LEADING TECHNOLOGIES IN FM:

THERE’S AN APP FOR THAT!

PRESENTED BY:
 INTRODUCTIONS
• Panelists

• Audience Questions

– Audience background, how many are

• Facility planners
• Deal with MAC’s?
• Operations & Maintenance
• Real Estate: leasing or strategic planning
• IT
• Other
Oth (looking
(l ki forf free
f food
f d and d drinks)
di k )

– Who uses IWMS now?

– Who doesn
doesn’tt know what IWMS is?

2 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 PROPOSED AGENDA
• Introductions

• Survey Results

• Overview of IWMS / CAFM

• IWMS / FM issues to consider

• IWMS Selection Process

• Executive support
pp and funding
g

• Lessons learned – Client, Consultant and Vendor view

• Wrap up and questions.

questions

3 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 SURVEY RESULTS: COMPANY PROFILES
g
Site Location Regions
GSF 0 - 99,999
GSF International Local State, regional or national

250,000 - 27% 6%
999,999 18%
GSF
46%
76% local
100,000 -
249,000
GSF
27%

87% of respondents Employees Served

00 - 999
400
0 - 399
manage their own facilities 29%
43%
without outsourced help
1,000 -
6 000
6,000
28%

4 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 SURVEY RESULTS
Industry Facility Types

Retail
Professional Services
Office or Corp……
Investment Services Manufacturing
Labs
Institutional: Education
Health care / medical
Data Centers
Education
Biotech / Chemical /…… Call Centers

0 2 4 6 8 0 5 10 15 20

25% lease more

th 85% off their
than th i facilities
f iliti

5 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 SURVEY: IMPACT ON TECHNOLOGY

IMPACTTECHNOLOGYHASHAD

4 73
4.73 E visibility & value recognition from coͲworkers
E.visibility&valuerecognitionfromco workersoruppermgt.
or upper mgt

2.91 D.resultedinspecialrecognition,promotionorpayraise

3.36 C. offered new opportunities to learn

C.offerednewopportunitiestolearn

2.82 B.offerednewopportunitiestoadvancewithinmyorganization
1.18
A.myeffectivenessatdoingmyjob
y g yj

6 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 SURVEY RESULTS: DATA
D
Data Collection
C ll i P Purposes
14
12
10
8
6
4
2
0

TOP THREE RESPONSES:

1. Track Vacancies & People
2 Manage Work Requests
2.
3. Maintenance & Op Costs
7 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 SURVEY RESULTS: WHERE IS IWMS USED?

Total

executive
management
19%

Individuals or groups
31% our own facility staff
38%
outside our FM
department for data
integration or reporting
Report or integrate IWMS 12%
d t with
data ith others
th outside
t id
their own FM group management within our
department
31%

8 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 SURVEY RESULTS: BUSINESS CASE

BusinessCaseRequirements Comments:

• I find that people tend to

underestimate the effort
66% Business
case &
required to maintain data
and ensure ongoing
Not that I'm
are required to approval aware
awa eoof accuracy.
present a outside FM 33%
• More time and effort than
business case 45%
you think is required to
that requires Formal create appropriate
approval outside b
business reports.
t
their department case &
measures • Implementation and
22% training are the biggest
challenges
h ll

9 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 IWMS EVOLUTION
FM Maturity:
Continuing developments .
CAFM = 1970
1970’s
s
IWMS = 1995
IWMS + Workflow = 2000
IWMS + Workflow + = Now
Financial
IWMS + Workflow + = Cutting Edge
Financial + GIS
IWMS + Workflow + = Bleeding Edge
Financial + GIS + BIM

10 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 IWMS OVERVIEW

Integrated Workplace Management System is an enterprise platform that

supports the planning, design and management of an organizations physical asset base

11 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 IWMS SOLUTIONS & INTEGRATION
ERP S
Systems
t
• Contracts
• Financials
• HR
• Supply Chain Management
• CRM
• Reporting Dashboard

Integrated Workplace
Management Systems:

Where does Real Estate and

Facility Management fit in?

Gartner Magic Quadrant

12 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 SUCCESSFUL IMPLEMENTATION
The value in technology and its successful implementation by
integrating three distinct but related dimensions

People
eop e

= RESULTS
Action Information

13 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 PEOPLE
Planning CAD Team Technical Team
Team FF&E Team

Process Team
Change Management Team

Business process
team

14 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 Understanding Existing Data Flow
INFORMATION
Report is sent to
Warren to update
info. in CAFM FP&A
Finance provides budget
LDAP Archibus
ExcelSpreadsheet headcount projections
Server CAFM System
TSP sends Projected HC based on
move info. Department interviews
To be
updated
DATA: ExcelSpreadsheet
ExcelSpreadsheet
- Employee updates
-Supervisor Updates
-Security Badge
ExcelSpreadsheet
- Planners Move update

ExcelSpreadsheet
Rachel
(xls, .ppt, Space Allocation
Move Database
Adobe, Data Binder Report
(File Maker) etc.)

Shadow Vacancy Strategy Binder

Report 3 X a year Cost Center Report
Produced Quarterly
15 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010 15
 BUSINESS PROCESS (ACTION)
A
er

C1
C.1 C2
C.2
Custome

Requestor Requestor submits

completes Office completed OCN to
Change Notification Facilities Helpdesk
form (OCN) based
on identified need

F.1 F.2 F.5 F.6 A F.7

Site Prime

Facilities Site Prime Site Prime manually Site Prime reviews2 Site Prime Site Prime closes
identifies "occupant"
occupant enters employee and approves distributes the move order and
employees via walk- ADD-Database request, and assigns Scheduled Move the system is
through or some request into IWMS a request type and Report to IT, updated with new
alternate means scheduled date Facilities Services occupancy data
personnel and other
stakeholders3
es Group

F.3 F.4 A
elpdesk

Facilities Helpdesk Facilities Helpdesk

receives OCN and assigns Move
enters request into Request to "TO"
Site Prime IWMS Building Site Prime
Facilitie
He

M.1
Facilities personnel
Movers1

complete any
required work

E.1a E.2a
Creates 360 Work IT ticket number is
order for computer generated and
setup or move provided to the Site
IT

Prime? and copies

the customer
EDS
E

E.1b E.2a
Creates 360 Work IT ticket number is
Phone

order for phone generated to the

setup or move Site Prime and
copies the customer

16 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 WHAT ARE THE
BENEFITS?

17 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 PROACTIVE VERSUS REACTIVE MANAGEMENT

Interactive stacking
Analyze Space Operations & Maintenance scenarios
Efficiency

Space forecast reporting Move planning & communication

18 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 REAL TIME, ENTERPRISE-WIDE ACCESS TO
FACILITIES INFORMATION

Departmental Floorplans Building Information

Benchmarking / Chargebacks Live Reports

19 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 DASHBOARDS / PERFORMANCE MANAGEMENT

20 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 IMPLEMENTATION: WHAT’S INVOLVED?
Requirements Vendor Selection Develop Go Live

Vendor
Needs Assessment, Presentations, RFP, Drawing Audits, Testing, Data
Interviews, Data IWMS System Polylines, Data Integration, QC Data
Gathering, Process Evaluation & Integration Develop
Integration, Integrity Training
Integrity, Training, Go
Maps, Data Models,
d l Recommendation Reports Live!
Set Vision & Goals

6 months . . . . . . . . . . . 3 years + +

21 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 DO I NEED A CONSULTANT?
• Vendor

• Alliance Partner of the Vendor

• Independent Consultants

• In-house IT, RE and FM staff

• Blend of some or all

22 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 RFP Specifications
SELECTION: RFP
• Vendor & Services Information

• Organization objectives

• Functional Requirements
– General Software Functionality
(including User Friendly Interface)
– Components Desired
– CAD Functionality
– Reports
p
• Technology Requirements

• Pricing
g

23 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 EVALUATION
Software Functionality Importance Rating Scoring Rating Code /
Evaluation Matrix Colors
O = not important
BLUE: 3 = Outstanding
1 = Somewhat Important
Green:2=Good
2 = Important
Yellow:1=Fair
3 = Very Important
Red: 0=Problem

Rating

Category Vendor 1 Vendor 2 Vendor 3

Importance Score Importance Score Importance Score

Vendor/Supplier Qualifications
Organization 2 2 2 2 2 3
Customer References 1 3 1 2 1 1
SOFTWARELICENSING&IMPLEMENTATIONCOSTS HOK VENDOR1 VENDOR2 VENDOR3 VENDOR4
Services 3 3 3 2 3 2
DescriptionofModule Fees Fees Fees Fees Fees
Billing & Pricing 3 2 3 2 3 1 SERVICEMODULES
Facilities 10Concurrent $53,000
Technical Requirements Facilities 10ConcurrentͲOL $17,500
Facilities 25ConcurrentͲSS $8,400
System Requirements 3 3 3 Space/Move/Planning&Forecasting 10Concurrent $36,000
Data Security Requirements 3 3 3 Space/Move/Planning&Forecasting SSͲ10pk $2,300
Space/Occ.Mgmt.(Strat.Plg.,Forecasting) 10Named $42,000
Database Requirements 3 3 3 2 3 3 MoveManagement(AssetManagement) 10Named $42,000
Web Interface 3 3 3 3 3 3 Space/OccupancyManagement 10Concurrent+Unlim.SS $35,000
MoveManagement 10Concurrent+Unlim.SS $6,500
System Admin. & Utilities 3 3 3 StrategicPlanning,Forecasting 10Concurrent+Unlim.SS $20,000
Platform supported by SMC's ISD 3 3 3 COREMODULES(REQUIRED)
CADIntegrator 5Named $14,000
CAD Functionality Brava 10Concurrent $1,750
ApplicationBuilder 5Named $19,600
Product integration with CAD 0 3 0 3 0 3 BusinessConnect 5Named $14,000
CAD Functionality 2 3 2 2 2 3 Platform/Core 10concurrent $10,000
EnterpriseCore 10Concurrent $10,500
Functional Requirements WebCentralCore 10Concurrent $10,000
ADDITIONALSOFTWARE(REQUIRED)
General Software Functionality 3 2 3 2 3 3 CrystalServer 5Named $21,000
Space Inventory Mgmt. 3 3 3 3 3 3 MAINTENANCE
YearlyMaintenance(notrequiredinSaasModel) $30,310 $22,600 $12,600 $24,600
Lease Management 3 3 3 3 3 3 IMPLEMENTATIONFEES
MAC Management (automated) 2 3 2 1 2 3 StartͲUpFee $5,000
Implementation $234,920 $227,500 $28,800 $417,114
Strategic Planning, Forecasting 1 2 1 3 1 1 InterfacesͲIntegration $54,450
Asset Management 1 3 1 3 1 3 CADPolylining $117,600
CADAttachments $42,900
Reports & Queries Capability 2 2 2 1 2 2 AdditionalTraining $30,360
User Friendly: Graphic Interface 3 3 3 3 3 3 ASPͲAPPLICATIONSERVICEPROVIDER MONTHSREQUIRED 60 36 24 NA
SoftwareasaService $7,825 $4,025 $7,200
Ease of Custom Configuration 2 3 2 3 2 0 TOTAL $629,480 #REF! $117,800 $499,114
Integration with HR dbase 3 3 3 3 3 3
NOTES:
Overall look and feel of software 3 1 3 3 3 2 OLͲOffLine
50 46 45 SSͲSelfServeRequestors

High Level Evaluation Detailed Evaluation

24 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 TRAINING

Online Documentation Instructions for new portal navigation

Internal
Applicable to all Users
Web

Day 1 (half day)

Overview Training
Applicable to interested RE staff
General overview
of the new system

Days 1 through 3
Detail Training –– Level 1 Applicable to Client
Training includes expanded & IWMS support staff
explanation of functionality

Days 1 through 5
Detail Training –– Level 2 Applicable to IWMS developers
In depth module training with complete
explanation & practice labs for day to
day end users
25 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 IWMS IMPLEMENTATION ISSUES
• Current Business Processes and Policies
• Expectations & Organization’s readiness for Change
• Acronyms
A d
don’t
’t match
t h system
t
• Department Collaboration: IT, HR, Finance, Security
• Disconnect: Business Directives vs Users
• Scrutinize & Standardize business processes
• Organizational make-up
make up of staff,
staff training required
• Consultants needed for Implementation

26 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 WHY INVEST IN IMWS
1,800

Project
1,700
MAC
1,600 2006 AVG
868
2005 AVG
1,500

• Risk Avoidance
1,400

1,300

1,200
494

• Partner Collaboration
1,100

1,000

900
249

• Competitive
C titi AdAdvantage
t
800

700
258 756
712
688
600

• Opportunity to
500
118 514
Total Campus Cap 7808 Occ 5046
400

391
8000
Standardization &
300

200

7000

Templates
100

6000 0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

5000
• Measure, Measure,
People

4000

Measure: KPI’s
KPI s 3000

2000

1000

0
8 10 12 2 4
Survey Tim es

In Office In Collaborative Areas In Open w ork areas & labs

27 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 NEW IDEAS IN DEVELOPMENT
• Web based interface
• Cloud-based solutions / SaaS
• Link with BIM
• Produces
P d KPI
KPIs and
d measures SLAs
SLA
• One-stop-shop
• Business Rules
• Attachment feature to Work Orders
• Strategic Planning integrates w/ Lease
• Allows Survey feedback options and monitor progress
• Customer can log own calls and check on progress
• Customer Interface is intuitive (no training)
• Global Implementation Language
• Changes to personalize system minimizes Vendor custom development
28 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010
 SELLING THE NEED
Ali
Align metrics
t i with
ith stakeholder
t k h ld expectations
t ti

CEO
• growth & competitive advantage
CFO
• cost & financial impacts
COO
• operational efficiency
Business Unit:
• service delivery & cost
RE / FM:
• user acceptance,
t improved
i d efficiency,
ffi i recognized
i d value
l tto organization
i ti

29 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 POTENTIAL SAVINGS One organization saved

Typically organizations can extract

more than$190M in
2 years with RE and
10% to 35% of Transaction Management.
g
savings in labor expenses with
controls on workplace
maintenance
maintenance.

A Fortune 500 company extended the life of its assets

by10% through preventative and condition-

based maintenance, resulting in millions of
dollars in savings.

30 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010

 THANK YOU!
• Now let’s hear from our panel . . . . . .

PEGGY WITHROW, CID

ADVANCE Strategies
peggy.withrow@hok.com
ith @h k
+1 612 743-5151

31 IFMA –– SAN FRANCISCO CHAPTER EVENT, NOVEMBER 11, 2010