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  • FifthQuadrant

Helping You Make The Most of Your Facilities Management System

Updated: Sep 19, 2023

There are three key considerations when selecting Facilities Management Software;

1) Asset Management: the ability to track, manage, and maintain physical assets efficiently. This includes a centralised database of all assets, including equipment, machinery, and infrastructure, along with key information such as location, maintenance history, warranty details, and depreciation. Capability includes optimising asset lifecycle, planning maintenance schedules, reducing downtime, and making informed decisions about asset replacement or upgrades.

2) Planned Maintenance and Work Order Management: this refers to the ability to have tools for scheduling and managing planned maintenance tasks. This includes creating work orders for routine maintenance, inspections, and preventive maintenance activities. The software should facilitate the assignment of tasks to the appropriate technicians, track progress, and ensure compliance with maintenance schedules. An effective planned maintenance feature can help reduce emergency repairs, extend asset lifespan, and improve overall facility performance.

3) Help Desk and Service Request Management: A comprehensive help desk and service request management module is vital for efficient facilities management. This feature allows users and occupants to submit service requests, report issues, and track their status. It should enable facilities managers to prioritise and assign tasks, monitor response times, and ensure timely resolution of problems. The ability to generate reports and analytics on service request trends can help identify recurring issues and enhance overall service delivery.

VertIGIS FM software views this as understanding buildings and their assets, enabling maintenance of them and contracts related to buildings and assets with increased monitoring and managing of energy.

Buildings allow Space Planning and Allocation: Optimising the use of available space by organising and allocating it effectively to meet the needs of occupants. This involves tasks like space utilisation analysis, workplace design, and office layout planning.

Maintenance functionality supports;

1. Maintenance and Repairs: Ensuring that buildings, equipment, and systems are properly maintained and repaired as needed. This includes tasks such as routine inspections, HVAC maintenance, plumbing repairs, and electrical work.

2. Health and Safety: Implementing and maintaining health and safety measures within facilities to protect occupants and comply with regulations. This includes conducting risk assessments, implementing safety protocols, and ensuring compliance with building codes.

3. Security: Implementing security measures to safeguard facilities, occupants, and assets. This can involve installing surveillance systems, access control systems, and security personnel to prevent unauthorised access, theft, or other security incidents.

4. Cleaning and Janitorial Services: Managing and coordinating cleaning services to maintain cleanliness and hygiene within facilities. This includes tasks such as waste management, janitorial services, and maintaining cleanliness in common areas.

5. Contract Management enables the ability to manage relationships with external vendors and service providers, including negotiating contracts, overseeing service-level agreements, and coordinating maintenance and repair work.

6. Energy Management supports the monitoring and optimising of energy usage within facilities to reduce costs and environmental impact. This may involve implementing energy-efficient technologies, conducting energy audits, and promoting sustainability practices.

VertiGIS FM, users can access a comprehensive system based on Esri’s ArcGIS technology.

Modern technology provides functionality that meets key requirements.

✔Integration and Interoperability: allows integration with existing systems such as ERP, HVAC, security, and energy management systems. Ensuring smooth interoperability and data exchange can be a challenge.

✔Scalability: software can scale effectively to handle the needs of larger facilities or organisations

✔User Interface and Experience: Intuitive and user-friendly interfaces support widespread adoption and efficient use of the software by facilities management teams.

✔Data Security: sensitive data related to building layouts, access controls, and equipment maintenance is controlled via robust security measures which are necessary to protect this information from unauthorised access and cyber threats.

✔Mobile Accessibility: With the increasing use of mobile devices, facilities managers can access the software and data on the go. Ensuring a seamless mobile experience is essential.

✔Real-time Monitoring and Reporting: facilities require real-time monitoring of critical systems. VertiGIS provides timely alerts and reporting capabilities to address issues promptly.

✔Maintenance and Updates: Software maintenance and updates ensure optimal performance, bug fixes, and the inclusion of new features.

✔Cost and ROI: Facilities management software and installations can provide effective ROI and support controlling facilities costs through contract management and proactive maintenance.

✔Training and Support: Adequate training and ongoing support is provided to users to ensure that they maximise the benefits of the software and overcome any learning curve.

✔Regulatory Compliance: System data and process support organisations comply with various regulations and standards,

✔Energy Efficiency and Sustainability: Increasing focus on energy efficiency and sustainability is supported by the ability to track and optimise energy usage.

✔Asset Lifecycle Management: Effectively managing the lifecycle of equipment and assets, from procurement to disposal, can be a complex task, and fully supported by VertiGIS.

To know more about how FifthQuadrant supports the digital transformation of facilities operations with VertiGIS please contact us.


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