For a computer-aided facilities management (CAFM) system to be successfully deployed, the correct implementation process is just as important as installation.
The following are things to think about before putting a CAFM system in place:
Establishing your goals
Decide on the new system's priorities (e.g., reducing the cost run or increasing efficiency).
Decide on the main problems that need to be solved, such as unclear business processes and workflows.
Choose the preventative actions and reports you want the CAFM system to produce.
To boost the utilization rate of the integrated CAFM, take into account the communication flow you wish to create between departments like HR.
Establishing standards
Just the necessary information should be entered to ensure effective maintenance.
Manage your own and, eventually, other people's expectations of the software's true capabilities.
Although a CAFM can significantly enhance operations, it cannot actually perform the mundane tasks for you more quickly or efficiently.
Information gathering
Stay safe by communicating with a CAFM specialist to acquire the necessary data.
Should you transfer data from other apps into your CAFM system or integrate your CAFM application with third-party software? Any extra software that could be necessary for the system to function properly should always be subjected to a formal review.
Establishing standards
To ensure that the same phrases are used throughout the system, this stage is crucial for data terminology.
Make a decision regarding the hierarchies you want to report to as well as the codes that will be used to classify resources and maintenance issues.
When the team retrieves pertinent information from the CAFM system, asset, property, and facilities information should be obvious and recognizable.
Data and system accuracy
Allow just a select group of individuals to frequently update the system's database and enter the necessary data. Consistency and accuracy are thus guaranteed.
Establish the new system's implementation schedule, then plan and carry out the related administrative and training duties.
Verify that all of the data is accurate and up to date before loading.
Web-based integration
Choose between a standalone and a networked setup for the system.
Decide how many users from various departments will require system access.
Establish the access privileges for each user.
The system's security settings will need to be examined if different degrees of access is required. Create a group or team within the organization that is solely responsible for the project.
Training
The degree and pace of system usage by your users will determine how well the CAFM system is implemented.
Some employees could exhibit resistance to change by refusing to accept the new working procedures and workplace adjustments.
Users must believe the program benefits them personally and continuously raises the caliber of their job.
In many instances, it may be helpful for the CAFM supplier to put up two sets of data on the system—one for training reasons and another for actual data—because training is crucial. By doing this, the staff will be able to test out the system before it goes live without affecting the live data.
Process control
Set a freeze on when the CAFM system will go live.
If the data amount is large, consider splitting your "go live" procedure into multiple phases.
Please be aware that before rolling out a new system throughout your firm, it is frequently worthwhile to pilot the deployment in a controlled setting or do a trial run.
It's time to be futuristic
Keep up with regular system updates.
When not in use, archive the data.
Future prospects to boost productivity and cut costs should be considered.
In addition to ensuring the product's initial and ongoing success, this will favorably reflect on the facilities division.
Conclusion
It's likely that you are completely aware of these crucial factors above if your business has decided to implement a CAFM system or is in the process of doing so. A successful implementation enables you to reduce costs, which leads to increased productivity.