Steps to Implement an FM Program

[Anonymous]

I am reposting here a reply that I rec'd to a question on FMforum Re: Asset Management / Facilities Management Program Implementation, by Warren Bailey, Bailey Associates, usa, [2004-02-05] I have used Archibus; Peregrine-Span; Aperture; FIS and conducted CAFM studies for Oracle and Stanford Universities as well as many corp clients in West. Not a sales person. Some tips: 1. Begin collecting electronic info asap in almost any form. Excel or a database is excellent. Try to setup key fields to hold specific data such as BL (bldgs); FL (floors); RM (rooms) etc. Collect as much data as you can get hands on. It will be very useful once you start a full CAFM application. 2. Try to stay with AutoCAD as it has 80%+ of mkt. When dealing with consultants and govt agencies that is almost the only choice. Also try to stick with CAFM system that uses native AutoCAD, not a "translation" or conversion. That adds mistakes, time, and confusion. 3. No matter what app you select, get buyin from mgmt. That is as important as the app you select. Also talk to various depts you will track data for.., especially admin (secretaries); they can be vital to getting you "good data" on time. 4. Get real training in the app. Preferably from a local vendor who can support you as you go on. Centralized support from a home office is very expensive and difficult to get timely response and "mind share". 5. 1st big task is to get drawings into the CAFM system. Consists of adding polylines around all spaces and identifying them (room #'s, type - office etc; catagory - private vs workstation). Lots of cheap labor today to get this done. Also can outsource overseas. Local vendor will help. 6. Get data into system. Then run some reports for "quick win" that you can show your supervisors. 7. Biggest problem is tracking changes (where people sit; floor remodels; etc.). Many techniques but tried and true is to walk floors monthly for "true-ups". 8. Determine scope of what your company wants. Simple occupancy plans; detail furn & equip layouts; work order/help desk system; lease mgmt; etc. Maybe try to phase implementation starting with simpler tasks to get that 1st win. Also helps in initial costs of software and services. 9. Very big technical community out there. Ask around to get advice. Many good people with good experiences. 10. Don't buy something on the cheap. Facilities mgmt is very complex and you need quality software to manage it. The CAFM industry is very mature today. Many excellent products available with good track records. 11. Get good training! Key to any successful tech implementation. 12. Wade in with both feet and don't be afraid of the software. Make it your friend and you will set yourself apart in your company as being indespensible for key information. 13. Web is great, but knowing the software (how data is managed; how drawings are linked to data; etc.)still is vital and only place to start. Don't look for easy short cuts. They will come back to bite you later. Have fun and good luck! -- Sr. CADD Technician Newsletter Editor www.GatewayAUG.com

[Anonymous]

I am pasting in here an article I wrote based on the information I rec'd from Warren Bailey. There are also links at the end of the article for FM discussion groups as well as different AM/FM/CAFM programs on the market. If anyone has any tips to add, feel free to make a post. Implementing a CAFM System by Melanie Stone When I started drafting in high school, and then, when I continued my education with night classes at a community college, I learned about a lot of different fields where AutoCAD is used. We learned process piping and machined parts, we prepared architectural floor plans, we drew wiring diagrams and we designed roadways. We entered the workforce knowing about certain applications of drafting technology. But, one term I never heard while in school was facilities management. All of those other students are now working in places where they are creating documents, which will be used to build. and then their documents come to me. Here's the question, what do I do with them? What CAN I do with them? In an ideal world, I would have comprehensive, easily accessible, intelligent documentation of every system in each one of the buildings that I am responsible for, and these would be tied into databases, allowing me to create reports on room usage data, equipment preventative maintenance, etc. They call this Computer Aided Facilities Management (CAFM). I have tried to communicate with other people who might be in a similar position as myself, being the document holder of an old, sprawling facility. Truth be told, I haven't found all that many people who have actually implemented any type of CAFM program themselves. Most of those that I've talked to just hobble along photocopying faded blueprints, and relying on the memories of their long-time mechanics, sometimes without even having a CAD person on staff. Others have hired an outside firm to survey their facility and set up their documentation in electronic format. Then, there are the others like myself, the ones who would like to set up their own CAFM program, if they only knew where to begin. Those who are dissatisfied with the way things are currently handled, and who'd like to make things more efficient and more accurate using their in-house resources. But, how would one go about setting up a system like this? What information do you need to start? What can you do to properly prepare your data? How do you choose software? What can you use the system for? What kind of staffing levels might you need? In my own search for information, I placed a couple of questions on Fmforum.org and I received some great advice from Warren Bailey (WarrenBailey Assoc. has completed over 250 million square feet of FM technology projects). Determine the Needs/Uses Determine the scope of what your company actually wants. Do they need simple occupancy plans, detailed furniture & equipment layouts, a work order/help desk system, lease management, etc.? Talk to IT, HR and Finance about what information they need and could use. Get them on your side (and ultimately depending on your data). Most FM Systems track where assets (people, furniture, equipment, files, etc.) are located (rooms, floors, buildings, sites) and are organized by departments. This is the basis for any CAFM System. Once you have that set up, everything else integrates with it. Getting accurate information of employees is a hurdle. But most good CAFM Systems can now integrate seamlessly with other departments such as IT and HR. (A program like MAP, however useful for some things, won't do this, you will have to purchase a real CAFM system.) Entering the data The first big task is to get drawings into the CAFM system. Make sure you have some CAD standards in place, and update all of your floor plans accordingly. Data entry starts with adding polylines around all spaces and identifying them (room numbers, type - office etc., category - private vs. workstation). There is a lot of cheap labor available today to get this done (you might consider hiring college students or outsourcing overseas). Your local vendors might also be able to help. Begin collecting electronic info ASAP, in almost any form. Excel or a database is excellent. Try to set up key fields to hold specific data such as BL (buildings), FL (floors), RM (rooms) etc. Collect as much data as you can get your hands on. It will all prove very useful once you start a full CAFM application. Don't bite off a lot in the beginning; try to phase implementation, starting with simpler tasks. Just get "good data" into your system, generate some reports and print some pretty drawings quickly to show your new capabilities. This also helps in the initial startup costs of software and services. Run some reports for a "quick win" that you can show your supervisors. Also, talk to various departments you will track data for, especially administration (secretaries); they can be vital to getting you "good data" when you need it. Keeping the Information up-to-date Field verification is the number one problem, you have many options, but most companies simply "walk the floor" to "true-up" the space on regular basis, usually monthly. There have been many hi-tech methods tried, but nothing is fool proof. You can also use admin people in different departments to assist, as they usually know who sits where, etc. Instituting a "charge back" system helps tremendously in accounting for and tracking space. Once departments are having to pay for their space, they become more eager to accurately account for what they have and don't have. Your finance dept will like this as well. Your biggest changes will probably be a result of construction, which is most often handled outside of your main CAFM System until such time as there is a real "move project" ready to proceed. This, however, is the next dimension of technology use, to fully integrate these projects from their inception and planning. Selecting the CAFM Software 1. Try to stay with Autodesk products, since they hold 80% of the CAD market. When dealing with consultants and government agencies that is almost the only choice. Also try to stick with CAFM system that uses native AutoCAD, not a "translation" or conversion. That adds mistakes, time, and confusion. 2. No matter what app you select, get buy-in from management. That is as important as the application you select. 3. Don't buy something on the cheap. Facilities mgmt is very complex and you need quality software to manage it. The CAFM industry is very mature today. Many excellent products are available with good track records. 4. Buy a real CAFM Software application. Something like MAP is OK for producing some pretty maps, but it is only a small part of a real system. You need to track data that is seamlessly linked to AutoCAD drawings. There are many great software apps out there. ARCHIBUS is a favorite and works well with MAP, especially in the new web version. 5. Ultimately you want an FM System that will accurately and immediately track assets by location and department assignments. Then you can conduct move mgmt and work orders (call center/help desk, etc.), as well as work with furniture/move companies, real estate, fleet management. etc. 6. Just pick one and commit to learning it. Don't try to reinvent the wheel, too many people (hundreds of thousands today) across the world who have spent many years in the FM industry that you can draw upon from their experience. This gets you going much more quickly. 7. Get real training with the application, this is key with any technological implementation. Preferably from a local vendor who can support you as you go on. Centralized support from a home office is very expensive and difficult to get a timely response and "mind share". 8. There is a very big technical community out there. Ask around to get advice. There are many good people with good experiences. 9. Web is great, but knowing the software (how data is managed; how drawings are linked to data; etc.) is still vital and the only place to start. Don't look for easy short cuts. They will come back to bite you later. 10. Wade in with both feet and don't be afraid of the software. Make it your friend and you will set yourself apart in your company as being indispensable for key information. Staffing Levels A rule of thumb is 1 CAD/CAFM person per 2 million sq. ft. of space, once the system is up and running. Melanie Stone - originally published in the newsletter distributed by the international cad council www.icadc.com Posted here with permission from the author, and the icc. Some Facilities Management Discussion Groups: Autodesk Discussion Groups http://discussion.autodesk.com/forum.jspa?forumID=110 FM Forum http://fmforum.org/index.cgi CADville http://www.cadville.com/modules.php?name=Forums&file=viewforum&f=24&sid=82d2f34998c51ab34f0ffddf1c8f2d1a FM / AM/FM / CAFM Programs Available: FaciliCAD www.facilicad.com/fweb.shtml Archibus http://www.archibus.com/ Autodesk - MAP/MAP Guide http://usa.autodesk.com/adsk/servlet/index?siteID=123112&id=3016779 FM:Systems - FM:Space http://www.fmsystems.com/ Tririga - Facility Center http://www.tririga.com/home/defaultContent.jsp?PageID=49 Micromain FM http://www.micromain.com/press/2004/press_8_31_04.html Graphisoft - ArchiFM http://www.graphisoft.com/products/integrated_facility_management/archifm2000/ Graphisoft - Drawbase http://www.drawbase.com/ FMx - CAFM Explorer http://www.cafmexplorer.com/ Graphstore http://www.graphstore.com/ Vision/FM http://www.visionfm.com/stage/main.asp Melanie Stone - originally published in the newsletter distributed by the international cad council www.icadc.com Posted here with permission from the author, and the icc.

[Anonymous]

When I was making my list of FM programs, I missed FM Desktop... be sure to explore all of the options available when choosing software this important... (anyone feel free to post, or let me know if there is a program that should be on this list) FM Desktop has four major components that allow you to deploy an FM solution that suits your specific facility management needs. At the core of the suite is Facility Manager. Facility Manager is an MS Access application providing both an Access or SQL backend. Facility ManagerT provides you the ability to manage all of your facility drawings and data in an easy to use database environment. No special CAD skills required to work with drawings and data. Facility Link connects objects in your AutoCAD facility drawings to records in the Facility ManagerT database, providing a graphical interface to your facility data. Facility Web provides you anytime anywhere access to your facility data and drawings. An easy to use web interface brings powerful features to even the most technically challenged. Facility Mobile puts your facility drawings and data in the palm of your hand. Field surveys and occupancy verifications become a breeze. "melanie stone" wrote in message news:418104a1_3@newsprd01... > FM / AM/FM / CAFM Programs Available: > > FaciliCAD www.facilicad.com/fweb.shtml > > Archibus http://www.archibus.com/ > > Autodesk - MAP/MAP Guide > http://usa.autodesk.com/adsk/servlet/index?siteID=123112&id=3016779 > > FM:Systems - FM:Space http://www.fmsystems.com/ > > Tririga - Facility Center > http://www.tririga.com/home/defaultContent.jsp?PageID=49 > > Micromain FM http://www.micromain.com/press/2004/press_8_31_04.html > > Graphisoft - ArchiFM > http://www.graphisoft.com/products/integrated_facility_management/archifm2000/ > > Graphisoft - Drawbase http://www.drawbase.com/ > > FMx - CAFM Explorer http://www.cafmexplorer.com/ > > Graphstore http://www.graphstore.com/ > > Vision/FM http://www.visionfm.com/stage/main.asp > Selecting the CAFM Software > > 1. Try to stay with Autodesk products, since they hold 80% of the CAD > market. When dealing with consultants and government agencies that is > almost the only choice. Also try to stick with CAFM system that uses > native AutoCAD, not a "translation" or conversion. That adds mistakes, > time, and confusion. > > 2. No matter what app you select, get buy-in from management. That is as > important as the application you select. > > 3. Don't buy something on the cheap. Facilities mgmt is very complex and > you need quality software to manage it. The CAFM industry is very mature > today. Many excellent products are available with good track records. > > 4. Buy a real CAFM Software application. Something like MAP is OK for > producing some pretty maps, but it is only a small part of a real system. > You need to track data that is seamlessly linked to AutoCAD drawings. > There are many great software apps out there. ARCHIBUS is a favorite and > works well with MAP, especially in the new web version. > > 5. Ultimately you want an FM System that will accurately and immediately > track assets by location and department assignments. Then you can conduct > move mgmt and work orders (call center/help desk, etc.), as well as work > with furniture/move companies, real estate, fleet management. etc. > > 6. Just pick one and commit to learning it. Don't try to reinvent the > wheel, too many people (hundreds of thousands today) across the world who > have spent many years in the FM industry that you can draw upon from their > experience. This gets you going much more quickly. > > 7. Get real training with the application, this is key with any > technological implementation. Preferably from a local vendor who can > support you as you go on. Centralized support from a home office is very > expensive and difficult to get a timely response and "mind share". > > 8. There is a very big technical community out there. Ask around to get > advice. There are many good people with good experiences. > > 9. Web is great, but knowing the software (how data is managed; how > drawings are linked to data; etc.) is still vital and the only place to > start. Don't look for easy short cuts. They will come back to bite you > later. > > 10. Wade in with both feet and don't be afraid of the software. Make it > your friend and you will set yourself apart in your company as being > indispensable for key information. > Melanie Stone - originally published in the newsletter distributed by the > international cad council www.icadc.com Posted here with permission from > the author, and the icc. > >

[Anonymous]

I've just seen a new product mentioned on Tenlink's called Center Stone
http://www.centerstonesoft.com/ providers of Web-based solutions for
managing space, moves, assets, leases, operations and projects

here is the link to TenLink's program list
http://www.tenlinks.com/CAD/PRODUCTS/FM.HTM

"melanie stone" wrote in message
news:4160138@discussion.autodesk.com...
When I was making my list of FM programs, I missed FM Desktop... be sure to
explore all of the options available when choosing software this
important...
(anyone feel free to post, or let me know if there is a program that should
be on this list)
FM Desktop has four major components that allow you to deploy an FM solution
that suits your specific facility management needs. At the core of the suite
is Facility Manager.

Facility Manager is an MS Access application providing both an Access or
SQL backend. Facility ManagerT provides you the ability to manage all of
your facility drawings and data in an easy to use database environment.

No special CAD skills required to work with drawings and data.

Facility Link connects objects in your AutoCAD facility drawings to
records in the Facility ManagerT database, providing a graphical interface
to your facility data.

Facility Web provides you anytime anywhere access to your facility data
and drawings. An easy to use web interface brings powerful features to even
the most technically challenged.

Facility Mobile puts your facility drawings and data in the palm of your
hand. Field surveys and occupancy verifications become a breeze.

"melanie stone" wrote in message
news:418104a1_3@newsprd01...
> FM / AM/FM / CAFM Programs Available:
>
> FaciliCAD www.facilicad.com/fweb.shtml
>
> Archibus http://www.archibus.com/
>
> Autodesk - MAP/MAP Guide
> http://usa.autodesk.com/adsk/servlet/index?siteID=123112&id=3016779
>
> FM:Systems - FM:Space http://www.fmsystems.com/
>
> Tririga - Facility Center
> http://www.tririga.com/home/defaultContent.jsp?PageID=49
>
> Micromain FM http://www.micromain.com/press/2004/press_8_31_04.html
>
> Graphisoft - ArchiFM
> http://www.graphisoft.com/products/integrated_facility_management/archifm2000/
>
> Graphisoft - Drawbase http://www.drawbase.com/
>
> FMx - CAFM Explorer http://www.cafmexplorer.com/
>
> Graphstore http://www.graphstore.com/
>
> Vision/FM http://www.visionfm.com/stage/main.asp

> Selecting the CAFM Software
>
> 1. Try to stay with Autodesk products, since they hold 80% of the CAD
> market. When dealing with consultants and government agencies that is
> almost the only choice. Also try to stick with CAFM system that uses
> native AutoCAD, not a "translation" or conversion. That adds mistakes,
> time, and confusion.
>
> 2. No matter what app you select, get buy-in from management. That is as
> important as the application you select.
>
> 3. Don't buy something on the cheap. Facilities mgmt is very complex and
> you need quality software to manage it. The CAFM industry is very mature
> today. Many excellent products are available with good track records.
>
> 4. Buy a real CAFM Software application. Something like MAP is OK for
> producing some pretty maps, but it is only a small part of a real system.
> You need to track data that is seamlessly linked to AutoCAD drawings.
> There are many great software apps out there. ARCHIBUS is a favorite and
> works well with MAP, especially in the new web version.
>
> 5. Ultimately you want an FM System that will accurately and immediately
> track assets by location and department assignments. Then you can conduct
> move mgmt and work orders (call center/help desk, etc.), as well as work
> with furniture/move companies, real estate, fleet management. etc.
>
> 6. Just pick one and commit to learning it. Don't try to reinvent the
> wheel, too many people (hundreds of thousands today) across the world who
> have spent many years in the FM industry that you can draw upon from their
> experience. This gets you going much more quickly.
>
> 7. Get real training with the application, this is key with any
> technological implementation. Preferably from a local vendor who can
> support you as you go on. Centralized support from a home office is very
> expensive and difficult to get a timely response and "mind share".
>
> 8. There is a very big technical community out there. Ask around to get
> advice. There are many good people with good experiences.
>
> 9. Web is great, but knowing the software (how data is managed; how
> drawings are linked to data; etc.) is still vital and the only place to
> start. Don't look for easy short cuts. They will come back to bite you
> later.
>
> 10. Wade in with both feet and don't be afraid of the software. Make it
> your friend and you will set yourself apart in your company as being
> indispensable for key information.

> Melanie Stone - originally published in the newsletter distributed by the
> international cad council www.icadc.com Posted here with permission from
> the author, and the icc.
>
>

[Anonymous]

This month there is evidently an article in AUGI hotnews on implementing a
CAFM system (I am under the impression it will be part of a series).
There was a link posted in the discussion forums, so the articles should be
published to this page soon... when it is posted, click in the sash on the
left for May 2006
http://augi.com/publications/hotnews.asp?page=64


"melanie stone" wrote in message
news:4045703@discussion.autodesk.com...
I am reposting here a reply that I rec'd to a question on FMforum

Re: Asset Management / Facilities Management Program Implementation, by
Warren Bailey, Bailey Associates, usa, [2004-02-05]
I have used Archibus; Peregrine-Span; Aperture; FIS and conducted CAFM
studies for Oracle and Stanford Universities as well as many corp clients in
West. Not a sales person. Some tips:

1. Begin collecting electronic info asap in almost any form. Excel or a
database is excellent. Try to setup key fields to hold specific data such as
BL (bldgs); FL (floors); RM (rooms) etc. Collect as much data as you can get
hands on. It will be very useful once you start a full CAFM application.

2. Try to stay with AutoCAD as it has 80%+ of mkt. When dealing with
consultants and govt agencies that is almost the only choice. Also try to
stick with CAFM system that uses native AutoCAD, not a "translation" or
conversion. That adds mistakes, time, and confusion.

3. No matter what app you select, get buyin from mgmt. That is as important
as the app you select. Also talk to various depts you will track data for..,
especially admin (secretaries); they can be vital to getting you "good data"
on time.

4. Get real training in the app. Preferably from a local vendor who can
support you as you go on. Centralized support from a home office is very
expensive and difficult to get timely response and "mind share".

5. 1st big task is to get drawings into the CAFM system. Consists of adding
polylines around all spaces and identifying them (room #'s, type - office
etc; catagory - private vs workstation). Lots of cheap labor today to get
this done. Also can outsource overseas. Local vendor will help.

6. Get data into system. Then run some reports for "quick win" that you can
show your supervisors.

7. Biggest problem is tracking changes (where people sit; floor remodels;
etc.). Many techniques but tried and true is to walk floors monthly for
"true-ups".

8. Determine scope of what your company wants. Simple occupancy plans;
detail furn & equip layouts; work order/help desk system; lease mgmt; etc.
Maybe try to phase implementation starting with simpler tasks to get that
1st win. Also helps in initial costs of software and services.

9. Very big technical community out there. Ask around to get advice. Many
good people with good experiences.

10. Don't buy something on the cheap. Facilities mgmt is very complex and
you need quality software to manage it. The CAFM industry is very mature
today. Many excellent products available with good track records.

11. Get good training! Key to any successful tech implementation.

12. Wade in with both feet and don't be afraid of the software. Make it your
friend and you will set yourself apart in your company as being
indespensible for key information.

13. Web is great, but knowing the software (how data is managed; how
drawings are linked to data; etc.)still is vital and only place to start.
Don't look for easy short cuts. They will come back to bite you later.

Have fun and good luck!




--
Sr. CADD Technician

Newsletter Editor
www.GatewayAUG.com

[Mistress0fTheDorkness]

Just came across another program that I'd never heard of (google alerts brings me interesting things)... It is called 'Foundation'

http://www.foundationsoftware.com/home.htm

Looks like there are a few modules... basic webpage, scheduling conference rooms, moves... I saw something in there about catering.
Says it can open up CAD files from any program and includes Crystal Reports. Looks like you can also download a demo and see a price list right on their site. (the oldest copyright date looks like 2000, so they've been around a couple of years)
Aside from text that I find hard to read, it's an easy to read (not technically intimidating) site.

Melanie Perry
***not all who wander are lost***
http://mistressofthedorkness.blogspot.com