Facility Management Software

Categories of FM-Software

Below you will find a brief overview of the different types of facility management software.

CAFM Software (Computer-Aided Facility Management)

CAFM software enables the administration and optimization of facility management processes. It provides tools for planning, monitoring and controlling resources such as technical teams, maintenance work and asset management.

CAFM mainly focuses on the management of assets and service requests as well as the optimization of workflows within an organization. It often provides basic functions to support the day-to-day business of facility management.

IWMS (Integrated Workplace Management System)

An IWMS integrates various facility management disciplines, including CAFM, into one platform. It provides a holistic view of real estate and resource management and optimizes the use of space and resources.

IWMS goes beyond CAFM by offering additional modules for contract management, sustainability reporting and strategic planning. IWMS systems are powerful and provide a comprehensive view of facility management, which is particularly needed in real estate management.

EAM (Enterprise Asset Management)

EAM software focuses on the management of company assets and facilities, including maintenance, servicing and lifecycle management. It aims to optimize the availability and efficiency of assets.

In contrast to CAFM and IWMS, EAM focuses on the care and management of physical assets such as machinery, equipment and infrastructure. It is less focused on the management of space and buildings.

CMMS (Computerized Maintenance Management System)

CMMS software is used to organize and manage maintenance and repair activities. It helps with the planning of maintenance work, tracking of work orders and inventory control of spare parts.

CMMS specializes in maintenance processes and the management of work orders. Compared to CAFM and IWMS, the focus is less on facility management in general and more on the optimal maintenance of facilities.

The different software categories often overlap and a clear categorization is not always easy. Which type of software is best for you depends on the specific requirements and goals of your organization. Not sure which type of facility management software is right for you? We are happy to help!

Mobile CAFM software: the key to more efficient facility management

Mobile CAFM software is revolutionizing the way you manage buildings and facilities by giving you and your teams access to a host of new features and capabilities – even offline when there is no active internet connection.

Work Orders

Whereas previously work orders, e.g. for cleaning and technical teams, were written in a Word document and then printed out, in mobile CAFM software they are created, edited and managed more easily and efficiently than ever before. Whether it’s maintenance, repairs or other tasks, you can create work orders, assign them to specific teams and track them in real time. This improves communication within the team and allows you to keep track of the progress of jobs.

Cases / Incident reports

Incidents are a daily occurrence in buildings and facilities. With mobile CAFM software, however, these are reported within seconds via an app. QR codes are scanned at a facility, photos, videos and voice notes are attached directly and then transmitted to a central ticket system. There, you can forward the incident directly to the right person to ensure it is dealt with quickly. This not only saves time, but also minimizes potential damage and downtime.

Preventive Maintenance

Maintenance before something breaks: Regular maintenance is crucial to extend the service life of your systems and avoid expensive repairs. With the right software, you can create and carry out preventive maintenance plans. You will receive automatic reminders and reports to help you further optimize your maintenance work.

Spare Parts Overview

Nothing is more annoying than when a repair takes longer than necessary due to a lack of spare parts. With the mobile CAFM software, you can keep a precise overview of your spare parts and stock levels. This helps you avoid unexpected downtime and increases the efficiency of your facility management.

Digital reports, protocols and checklists

Checklists are an indispensable tool in facility management to ensure that all tasks are properly completed and documented. With mobile CAFM software, you can create customized checklists and tick them off on the go. This ensures that no task is overlooked and improves the quality of your work.

Reporting

Mobile CAFM software offers comprehensive reporting functions with which you can record all relevant data and present it in meaningful reports. This makes decision-making easier, e.g. when it comes to purchasing a new system or efficient ESG reporting.

Communication & task planning

Effective communication is the key to successful facility management. Mobile CAFM software offers integrated communication tools that allow you to communicate directly with your team and plan tasks. Whether you need to share information or forward urgent messages, this feature makes collaboration much easier.

360° Overview

A 360° overview of your facilities and buildings is invaluable. Where you used to use countless Excel spreadsheets to manage all your data, modern, cloud-based CAFM software allows you to store and retrieve all relevant information in digital lifecycle files. This allows you to quickly access historical data and make informed decisions.

Partnerportal

Give external partners access via a portal and integrate them even more closely into your processes. For example, incidents can be reported and processed directly via the portal, making your work much easier.

The future of facility management will definitely be mobile – the advantages outweigh the old, desktop-based solutions too much. Would you like to make the switch now? We would be happy to advise you in an initial consultation.

Buyer’s Guide Facility Management Software

Choosing the right software is not always easy. Especially with facility management software, it is not always clear at first glance which functions you need currently and in the future, what the specific steps of a selection process look like and which stumbling blocks need to be taken into account. For this reason, we have put together a short checklist of points that need to be taken into account.

1. Requirements analysis

Software providers usually have different focuses on the processes that are digitally mapped. As the table below shows very clearly, in addition to technical FM, there is also infrastructural FM and commercial FM. There are also special software solutions for these areas.

The following list helps you sort through your own needs for functions and select the required subject areas.

Facility management areas

Technical facility management:

• Maintenance/repair
• Technical quality management
• Maintenance/Inspection
• Remediation of pollutants
• Insured damage
• Security technology
• Building technology
• Telecommunications technology

Infrastructural FM:

• Caretaker and winter services
• Maintenance of outdoor areas and playgrounds
• Construction management
• Concierge services and parking security
• Moving services and neighborhood helpers
• Security services
• Cleaning services

Commercial FM:

• Inventory management (residential and commercial
• Procurement and procurement management
• Contract management and contracting
• Operating cost accounting
• Space management
• Insurance
• Receivables management
• Budget and investment planning
• Controlling
• Accounting

Of course, there is also FM software that covers all processes from A to Z. However, this is usually both technically complex and expensive in terms of price, as it combines many different users, processes and functions. It is not for nothing that many users complain GEFMA Luenendonk CAFM Software Trendreport 2023 One of the biggest disadvantages is the extremely long introduction times of CAFM and facility management software, which can easily be several years.

2. Market research

Use search engines like Google, customer reviews on platforms like Capterra, SoftGuide or trusted and attend industry events such as those organized by the GEFMA to get a comprehensive idea of ​​the options available. Personal recommendations can also be helpful.

3. Cost analysis

After you have made a shortlist of FM software, you should consider the specific savings potential. This not only serves as the basis for price negotiations with the providers, but also as an internal argument for the software.

Matthias Mosig, Head of Digital Transition at TÜV SÜD Advimo GmbH, gave a good example of this in the webinar “Effectiveness of CAFM systems in real estate and facility management” created.

4. Product demos and trials

To get a realistic impression of the software, you should test the software yourself for at least 2-3 weeks. That’s why the software provider should allow you to have product demos, test versions or proof-of-concepts. During this trial period, you can then test the software and see whether your employees get along well with it, whether it meets your requirements in terms of user-friendliness and other points.

5. Implementation and support options

The introduction of facility management software is a project that must be carefully thought through in advance. You want to avoid unpleasant surprises and escalating costs. One of the first steps is the product demo and test version – because here you can already estimate how the collaboration with the provider will work and how much effort will be required for implementation.

Another important factor is the form of software delivery. Should it be installed on individual desktop PCs or can it be used in the cloud? To what extent does your own IT have to be involved?

In addition, the support options are very important. How easy is the provider’s customer service? Are questions answered in detail? How fast are the response times? Do we also get along well as people? Can you imagine working with the provider for a longer period of time (ideally over the next few years)?

6. Contract negotiations

Once you have decided on a software, the contract negotiation begins. Pay attention to the contract conditions, especially the term, notice periods and the exact scope of services. Don’t be afraid to negotiate to get the best deal possible.

7. Implementation and training

A good provider will create an implementation and training roadmap with you in which you will agree on goals together and work towards them in a binding manner. This will help you get an accurate overview of the entire project, determine responsibilities and deadlines, and communicate the roadmap internally.

We know that with the variety of different solutions in the area of ​​facility management software, it is not always easy to make informed decisions. We would therefore like to offer you a non-binding opportunity to talk about your needs.  We would be happy to explain the functions of the remberg XRM at a first appointment. We look forward to talking to you!

Top 7 Features of Modern FM software

For too long, facility management has relied on paper-based processes or outdated software. But times change: here you will find 7 important functions that facility management software must have today to make your operations smoother, more transparent and more efficient.

Transparency about buildings and facilities

With modern facility management software, you always have an overview of all buildings, facilities and equipment. All relevant data, activities and documents for each resource are stored in one digital CV file stored and are centrally accessible. This eliminates the need for paper-based files and confusing file storage.

Clear maintenance and inspection plans

The software makes it possible with just a few clicks Maintenance and inspection schedules for every asset, from heating systems to security devices. All maintenance plans are seamlessly integrated into the software, making it easy to create and manage work orders simplified.

Digital protocols and checklists

Reports, protocols and checklists can be filled out and saved directly on site on a tablet or smartphone. All documents are stored securely in the cloud and are also available offline. The software should also allow your teams to access the forms offline.

Operations planning and work orders

All cases and work orders, whether generated by users or automatic systems, are collected in a central location assigned in a planning board. This makes it easier to coordinate and process tasks and ensures efficient working.

Mobile incident reports

Incidents can be reported directly on site via mobile devices, including additional information through photos, videos or voice notes. These reports are included central ticket system. This way you can ensure that all orders are processed clearly.

Scan function for quick data collection

Modern facility management software offers mobile scanning functions for barcodes and QR codes to make capturing information and documents easier. This allows devices and systems to be identified quickly and easily and all associated data to be retrieved.

Portal for external service providers and contractors

Many different parties are involved in facility management. That’s why you should have the opportunity to involve external service providers and outside companies. This ensures smooth coordination and collaboration. All parties involved have access to information, such as orders, and can make inquiries, which simplifies the coordination and processing of orders and creates transparency.

Do you think the remberg XRM could be the right solution for your facility management? Then please get in touch – we are looking forward to talking to you!

Implementing CAFM software – How long does it really take?

Modernizing or switching to CAFM (Computer-Aided Facility Management) software from the cloud can mean a huge improvement for facility management. Nevertheless, many companies are reluctant to take this step. According to the CAFM/IWMS Trend Report 2023, published by gefma in collaboration with the market research company Lünendonk, 75 percent of the companies surveyed are still using their first system. Some of these have been in use for decades and no longer meet today’s requirements.

Challenges during implementation

Here are some of the challenges that companies fear when implementing CAFM software:

Time expenditure

One of the most common concerns during implementation is the duration of implementation. According to the trend report, CAFM implementation took longer than a year for almost half of the companies surveyed. This acts as a deterrent for many companies because they fear that daily operations could be disrupted.

Scarcity of resources

Delays in the implementation of CAFM systems are often caused by a lack of human resources and insufficient data. Without sufficient support and resources within the company, implementation can take considerably longer than planned.

Management priorities

Other projects and initiatives often take priority, which leads to the implementation of CAFM being put on the back burner. Furthermore, the added value of CAFM software is often underestimated by management, which is also due to a lack of awareness of the documentation requirements for fulfilling operator responsibility.

No or low willingness to switch

Many companies are loyal to their initial systems and are reluctant to change. A complete system change is usually only considered if the current system no longer meets the (technical) requirements or the provider disappears from the market.

Overwhelmed by the options

We’ve all been there: IoT, AI and ESG reporting are on everyone’s lips – but in view of the technological developments, it’s often hard to keep track. Where should you even start – and what happens if you take the wrong path?

The solution: modern technologies such as SaaS, cloud and APIs

In view of these challenges, however, there are technical solutions that make the implementation of CAFM software considerably easier:

Software-as-a-Service (SaaS)

SaaS offers the advantage of a subscription model where you pay monthly or annually for the use of the software. This eliminates the need for an expensive, one-off license fee. This significantly reduces the initial costs and allows you to get started more quickly.

Cloud – Easy access without local installation

The cloud-based CAFM software enables easy access from anywhere, without the need for a local installation. This means that your teams can work flexibly without being tied to a specific location. The cloud also offers security and scalability.

APIs – interfaces for integration

By using APIs, you can seamlessly integrate your CAFM software with other business software. This facilitates data exchange and communication between different systems and improves the efficiency of your facility management.

Implementing CAFM software doesn’t have to be as complicated and time-consuming as it may seem at first glance. Modern CAFM software is much easier to implement than the software giants of the past. With remberg XRM, we pick you up right from the start and provide you with active support. Our experience shows that cloud-based CAFM software for SMEs such as remberg XRM is fully operational within a few weeks and is used productively (and above all with pleasure!) by your teams.