Space Management Modules - CAFM's Hidden Gem

Ever-increasing demand for space requires better quality data to enable easy, efficient management and release of space for best use. Space Utilisation modules are frequently an underused function within CAFM software, so here's a short summary of what you may have available to you.

Key elements include monitoring occupancy, tracking and justifying running costs, ensuring space is optimised, through to being able to easily spot if lights are being left on in an unused room!

Store detailed space occupancy information

Keep track of which department is occupying what space, the area of each space, the heated volume of each room and overall usage figures, helping you to monitor and make quick and easy decisions on space.

Pre-empt future requirements

Combine your historic and current space usage to pre-empt future requirements. As a valuable planning aid, this will enable you to identify underutilised space, pre-empt any potential double booking and alert you to future expansion requirements.

Re-imagine spaces

When you are called upon to find additional space within your existing building stock, expand your sites, reimagine layouts, or help improve staff wellbeing from their work environment, flexible space management tools within CAFM will help you plan, test, and manage your space.

Raising the profile of your estates team

Whether you are being audited, managing a retrofit, planning the best use of your available space, demonstrating value for money, or helping create a healthier working environment, your CAFM software will provide you with all the tools you need to plan, manage and report easily but professionally.

Make informed space decisions fast

With your live data stored in a centralised location, it is easier and faster to make informed decisions on space utilisation, providing you with everything you need at your fingertips for whatever you need to plan.

Track and predict running costs more accurately

By being fully informed, you can keep abreast of building efficiency, compare current and historic costs, and analyse performance of space across your estate, making it easier to report and justify costs. Invaluable for auditing, it will also help you accurately predict future costs to help you budget.

Demonstrate improved space utilisation

With up-to-date space usage and cost information, along with historic data, you can easily demonstrate improvements in your space utilisation and value. Easy to run reports will enable you to share these wins with your stakeholders, as well as benchmark these changes.

Maximise the useful life of your building assets

With the ability to track costs and savings against usage, you can easily justify your running and maintenance costs, and demonstrate you are maximising the usage and useful life of each and every one of your building assets.

Would you like further advice?

If you are considering an additional CAFM module, or a new CAFM solution, and would like further advice, do get in touch with 3i Studio Ltd. As CAFM experts, with over 25 years' experience, we will be delighted to help. We can also provide you with an online demonstration of our CAFM modules.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Education Estates Reporting Is Simpler with CAFM

CAFM gives you access to all your live and historical facilities, estates and building data in a centralised, accurate and accessible and easy to use format, so you will have all the management information you need at your fingertips.

So, whether you are creating internal reports, checking on the progress of your PPM's, submitting regulatory or industry reports, or pulling together your data for benchmarking, or need to update your stakeholders, CAFM takes the pain out of education estates reporting by making it swifter and simpler.

Management Information at your Fingertips

Whatever information you are required to monitor, analyse or share, your CAFM will enable you to run the reports you need at the touch of a button.

Examples of what you may need to report on include:

• Compliance
• Due diligence
• Risk
• PPM
• Faults or outstanding helpdesk issues
• Backlog
• KPI's
• Asset register
• Space utilisation or occupancy reporting
• Budget management

Making your Data Work Harder

Being able to analyse data and feedback from internal resources, external contractors and even your utilities can enable you to make your estates data work harder. Track costs accurately, predict upcoming work, identify which space is being under-utilised, and even spot where lights may be being left on overnight when they are not needed to. It's your data; use it to make your job easier.

Different Reporting Formats to Suit Your Reader

Chose the best report format for you or your reader; from visual maps, charts or graphics, to detailed analysis. CAFM can manage all your different reporting requirements and information needs for the different levels of stakeholders you are called upon for information. Use pre-loaded reports, or easily save down new ones that you can run time and time again.

Live and Historical Data

Having all your live and historical facilities, estates and building data centralised, accurate and accessible, means you have all the management information you need at your fingertips.

Standard Reports and Saved Templates

Much of your reporting is repetitive, so save time by using the standard reports that are already set up and ready to use in your CAFM software. You can easily tweak these and save your own versions as well for future use.

Managing and Sharing PPM or Remedial Actions

Reporting PPM and remedial actions is part of successfully managing your estates and facilities management. It goes without saying that it's important that remedial actions be easily shared and managed, and this too comes under reporting requirements. Good CAFM will make sure nothing is missed, as your remedial actions can also be emailed out as jobs or allocated into your planned maintenance; scheduled and monitored to ensure they are completed, with updates and costs reported back and recorded against the job.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Reporting made simpler with CAFM

Whether you are creating internal reports, submitting regulatory or industry reports, pulling together your data for benchmarking, or keeping your stakeholders informed and happy, reporting can be a laborious and time hungry task, which many of us don't relish.

Modern CAFM solves this, using your current and historical data and templates to make your reporting more accurate, swifter, easier and a lot less painful.

Management Information at your Fingertips

Whatever information you are required to monitor, analyse or share, your CAFM will enable you to run the reports you need at the touch of a button.

Examples of what you may need to report on include:

• Compliance
• Due diligence
• Risk
• PPM
• Faults or outstanding helpdesk issues
• Backlog
• KPI's
• Asset register
• Space utilisation or occupancy reporting
• Budget management
• PAMs

Making your Data Work Harder

Being able to analyse data and feedback from internal resources, external contractors and even your utilities can enable you to make your estates data work harder. Track costs accurately, predict upcoming work, identify which space is being under-utilised, and even spot where lights may be being left on overnight when they are not needed to. It's your data; use it to make your job easier.

Different Reporting Formats to Suit Your Reader

Chose the best report format for you or your reader; from visual maps, charts or graphics, to detailed analysis. CAFM can manage all your different reporting requirements and information needs for the different levels of stakeholders you are called upon for information. Use pre-loaded reports, or easily save down new ones that you can run time and time again.

Live and Historical Data

Having all your live and historical facilities, estates and building data centralised, accurate and accessible, means you have all the management information you need at your fingertips.

Standard Reports and Saved Templates

Much of your reporting is repetitive, so save time by using the standard reports that are already set up and ready to use in your CAFM software. You can easily tweak these and save your own versions as well for future use.

Managing and Sharing PPM or Remedial Actions

Reporting PPM and remedial actions is part of successfully managing your estates and facilities management. It goes without saying that it's important that remedial actions be easily shared and managed, and this too comes under reporting requirements. Good CAFM will make sure nothing is missed, as your remedial actions can also be emailed out as jobs or allocated into your planned maintenance; scheduled and monitored to ensure they are completed, with updates and costs reported back and recorded against the job.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Managing Education Estates with good CAFM Software

CAFM (Computer Aided Facilities Management) software makes all the difference with running education estates and facilities; enabling you to manage your buildings, estates, and facilities amazingly, despite increases in demand and challenging budgets.

Supporting Large and Small Education Estates

3i Studio's CAFM software is ideal for supporting large and small education estates with both day-to-day estates management and wider strategic planning, analysis and reporting. Cloud based, with friendly screen layouts, you, your team, and contractors, can securely manage your property from anywhere.

Single Sites or Multi Locations

Whether you manage a single site Primary School, a Multi-Academy Trust across numerous locations, or a college or University with multiple campuses, the right software solution will save you time and money, help you do your job more easily and efficiently, as well as improve the environment for staff and students alike.

Scalable CAFM Modules

3i Studio's software are supplied as modules, so whether you want to start small, or need additional functionality to meet your ever-increasing demands, simply chose the modules you want:

• Asset Management
• Risk Assessments
• GIS Interface
• Property Terrier
• Mobile Working
• Reactive Helpdesk
• Planned Maintenance / PPM
• Stock Condition Appraisal
• Secure Online Access
• Contractor Management

Makes PPM Straightforward

Schools, Academies, Colleges and Universities often have buildings of different ages and construction, requiring regular surveys and inspections, and planned and preventative maintenance work to be carried out throughout the year.

Planned Preventative Maintenance (PPM) tasks, as well as scheduled testing, can be managed simply and easily from within your CAFM solution; ensuring nothing is missed. You can clearly see what is coming up, (along with its cost's), schedule in the work and plan well; pro-longing the life of your buildings and assets whilst preventing unplanned failures and unexpected costs arising.

Reactive Estates Helpdesk

Manging fault reporting and work requests can be complex, but a good CAFM solution can make this simple. Staff can log faults, and the real time updates enable you to monitor what is happening at every stage of works, including the costs of each job; even answering queries as they arise.

Simplified Reporting

With saved templates and the ability to add further reports as you need them, gone are the days where you spend frustrating hours finding the information you need for your reports. Run the reports you need at the touch of a button.

Information On-the-Go

With secure access to all your information and documentation you, your team and even your contractors, should be able to work from anywhere with one simple log-in.

Live updates and the ability to attach photos and documents to tasks mean you can see job progression in real time, and have the information available to make immediate decisions, as well as a useful record of what has been done.

Managing Your Compliance

Hand in hand with PPM is ensuring everything across your estate complies with relevant legislative requirements. Good CAFM includes a comprehensive Compliance Certificate Register; enabling you to view all your key compliance dates and documents for your estate's assets in once place.
Your software should also remind you when renewals are due; warning you ahead of time so you can budget and plan accordingly.

Make Informed Space Decisions

CAFM helps you keep track of which department is occupying which space, its' area, the heated volume of each room, along with the overall usage figures, centrally and in real time. With up-to-date information at your fingertips, you can release space for its best use, enabling space utilisation decisions to be made. It also makes your space reporting easy and fast.

Use Your Existing Technology

3i Studio's software runs in real time on secure servers, enabling you and your team, or your contractors, to work out and about, with existing laptops, tablets or smartphones, without the cost of new technology.

Helping You Getting Up and Running

Moving your data in from your old property management solution, or from spreadsheets and even hard copy, can take time and skill. 3i Studio will help you with this and swiftly get you and your team up and running with access to both your current and historic data.

Build Your CAFM Solution in Bite Sized Chunks

To achieve the maximum benefit from your new CAFM solution, 3i Studio recommend a staged approach to purchase and adopt your new software. Bite sized chunks removes the frustration of trying to take on too much in one go.

For example, buying a module that manages your Reactive Helpdesk is a great starting point; populate the buildings before getting it up and running along with your PPM. Then look at expanding the modules such as adding Condition Survey Information, followed by Compliance Information; building up one module at a time at the speed you are comfortable with.

Buy with Confidence

If you are Public Sector, you can purchase 3i Studio's modular Estates and Facilities Management cloud software and support simply and easily through the Digital Marketplace. You have the reassurance that our software is already secure and compliant as well as best value. And as the costs are already agreed, you can buy from us without having to offer tenders out, or comb through lengthy RFIs or ITTs.

Test Drive 3i Studio's CAFM Before Making Your Decision

Having access to a demo system before deciding if a CAFM solution can do everything you require is vital. So, 3i Studio always encourage potential clients to take a test drive before making their decision. Being transparent and prepared to make this investment demonstrates we are confident in our software, as well as shows we will provide the ongoing support you need.

Over 25 Years Experience

Having worked closely with estates teams for over 25 years, supporting the running of large and small estates alike, 3i Studio are well placed to share their expertise on estates and facilities management software.

For Further Advice

If you are considering a new CAFM solution and would like further advice, do get in touch with 3i Studio Ltd. As CAFM experts, we will be delighted to help and provide you with an online demonstration of our CAFM modules.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Selecting the Best CAFM for your
Estates & Facilities Management

Investing in a new CAFM solution or module is a big decision. Fortunately, good CAFM software has come into its own over recent months enabling estates and facilities departments to run amazingly, despite the increase in demand and pressure. This guide highlights what you need to ensure your CAFM can deliver.

Whether you need to make your first steps into Estates and Facilities Management software, or your existing CAFM is no longer supporting you the way you need it to, CAFM experts 3i Studio have highlighted the key points you should be aware of to help ensure you choose the best solution for you, your team and potentially your contractors.

Does it have the right tools?

Ensure your new CAFM solution contains all the features you need to improve workflow and communication, as well as giving you the right reporting and tracking tools. It should work for you, enabling you to make informed decisions, work efficiently and reduce costs.

Will it provide simplified reporting?

With saved templates and the ability to add further reports as you need them, modern CAFM takes the pain out of reporting. Check that the new solution will enable you to easily find the information you need for your reports and run them at the touch of a button.

Is it designed to manage your sized estate?

Match the CAFM solution with the size of your estate. Many will be capable of running both large national multi-locations just as easily as single site estates, but be sure to double check that its capabilities are ideal for the estate you are managing.

Will it make your PPM straightforward?

Whether you are managing a brand-new facility, or buildings of different ages and construction, you are certain to require regular surveys and inspections, as well as Planned and Preventative Maintenance (PPM) work throughout the year. Ensure the CAFM can manage your PPM tasks and scheduled testing in a logical and easy to use way, so that nothing will be missed. Also, double check you can see clearly what is coming up and be able to plan and budget simply.
And finally, make sure you will be able to share the tasks with your team or contractors easily, as well as monitor the works progress and cost.

Will it manage your compliance easily?

You need to be able to ensure that everything across your estate complies with relevant legislative requirements, so make sure the CAFM includes a comprehensive Compliance Certificate Register. This will allow you to view all your key compliance dates and documents for your estate’s assets in once place and remind you when renewals are due; warning you ahead of time so you can budget and plan accordingly.

Will it enable informed space decisions to be made?

Modern CAFM should help keep track of which department is occupying any specific space, its' area, the heated volume of each room, along with the overall usage figures, centrally and in real time. If you or your colleagues need to accurately manage and report on space, ensure you invest in a CAFM solution that provides up-to-date space information, enabling space to be released for its best use, and good space utilisation decisions to be made. And finally, check that its space reporting capabilities are also easy to use.

Will it work remotely?

Ensure you can access your solution remotely and securely. Gone are the days where you need to buy new hardware for you, your team, or your contractors to log-in from wherever they are working.

Does it provide all the modules you will need?

Triple check that the CAFM solution meets both your current and future requirements. Firstly, ensure that it is scalable, so you can add further modules later. Secondly, check that their modules cover all the key areas you are likely to need in the future such as:

• Asset Management
• Risk Assessments
• GIS Interface
• Property Terrier
• Mobile Working
• Reactive Helpdesk
• Planned Maintenance / PPM
• Stock Condition Appraisal
• Secure Online Access
• Contractor Management

Do they continually develop and support their solutions?

Estates and facilities requirements are continually evolving, so choose a provider who you are confident will continue developing their software. Just as importantly, ensure they will be happy to provide ongoing support; from answering queries to training up new members who join your team.

Are upgrades free?

Your upgrade should be included in your support fees, and not require you to pay for new licences to benefit from upgrades and new developments from your CAFM provider.

Will they help you get up and running?

Moving your data in from your old property management solution, or from spreadsheets and even hard copy, can take time and skill, so ensure that your CAFM provider will help you with this and swiftly get you and your team up and running with access to both your current and historic data.

Can you use your existing technology?

Modern CAFM runs in real time on secure servers. This means you shouldn't need to invest in new technology to use it but be able to work with your existing laptops, tablets, or smartphones.

Can they guarantee your start date?

Establish the set-up time; three to six weeks from sign-off is typical and should enable your provider time to not just set up your CAFM and train your team, but for you to also test and tweak your solution before it's live.

Can you test-drive the new CAFM?

Having access to a demo system before deciding if a CAFM solution can do what you need it to do is vital. You need your new provider to be transparent and prepared to make this investment so you can be confident not only in their solution, but that they will also provide the ongoing support you need.

Who should be part of the decision?

Involving the people who will be using your CAFM solution in the specification and selection process will ensure they get the functionality they genuinely need, as well as giving them a solution that they can work with and enjoy using. Being involved from the start also helps gain buy-in and interest, rather than a new system being imposed on them.

What is the providers pedigree?

You need to be confident that your new CAFM provider is experienced within your sector, as well as being stable enough to continue supporting you in the future too, so check their pedigree.

Does the software meet Government security requirements?

A secure system that enables you to control who has access to what information is vital. Check that your CAFM solution meets all the Government security requirements, such as Cyber Essentials, and that your data will be securely hosted for you within the UK.

Is the provider registered on the Digital Marketplace?

If you are in the Public Sector you can purchase the leading CAFM software through the Digital Marketplace. This will provide reassurance that the software is already secure and compliant as well as best value. Additionally, as the costs are already agreed, you can buy confidently without having to offer tenders out, or comb through lengthy RFIs or ITTs.

Would you like further advice?

If you are considering a new CAFM solution and would like further advice, do get in touch with 3i Studio Ltd. As CAFM experts, with over 25 years' experience, we will be delighted to help and provide you with an online demonstration of our CAFM modules.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

3i Studio CAFM is available through the Digital Marketplace

The Digital Marketplace is designed to make it simple for all Public Sector organisations to make purchases. This includes 3i Studio's Estates, Property and Facilities Management Software solutions, which is already available to you on G-Cloud 14.

Buy with Confidence

Whether you are an existing or new Public Sector customer, you can purchase 3i Studio's modular Estates and Facilities Management cloud software and support simply and easily through the Digital Marketplace.

Secure and Compliant

You have the reassurance that 3i Studio's CAFM software is already secure and compliant as well as best value. And as the costs are already agreed, you can buy from us without having to offer tenders out, or comb through lengthy RFIs or ITTs.

Designed for Blue Lights and other Public Sector

Digital Marketplace has proven that it works, and it works well. So, whether you work in Central Government, Local Authorities, Blue-lights, Education or in the NHS, you can purchase Cloud based Estates Property and Facilities Management Software services from 3i Studio, simply and easily.

Save Time and Budget

Purchasing via the Digital Marketplace enables you to easily search for solutions you are interested in, contact potential suppliers and start working with them in just a matter of days. This can save you significant time and cost.

Simplified Process

This simplifies your process so much, that your new Estates and Facilities Management Software could be up and running for you in a matter of days!

Check out 3i Studio on G-Cloud 14 Today

For further details on 3i Studio's easy to use Estates and Facilities Management modular software available through the Digital Marketplace, visit our page here.

Registration to the Digital Marketplace is Free

If you aren't yet registered with the Digital Marketplace, you can register for free with Crown Commercial Services here.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Features of Good CAFM Software

Good quality CAFM software enables you to manage your Property, Estates and Facilities amazingly, despite increases in demand and challenging budgets. Ensure you are using your CAFM to its full potential with this guide from CAFM experts 3i Studio Ltd, highlighting the features you should have available to you

Key CAFM Benefits

CAFM, or Computer Aided Facilities Management software, has come on in leaps and bounds in recent years; enabling Estates and Facilities Managers, as well as their teams and contractors, to manage their property and work efficiently and more easily. Key features you should now be benefiting from with your CAFM solutions should include the following:

Reactive Helpdesk

Managing fault reporting and work requests can be complex, but a good CAFM solution can make this simple. With real time updates, monitor what is happening at every stage of works, including the costs; even answering queries as they arise.

Semi-Automated Helpdesk

Semi-automated Helpdesks are now standard; with end users logging their faults and issues themselves, freeing up your helpdesk teams to allocate jobs and solve issues rather than simply manning telephones.

Straighforward PPM

Planned Preventative Maintenance tasks, as well as scheduled testing, can be managed simply and easily from within your CAFM system; ensuring nothing is missed. See clearly what is coming up, schedule in the work and plan accordingly; pro-longing the life of your assets and preventing unplanned failures and unexpected costs arising.

Managed Compliance

Your CAFM should include a comprehensive Compliance Certificate Register, ensuring everything across your estate complies with relevant legislative requirements. View all your compliance dates and documents for your estates' assets in once place, and be reminded when renewals are due, so you can plan ahead as well as budget more accurately.

Informed Space Descisions

CAFM makes your space reporting easy and fast. Tracking who is occupying which space, its area, the heated volume of each room, along with the overall usage figures, centrally and in real time, means you can release space for its best use; enabling informed space utilisation decisions to be made.

Information On-The-Go

With secure access to all your information and documentation you, your team and even your contractors, can work from anywhere, with one simple log-in. Live updates and the ability to attach photos and documents to tasks mean you can see job progression in real time, enabling you to make immediate decisions, and provides a useful record of what has been done.

Using Your Existing Technology

Modern CAFM runs securely in the cloud, enabling you, your team, and contractors, to work anywhere, without the cost of new technology.

Simplified Reporting

With saved templates and easy report creation, you won't need to manipulate your data or spend frustrating hours finding the information you need for your reports. Your CAFM should simply run the reports the reports you need.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Managing Your Compliance Effectively with CAFM

Good quality CAFM should include everything you need to manage your compliance in a straightforward, secure, and timely way. It should do all the hard work for you!

So ask yourself two quick questions:

• Is your compliance documentation in order?
• Do you have full view of your compliance liabilities?

If your answer to either of these questions is 'no', get in touch with 3i Studio - we will be happy to provide you with an easy to use but highly functional Compliance Module.

A Good CAFM Compliance Module Will Provide....

An easy to use register

Your CAFM solution should include a Compliance Certificate Register; enabling you to view all your key compliance dates and documents for your estate's assets in once place.
See at a glance what is coming up, and even drill down to see remedial action requirements and outstanding PPM. All your information should be there at a touch of a button.

Timely renewal reminders

Giving you reminders ahead of time will help you know when to renew your certificates or make specific checks, as well as help ensure you comply with all your legislative requirements.
And most CAFM compliance solutions now use a simple traffic light colour code system so you can see at a glance what is coming up.

The ability to budget and plan ahead

With timely reminders of when your renewals are due, you will be warned ahead of time what is coming up, helping you budget accurately and plan accordingly.

Interim Check on your PPM Tasks

With tie-ins to your planned maintenance schedule you can not only see if your documents are up to date, but also check for any issues with interim PPM tasks.
When combined with the remedial actions, the system will give you a single point of reference for your current compliance status.

View all your Compliance Requirements in one place

See at a glance what is coming up ahead of time with the straightforward traffic light coding.

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com

Managing Your Buildings Risk Effectively with CAFM

Recording your building risk assessment results, ensuring all your risks are identified and necessary remedial actions registered and planned in, needs to be managed effectively, as well as made as simple as possible for everyone involved.
Modern CAFM solves this. Does yours?

Three simple checks to ensure your CAFM is managing your buildings risk effectively are:

• Can you easily record your buildings risk assessments?
• Can you easily share and manage you remedial actions?
• Do you have suitable evidence for your health & safety assessments?

Can you easily record your buildings risk assessments?

With 3i Studio, all your risk assessment information can be recorded easily, with your risk information presented in a clear and easy to use format for you and your team to use, whether they are technical or non-technical. A synchronisable version is available so surveys and risk assessments can be completed out and about on a tablet, removing the need for printouts and manual updates.

Can you easily share and manage your remedial actions?

It goes without saying that it's important that remedial actions be easily shared and managed. With 3i Studio's CAFM, you can make sure nothing is missed, as your remedial actions can also be emailed out as jobs, or allocated into your planned maintenance; scheduled and monitored to ensure they are completed, with updates and costs recorded.

Do you have suitable evidence for your Health & Safety assessments?

With Risk Manager, from 3i Studio, all your risk assessments are catalogued and your remedial actions tracked, along with information on who is responsible for completion. This will enable you to show what was done, when and by whom, so should any issues arise, you can provide documented evidence of your Health & Safety and Risk Mitigation responsibilities.
 

 

For expert CAFM advice contact 3i Studio Ltd: 0345 675 5051 or info@3istudio.com