FMJ EXTENDED This exclusive online section focuses on expanded FM coverage. MAY/JUNE 2017 102 IFMA Hires Directors for India, Europe 103 Harnessing the Power of Energy-eﬃ cient Buildings in the US JOHN MCGEE Contributed by IFMA's Environmental Stewardship, Utilities and Sustainability Community Strategic Advisory Group 107 Vendor Proﬁ les 5 1 2 FMJ REWIND BY MIKE STONE WAY YS TO OPTIMIZE YOUR FM FORCE WITH TECHNOLOGY With ﬁnancial constraint s impacting facility operations, managers face decisions about how to maximize e the most of all resources. Rather than focusing on more long-term capital ir workforce and make ment, the key is to get the most eﬃciency out of existing workers, assets and systems. n eﬀective asset manag ement strategy is built on visibility into the whole enterprise — each facility or asset’s location, cond tion and maintenance records. Knowing the big picture, and whether you’ll be repairing or replacing, akes budget planning easier and helps steadily reduce the repair backlog and associated liabilities Technolog g ecially asset management software that is oﬀered as a cloud-based subscription, making it an operational expense instead of a capital outlay. These systems can uncover small but powerful cost and time savings in multiple areas that add up to major eﬃciency gains. Technology can help increase eﬃciency in ﬁve speciﬁc areas: resolution of open issues by sending and receiving work orders, estimates and contracts. Establishing a secure access point for contractors allows them to send and receive updates, and provide estimates, notes and other details as required. This improves efﬁciency and reduces overall time to work completion. FMJ EXTRA CLICK TO LISTEN FMJ Unscripted with Infor AUTOMATED CALL CENTER SUPPORT. Call centers — especially in organizations with high volumes of incoming calls like local governments, airports and universities — operate as triage points. Doing everything you can to help your customer service team efﬁciently and quickly answer questions and solve problems is a big factor in keeping customers and constituents satisﬁed. Software with a built-in advanced delivery matrix, for example, can quickly identify the best-qualiﬁed contractor to solve the problem, based on service codes, geography and other factors. Especially in multi-building situations such as campuses, having an automated delivery matrix instead of requiring call center personnel to research options helps get problems resolved more quickly. DIGITAL CONTRACTORS’ PORTAL. Contractors may make up a signiﬁcant percentage of your workforce. One of the keys to greater efﬁciency is having a digital platform that allows you to communicate electronically with them and speed 3 AUTOMATICALLY ISSUE PREVENTIVE MAINTENANCE WORK ORDERS. Running at peak efﬁciency ﬁrst requires that you deﬁne your preventive maintenance schedule, whether based on suggested time intervals, speciﬁcations or condition-based monitoring. Once that’s done, technology can help by automatically issuing work orders triggered by the criteria you’ve selected — and in the process, eliminate spreadsheets, extend asset life and preserve equipment warranties. SPACE PLANNING AND MOVE MANAGEMENT. By making the most of available space and ensuring that large-scale moves are well planned, FM teams can maximize efﬁciency. Technology can help you make better use of space and time through visualization of space assignments in which you can deﬁne, assign and track employee workspaces and furnishings. This allows you to more effectively plan and execute moves involving multiple employees. You can also integrate workspace management with call center operations, key management and locks for even greater control. In the March/April 2017 edition of FMJ, Mike Stone with Infor shared “5 Ways to Optimize Your Workforce with Technology.” We caught up with Infor in an FMJ Unscripted Podcast to discuss in-depth tips for implementing technology for improved workforce operations. 5 4 CASE MANAGEMENT. Not everything you need to track is contained within the work order process. Sometimes there are accidents, spills, emissions, operator or shift notes, and other items that need to be captured even if no work order is issued. Case management allows you to record events that require ongoing observation and review. Selecting a platform with a built-in case management workﬂow means you can automatically assign tasks and include the necessary forms and instructions. This establishes an audit log of the case or incident so you can create workﬂow tasks or follow-up work orders related to the existing case. Taking the time to analyze and rank your assets can save time and improve eﬃciency by helping you prioritize work to focus on the most important assets ﬁrst. Planning work — including specifying parts, tools, instructions, safety procedures and personal protective equipment, and identifying any permits required — can signiﬁcantly reduce the time for needed repairs while ensuring personnel safety and minimizing rework. Being more strategic with maintenance is critical. Using technology to intervene at planned points for maintenance and repair will result in more eﬃcient workforce scheduling and reduce long-term costs. FMJ READ THE ARTICLE LISTEN TO THE PODCAST MIKE STONE is product manager of enterprise asset management (EAM) with Infor, a Silver-level Corporate Sustaining Partner of IFMA, and has more than 30 years of experience working with EAM systems. He has led product management, development and marketing for several commercial EAM systems, and has applied EAM technology to a variety of industries, including facility management, oil and gas, chemicals and petrochemicals, food and beverage, mining and metals, manufacturing, and water and wastewater.