The Business Case for Procuring a CAFM Solution

Investing in a CAFM solution is a major decision, so it needs a robust business case. Mark Magee, Senior Business Development Manager with FSI (FM Solutions) Limited, outlines to PFM magazine the things you need to consider.

Information is key
The senior managers who will ultimately decide whether you go down the CAFM route may not be FM specialists. The facility-related benefits may therefore be of secondary importance to more general business concerns, such as how the system will help improve efficiency and reduce costs.

To assess the potential benefi ts for your organisation, focus on each of the functions of your (proposed) system: identify specific and relevant information that this function will provide, plus how that information can be applied to deliver tangible monetary savings. Against this, offset the quality of the information you are currently receiving, and calculate the value of the discrepancy between them.

Potential benefits
The benefits that CAFM deliver vary between organisations and between solutions. The best solutions will help remove timeconsuming manual processes or optimise facilities operations to produce cost savings.

Typical examples to consider are:

  • Efficient management of service requests through the centralisation of the request process and offering comprehensive yet intuitive self-help functions via an easily accessible portal
  • Improved service delivery through control of in-house personnel and service providers by providing direct access to the system through self-service engineer / supplier interfaces
  • Improved visibility of performance through the distribution of graphical key performance indicators via a dashboard
  • Greater customer satisfaction through enhanced feedback and the ability to request softer services such as hot desk and meeting room reservation, portering, mail, etc. via self-service functions
  • Informed asset management with true lifecycle cost management plus legal, statutory and health and safety compliance.

The cost of not investing
Any comprehensive business case must also consider the cost of not investing. Current shortcomings to analyse may include:

  • Inefficiency due to poor management and scheduling of reactive and planned maintenance activities
  • Customer dissatisfaction due to poor or non-existent communication, lack of selfhelp and service capabilities
  • Health & Safety and statutory compliance risk, potentially leading to legal action and harmful corporate media exposure
  • Absence of lifecycle information across the asset base resulting in on-going, and potentially unnecessary, equipment repair and replacement expenditure.

The FM case
While senior managers will be looking for high-level, results-orientated justifi cation, it is also essential to identify the facilities benefi ts that implementing a system will bring. These fall into four key areas, but the exact benefits
will depend upon your organisation and the solution you choose:

  • Simplify delivery and processes: Make end-to-end processes for service delivery quicker, more efficient, accurate and consistent using computerised processes and planning and self-service interfaces
  • Reduce time and expenditure: Easy access to accurate data and information can shorten and simplify capital planning and enable more effective, less wasteful management of responsibilities
  • Operational visibility: Provide visibility of operations to internal personnel, contract management and service providers, for example: tracking work, spending on repairs and resource allocation; identifying
    which departments are absorbing your resources and the type of requests to allow better planning; understanding whether your legislative compliance requirements are met
  • Informed decision making: CAFM systems provide knowledge and visibility into the detail of operations enabling you to analyse operations and costs accurately to drive improvements in service, deliver savings and support business initiatives.

Information is the most important ingredient to managing facilities successfully. Identifying what information you require - and how a CAFM solution will deliver that compared to your current system - will play a key role in the strength of your business case for a CAFM solution.

About FSI
FSI is a global-leader in CAFM software, with Headquarters in the UK, offices in Australia and Dubai, and an international partner network. The portfolio includes Concept Evolution™ completely web based CAFM, and FSI GO for Mobile Application development: build fully customised mobile solutions, extending the functionality of Concept Evolution™ and third party integrated systems.