10 Things to Consider When Choosing a Facility Management Software
Shopping for facility management software? Finding the right system for your organization can be challenging.
Although CMMS, CAFM, and EAM are common solutions. (check out our blog Your Guide to Facility Management Software to learn more), before you decide on one, you must first identify the functionality and support needed by your team. To help you do so, we have compiled a list of the top 10 features you should consider when shopping for facility management software.
1. Work Order Management
Work order management is the core of maintenance management and allows you to create work orders, provide updates to work and report on the information collected through the work order process. More advanced solutions will enable you to manage both reactive and preventive maintenance requests for a comprehensive facility and maintenance management solution.
2. Asset Tracking and Management
Through asset tracking, you can create a centralized database of all information related to assets within your facility. Details such as asset manufacturer, warranty details, purchase date, recent maintenance requests and location can be tracked in a CMMS. In addition, you can automate asset lifecycle management to track all details related to the asset from procurement to decommission. Having this insight can help you make key decisions, like whether you should replace vs. repair.
3. Vendor Management
Beyond providing system access to vendors, facility management software solutions also enable vendor management which includes tracking key information like certificates of insurance (COIs) and activity history. They may also include functionality to create a rating system, allowing stakeholders to complete performance surveys to develop a preferred vendor list.
4. Document and Knowledge Management
One of the main benefits of a facility management software solution is having a centralized database or a single source of truth for all of the information related to your facilities operations. This enables the entire team to access essential information about assets and facility processes through document and knowledge management within the CMMS. This improves the quality of work from your team while simultaneously improving their efficiency in the process.
5. Resource Allocation
Understanding the use of time and money can help organizations make smarter decisions with their budgets. Advanced facility management software solutions often include modules to track employee time, as well as cost details as they complete work orders.
6. Reporting and Business Intelligence
CMMS solutions provide visibility into operations, which can highlight key gaps and areas for improvement. Reports may be as simple as pulling a list of work orders completed in a timeframe, or as dynamic as assessing cost leakages. Reporting functionality can be available within the application or may be accessed through a third-party service that integrates with the solution.
7. Financial Management
Go beyond ad-hoc tracking of data within the solution and leverage modules to streamline tracking. In addition, financial management tools may include integrations with financial systems of record to easily share data with other departments for accounting purposes.
8. Incident and Event Tracking
The facility management team is often in charge of tracking issues related to safety. An incident and event tracking module offers an opportunity to track any incidents that occur on-site and automatically issues any work orders that may be needed to fix the issue, such as cleaning up broken glass in an area.
9. Emergency Planning
Depending on the structure of the organization, the facility management team may be in charge of emergency planning. Leveraging a module as part of the facility management software solution, it can ensure that emergency plans and business continuity models are stored in a central location for key stakeholders to access when needed.
10. Visitor Tracking
Some organizations have multiple locations with numerous vendors. Modules focused on visitors and security simplify the registration process and provides a single source to track all data related to building entry.