Introduction to Facility Management

1. Facility Technology Bulletin Simplifying Facilities... VOLUME: Sep-2022

2. Table of Contents 1 2 3 4 5 Introduction to Facility Management CMMS in Facility Management HVAC Maintenance in FM ROI in Digital Transformation Improve collection with iSocietyManager KaiZen CAFM helps you to improve your FM Processes KPIs

3. Editor Picks RoI in Facility Management How RoI can be determined in FM HVAC Maintenance Checklist importance in Maintaining Assets CMMS & Facility Management A good CMMS can help you in delighting your customers.

4. Introduction to Facility Management What does facility management entail? Every organization depends on a variety of tasks and services to deliver the assistance necessary for running its main business operations. Facilities management is responsible for guaranteeing that this support is offered in the proper format, with the proper level of quality, and at the appropriate price. Facilities managers essentially take care of everything that keeps a company running. They work in a variety of settings, including businesses, hotels, and hospitals, as well as sports and recreation facilities, logistics hubs, care facilities, and educational institutions like primary schools, universities, and specialised research labs. pn

5. Introduction to ... Importance of Facility Management Productivity Making ensuring the staff, workers, and residents can efficiently carry out their job obligations is the primary goal. Ease and Security Making sure that all building inhabitants are secure and comfortable is intimately related to productivity. To reduce responsibility and risk, it is essential to ensure that the buildings and equipment are inspected to ensure they fulfil safety standards. Profitability It’s important to efficiently create comfort, safety, and productivity. Any efforts to reduce needless operating costs are vital for the business’s bottom line because facilities management is frequently the largest expense due to its extensive impact across the organisation. Sustainability Facilities managers have a social obligation to encourage the use of greener practises within the company, in addition to complying with EHS (environment, health, and safety) regulations. This could entail cutting waste, improving energy effectiveness, or implementing fresh best practises. Sustainable facility management lowers the organization’s overall energy consumption expenditures while promoting a positive brand image. pn

6. Introduction to ... Types of facilities management Hard Facilities Management (Hard FM) and Soft Facilities Management (Soft FM) are the two fundamental categories Physical assets like plumbing, electricity, elevators, and heating and cooling are the focus of Hard FM. Soft FM concentrates on human labor-intensive functions including grounds maintenance, catering, security, and lease accounting. With the aid of technology and new possibilities made possible by COVID-19, CAFM became well-known. Facility managers can plan, carry out, and track operations involving preventative maintenance, space and migration management, asset management, and operational facility services with the aid of computer-aided facility management (CAFM) software. A reasonably quick way to cut facility management costs is by implementing software. Software can assist managers save time on documentation and free up more time to consider preventive measures in addition to its cost-cutting advantages. Preventive measures can also aid in cost savings because they decrease the frequency of equipment faults, repairs, and unneeded replacements. pn

7. CMMS in Facility Management What is CMMS? Software that centralizes maintenance data and streamlines maintenance operations is known as a computerized maintenance management system, or CMMS. It aids in maximizing the use and accessibility of tangible assets like machines, transportation, communications, plant infrastructures, and other assets. CMMS systems, also known as computerized maintenance management information systems (CMMIS), are used in manufacturing, energy, transportation, building, and other sectors where physical infrastructure is essential. Importance of CMMS Unquestionably, integrating FM software has numerous benefits, but one of the most important is the significant transition from corrective to preventive and even predictive maintenance routines. Workflow organization is simple, work orders are managed and handled, and the facility’s particular needs are met. A FM programme collects all critical information, such as the needs for materials and consumables, the history of asset interventions, a list of replacement parts, rebuild schedules, and condition monitoring data. On any smart device, all of this information is accessible around the clock. Benefits of CMMS to Facility Manager Increased Asset Life Transparency Increased Productivity Scheduled Notifications Improved Internal Communication Reporting and Analysis Audit and Compliance pn

8. CMMS in .. How to choose CMMS Step 1: Determine Your Goals Setting your expectations and goals clearly is the first and most crucial step in selecting a CMMS. Step 2: Form Your CMMS Team The next stage is to solicit the assistance of your team members who are already familiar with maintenance operations once you have determined what is vital to you in a CMMS. Step 3: Think about Needs for Preventive maintenance, Soft FM, Inventory and other modules Make sure the maintenance software you choose enables them all in the manner in which you perform it. Step 4: Three months rule The First 3 months are very critical for the years to come. Work closely with the internal team at all levels, especially at the ground staff level and hold weekly meetings jointly with vendor experts. This transition, if executed perfectly, is going to change the facility processes for good and forever. Step 5: See the software in action Keep looking for new use cases coming up when the system is in live use and never ignore them. Analyze them and shortlist the most practical and useful ones and embed them into the system. This will keep it alive and evolving.

9. HVAC Maintenance in FM TAs per Wikipedia “Heating, ventilation, and air conditioning (HVAC) is the technology of indoor and vehicular environmental comfort. Its goal is to provide thermal comfort and acceptable indoor air quality.” Need for HVAC Maintenance plan: Prevention is better than cure. This is as true for Assets as for humans. A preventive maintenance plan is important for any Asset. HVAC Maintenance is one of the most critical Assets for any building that has to be taken care of. Preventive Maintenance (PM) will vary depending on the frequency like Monthly, Half Yearly, or Yearly. Below are few tangible benefits of having a Preventive Maintenance Plan for HVAC: 1. 2. 3. 4. 5. Increased Life Span Saving in costly repairs Lower energy bills Better Air quality Increased Safety

10. HVAC ... HVAC Maintenance Guide Change Filters: You need to use good quality filters and keep changing on regular basis as per the need. Clean Units: To make the HVAC work effectively, you should clean the debris around outside units. Leaves, dirt, and other debris need to be cleared regularly. Observe Noise: Whenever you hear an abnormal noise, notice that and inspect the Units. If required, you may need to take expert advice. Inspect Fan blades: Regularly inspect your Unit’s Fan blades, if there is any bending or twists, get them corrected. Check Batteries: Checking carbon monoxide detector and fire alarm detector. If the level is not as per standard. Take action. Keep your Unit Level: Make sure that your HVAC is on the level and not tilted. You can check this every 45 to 60 days. Points to Remember Check that the thermostat settings are optimized. This will ensure that the cooling and heating system works efficiently and saves energy. Check the system’s controls to ensure proper and secure operation. To ensure the machine begins works, and shuts off properly check the equipment’s starting period. Lubricate all pieces that are moving. Parts lacking lubrication cause engine friction and increase the amount of energy that you use. All electrical connections are tightened and voltage and current tested on motors. Faulty electrical connections will cause your device to run unsafely and decrease the life of major components. pn

11. ROI in Digital Transformation Return on Investment ( ROI) is important in any business decision. Any technology investment or digital transformation of business will fail if it will not bring benefits more than the cost. CFO (Chief Finance Officer) wants concrete data to justify any technology investment decisions. For technology advancement success – we can start with the objective of Digital Transformation in mind. Goals will help you to create a framework for what a successful transformation will look like. You will be able to evaluate whether the technological advancement project is on track. Digital Transformation Success As per Mckinsey’s research, Organizations with successful transformations have leaders who are digital-savvy. Developing talent and skills throughout the organization for digital transformation is one of the most important factors for success in a digital change effort. The environment that motivates your team to get the most from technology investments is to be cultivated for technology advancement. FM KPIs by Factech provide guidance for change and your organization should respond and act for improvement. Rather than discarding the change after the first instance, we need to hustle and find out the reasons and try a different way of improvement. For example, if you have an AI-powered chatbot to elevate the customer experience, but your metrics reveal that customers are more annoyed and complaining about this. The next step is not to abandon the effort, but instead, investigate what’s behind the failure- something that needs to be changed. Then you can reboot the changes in place to solve the problem.

12. ROI in ... Historical Evidence of FM Technology Transformations Benefits 1. Save 3 to 9 times by moving from Reactive to Preventive Maintenance Digital solutions help you to achieve the Benefits of Preventive Maintenance which includes 30% less cost than reactive maintenance. 2. Save Energy Consumption by 6 -10 % For example, properly maintained HVAC units can better maintain the air at a set temperature and disperse it evenly throughout the space. This can save energy to 6- 10% annually. 3. Boost Customer Satisfaction Ensuring equipment is always up and running efficiently boosts customer experience which translates to a strong brand image and attracts the best employees to be part of your team. With digital service/complaint management, your staff becomes more accountable which boosts customer experience. 4. 20-40% Increased Efficiency With digital FM solutions like Kaizen CAFM, your team gets insights in real-time that improve team productivity. You can take better decisions based on intelligent information. Depending on your team size, you can save 20- 50 man-hours monthly.

13. IMPROVE MONTHLY COLLECTIONS WITH ISOCIETY Factech provides a real estate and facilities management software suite for residential and commercial real estate. One of the biggest challenges in managed societies across India is to collect monthly dues. This remains a challenge due to manual work needed to post monthly bills which is error-prone and then multiple reminders that residents need to pay dues. Today, we describe in detail one of the most used features on our software suite which saves our largest customers lakhs of rupees in manpower every year and also reduces delinquency rate by almost 90%. Billing & Accounting module in iSociety Manager is used by finance teams of societies to automatically generate and post invoices as accounting transactions. In a world where #Amazon and #Flipkart are working hard to remove every friction to help customers open their wallets, RWA and facilities management are stuck in the 90s when it comes to collecting monthly dues. Often residents are left waiting on a physical invoice, errors in accounting are rampant and residents forget to pay on time. iSociety Manager takes this pain out by automating the whole process for both facilities management as well as customers. iSocietyManager has inbuilt integration with SAP and other Enterprise resource planning(ERP) tools through web services to automate posting of Bills & Payments. This reduces the effort for managed societies by automatically posting bills at a set time every month and mitigates human errors in accounting and reconciliation in SAP. This feature is deeply integrated with the ERP system to give the flexibility to finance teams to set parameters based on their needs.

14. Monthly payment ... This idea was conceived during a discussion with the accounting team at Jaypee Group. The accounts team described their major challenges related to collecting monthly dues as follows: Time Consuming process: Posting to SAP was a time-consuming manual process at the time due to the high volume of monthly bills. Error-Prone: Bills are prone to errors due to human involvement in the reconciliation process. Cost: Team spent weeks working on this every month. Stale Data: Often, due to the lengthy process, by the time current bills were posted, there were already new bills available in the system. Not Scalable: Units were expected to increase exponentially in the near future and teams were not set up to scale. The first phase of this solution enabled invoice posting automation to take the pressure off the team. In this solution, our team enhanced iSocietyManager current functionality to include: SAP / Customer Code Charge Codes and their respective GL Codes Tax Codes and their respective GL Codes Publish REST API to the third party with a secure connection.

15. Monthly payment ... Once deployed, it increased efficiency in the overall system by 50%. We initially synced data biweekly and increased the frequency to daily after 4 months of beta testing. Jaypee accounts team has benefited a lot due to this automation. Few noted one are: Increased Efficiency: Savings of 84 man hours that were earlier spent in posting bills and payments in SAP. Reduced Errors: There is no human involvement in reconciliation, hence reducing errors. Scalable: This solution helped scale the team to support 10s of thousands of units without the need for more manpower. Real Time: SAP is updated automatically to provide most updated records of collections, billings etc. Easy access to delinquency data: System can generate updated reports for delinquent units and unpaid dues at any time.

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