the product s functionality to include the Help Desk, Asset Register, Planned Maintenance, Cost Control and Space Management functions. The report tool is used to produce the numerous detailed reports required by the business and will contribute to strategic decision making for future growth plans. This illustrates the flexible and scalable nature of CAFM Explorer, providing support across the whole facilities infrastructure as Catlin has developed functional requirements and centralised management of a large dispersed facilities base. The key benefit from CAFM Explorer to date is improved response times and better data for the business, both of which have improved the reputation of the facilities function within Catlin James Stratford, Group Operations Manager - Catlin University of Salford: an expanding university with over 31 buildings spread across a 60 acre (240,000 m 2 ) campus As a CAFM Explorer user since the early 1990s, the university has been one of the pioneers in helping direct the development of the product. CAFM Explorer supports all the university s built assets with planned and preventive maintenance, from fixing a door handle to upgrading boiler systems. Salford has grown to 31 buildings on three campuses, plus a Student Village of 68 houses and 10 blocks of flats. To maintain all of this, Salford s estates function has 350 in-house staff including around 100 trades and technical people for fast-reactive work, something for which CAFM Explorer has proved invaluable. Additionally around 1,500 items in the university s on-site warehouse are being strategically monitored by the CAFM Explorer Stock Control module. With a major campus upgrade strategy currently underway, the university is also moving toward having CAFM Explorer monitor project budgets. Data such as cost of materials and hours of work will be recorded and presented in relation to project spend and spending limits. CAFM Explorer is now essential for helping the university s strategic expansion plans and cost-effective use of current space. The CAFM Explorer software has enabled the facilities staff, as well as academics and students in accommodation, to get the fast well-coordinated maintenance service they deserve. Vicky Booth, Head of Administrative Services - University of Salford 19

20 mclaren CAFM Explorer User Group McLaren Software are a leading provider and one of the original pioneers of CAFM or Computer Aided Facilities Management software. CAFM Explorer is in use by corporate, commercial, public sector organisations and service providers in 48 countries. CAFM Explorer is available either on-premise or in the cloud, designed for ease of use by windows, web and mobile users, CAFM Explorer supports building maintenance, property management, help desk, space management, room, resource scheduling and cost control within a single integrated package. CAFM Explorer is backed by a highly regarded customer support, training and consultancy services team to ensure ease of migration, installation, integration and a rapid return on investment. Product innovations and developments are supported by an active and independent CAFM Explorer User Group formed in the For more information us at info@cafmexplorer.com or visit our website McLaren Software Westfield House, Bonnetts Lane Ifield, Crawley, West Sussex, RH11 0NY, UK Tel +44 (0) Fax +44 (0) Idox 2nd floor Waterside 1310 Arlington Business Park Theale RG7 4SA Regional Offices in: Glasgow, UK Tel Tel: +44 (0) Fax: +44 (0) Frankfurt, Germany Tel Paris, France Tel San Francisco, USA Tel Houston, USA Tel Pune, India Tel Idox plc. solutions, suggestions, hints and procedures from this document are the intellectual property of Idox plc and thus protected by copyright. They may not be reproduced, transmitted to third parties or used in any form for commercial purposes without the express permission of Idox group. CAFM TM is a trademark of McLaren Software. 02 0