Catch-22 management software from FM Innovations supports ESM regulations
Catch-22 is well adopted phrase around the world. According to most sources, it is a false dilemma in a rule, regulation, procedure or situation, where no real choice exists. It is a description of Facilities Management today.
In today's financial crisis, budgets are being slashed and panic seems to be ruling over reason in many cases. Regardless of any financial crisis, the facilities management of buildings is still of utmost importance with fines and mismanagement consequences firmly in place.
Stokes Perna spoke about Essential Safety Measures (ESM) schedules and the importance of having this information up to date. With the release of the Building Regulations 2006 it is now a requirement for all public buildings to have an annual essential safety measures report prepared before 13 June 2009.
There is also an additional requirement for buildings constructed prior to 1994 to be issued with an ESM. After this date, all new buildings will have an essential safety measures list as a schedule to their Occupancy Permit and this will affect every Facilities manager, property manager and property owner. It will also create opportunity for every FM Innovations service provider.
There are two ways in which Facilities Manager can convince his CEO and CFO that it is imperative that some money is found in order to implement strategies and processes that will eliminate risk and potential litigation.
- By presenting a very convincing factual business case
- By presenting a convincing business case together with a payment strategy which will not cripple the organisation
The first thing the Facilities Manager needs to do, is to research the legal consequences of not having a compliant building. He needs to have sound facts from reliable sources. This has to be the opening of any good business case. There will be additional expenses the building management legal requirements are not met and these expenses will outweigh the cost of implementing the tools.
The purchase of a total Infrastructure and Resource Management software system will present a challenge to the staff. A change in business practice will occur and the management needs to be confident that the processes and outcomes of implementing a new FM Innovations system will outweigh any possible resistance to this change.
Demonstrating a business case to a large degree depends upon what the Facilities Manager already has and what management areas need to be addressed. If a concern does not already have a works maintenance management system, this is a suitable system to put forward as this will help to meet legal obligations. Some scenarios and benefits that will support the business case are:
Scenario: Facilities Manager can introduce a web based kiosk service for work requests
Benefit: This frees staff from phones so they can get on and do the real job
Scenario: Facilities Manager will have automated email sequences
Benefit: This frees staff from constant update request client calls
Scenario: Facilities Manager can now schedule work on assets so staff do not need to remember when to undertake the work
Benefit: This is particularly important from a compliance perspective as it helps ensure Facilities Manager meet legal obligations of the occupancy.
Scenario: All work done in the building(s) is tracked and costs can be recorded to give a full spend on works per annum
Benefit: Budgeting and contract management capability enables Facilities Manager to monitor spend against key areas.
Scenario: Asset information such as warranties and service contracts are all centralised in the one system
Benefit: Facilities Manager will no longer pay for work when the asset is under warranty or during defects liability periods.
Scenario: A good FM Innovations system will allow Facilities Manager to track and manage energy, water and waste against KPI’s
Benefit: The system is reducing sustainability risk, deterring liability and achieving corporate and community objectives.
Scenario: ESM management is in place
Benefit: Up to date reports and automated planned maintenance schedules in place on all of the ESM thereby preventing legal problems pertaining to the new building regulations.
Scenario: Supplier/contractor management capability
Benefit: Updated accreditation information is within the system, thereby reducing risk of non-compliant contractors.
Scenario: Web based solution
Benefit: Enables all staff and contractors to log-in and have a real time update of work status.
Scenario: Internal history log
Benefit: Every action is logged with a date and personal identification to enable the tracking of responsibility.
Scenario: Instant reporting or automated reports
Benefit: Up to date instant reports can be automatically scheduled to run at any specified time keeping the relevant staff up to date.
There are many more scenarios, but these are instant quick results that even the most blinkered of managers can relate to. The next step is to research the suitable software solution for the company. The preferred system needs to be simple to use; easy to implement; flexible to adapt to the business processes; based on up-to-date platforms to enable it to grow with the changing environment.
It must integrate with the current existing business systems and the support must be able to meet the overall company response time requirements. A professional proven software partner is needed, who takes time to understand the business processes and can help to implement change with minimal disruption.
FM Innovations offer software solutions and an unbiased and well researched business case. With no large upfront financial outlays, FM Innovations offer software solutions at small monthly payments in either a software rental agreement, or a Lease/Purchase agreement.
1-Dec-2008