Webinar: Effective, Easy to Use CAFM with Powerful Boma Compliant Reporting

Kelly will discuss critical factors that will improve space and move management, along with BOMA standards. Learn how easy it is to manage space allocation, plan and execute moves, generate in-depth reports, and more.

Webinar Transcription

MicroMain is a software development company. We have a CMMS, our maintenance tool, and a CAFM, our FM tool, as well as the associated professional services that are associated with both of these software products. So, we are a software development and professional services firm. We are located in Austin, TX. We have approaching 4,000 customers, some of them you’ll see on your screen, and some of the logos you’ll recognize. We’ve been around over 20 years, and we focus on developing easy to use products, in particular our maintenance software and our FM, which is what I’m focusing on today. Our FM, and in particular, within FM, it’s the BOMA standard and how our company has really aligned ourselves with the BOMA standard, the international standard and incorporated a lot of their methodologies and processes into our actual software. Therefore, whoever uses our software can get the same benefits out of it versus having to learn the BOMA standards themselves, apply the standards themselves with their own tools.

Throughout the presentation today, the way I’m going to do this is that on the screen now, you’ll see a PowerPoint slide. I’m going to go through some of the highlights and start at a very high level, and then get down to specifics, and then I’ll jump out of this PowerPoint slide. I’ll share my desktop, and then I’ll actually go into the tool and show you around and how to do the things that I’m describing here in the presentation or front-end of the presentation. This should take 18 to 20 minutes, and then I’ll have some time for question and answer at the end.

As Adrian pointed out, all of this is being recorded. Each of you will get an email with a link, but we also post these on our website and in some of our historicals there, archives on various topics related to FM. And we also have some for our maintenance site as well. So, feel free to go to our website.

Additionally, we’ll get to a survey, which is the first one on your screen now. Are you currently using a CAFM software? These poll questions are really meant to help guide me throughout the presentation so that I can kind of…because your end of the phone is muted… this is the best way for me to get information about how to guide me towards the latter part of my presentation, and being able to help make sure you’re learning what you need to learn.

Feel free to answer these as we go through, and then I’ll jump back. And at the end, we’ll review the whole thing. This helps me and MicroMain better prepare the next agenda for the next webinar, so that we’re making sure that we’re in tune and aligned to, making this time valuable for you, that you’re getting something out of it.

All right. With that, let me go ahead and get into the presentation part of this. So, as most of you know, or may not know, the power of the facility management tool, really all these facilities management tool–and that’s what we call our CAFM tool–is we’re taking drawings that were from AutoCAD or some other CAD program and then we’re managing them or manipulating them in a software product. That’s what our FM tool does, or any CAFM tool does.

What we’re doing is we’re combining visual for floor plans or spatial information with information that’s inside of the floor plan or an assets, people or equipment that are located inside the spatial information. So today, as I said, we’re focusing on facilities management, in particular BOMA, and how BOMA applies definitions for that spatial information. But a facility management tool is just combining the CAD image with the database of information that’s held within that CAD image, whether it’s people or assets. If you do that well, or if it’s easy to use, then you can benefit from the output. And that’s what we’re going to demonstrate today.

Features that matter to you. Because we’ve been around a long time, we’ve listened to all of our customers, we take heed whenever our customers make suggestions, so we try to make our tool very easy to use and very intuitive. It gets the things done that you need to do on a day-to-day basis. We’re not trying to be all things to everybody. We focus on the things that we do well and make sure those are incorporated in the tool, like keeping accurate floor plans so that you can quickly find people, find vacant space, etc. As well as keep the minimal amount of IT involved or complexity out of the tool. And so we feel that our product does that better than most.

And then we get into specifics. If we do those things well, and whether it’s you managing your CAD drawings in a CAD program or in an FM program and then applying a BOMA standard if you have leased properties or owned properties, then the real benefit of doing that is the output or the reporting. And that’s what we’re going to focus on today. As I said earlier, our tool, unlike other FM or CAFM tools out there, we’ve aligned ourselves closely with the BOMA standard. Therefore the reports that you get out of our tool are very similar to the reports or metrics that come out of IFMA on the trending metrics and documents they produce on an annual basis on trend surveys, etc.

The last thing before we get into the software product is that you can also have different types of installations. You have CAD drawings that are in FM tools or software, and then you could choose to either have it installed on your network, inside of your whole environment, your network or what’s called a SaaS, Software as a Service. And the software is installed on the Internet basically, and you can access it that way. As most with our competitor, our software is in installed that way as well.

So, it looks like we’ve got our second poll question. What are your primary facility management concerns? And as I said, this helps us, not only today, but also with setting up webinars in the future so that we can make these as valuable as possible and we try to keep them as short as possible so that we’re not wasting your time. I’ll give you a second to answer that. And then as I said, we’ll jump back to this at the end and look at the results.

Okay. Now I’m going to actually going to jump out and actually share my desktop so that you could see the actual tool in progress. So I’m going to share my desktop. My desktop background happens to be a CAD floor plan, so don’t get confused by that. Basically, I have the menu across the bottom, and then I have some folders, and I have some apps and some important documents. And then I have the FM software. How we would enter the software is we would double click on the Facility Management 8.4 [SP] icon on the desktop. Whether it’s installed in your network environment or on the SaaS or on the Internet, you’d enter it basically the same way, by double clicking on this icon or getting on a web browser and typing in a login and a password.

Once I’ve opened the tool, I’m going to show you around first and then show you some of the basic features of Facility Management so that I can show you the reports and the benefits of the reporting. In our FM tool, everything is driven from this one screen. We have on the left-hand side the property hierarchy where we have the global corporation, the different regions, different buildings, campuses and floors. And then we have the ribbon menu across the top where most of our high-level commands are driven through here and the tab menu right below that.

What I’m going to do is focus on this Austin campus MicroMain Building C, Floor Two. As you see over here on the right, I have a distant image of the floor plan and then a mouse-over link to the Google Map showing the location of the building. But, if I want to actually see the drawing of the building, I’ll go to my tab for composite drawing. And this will give me the floor plan of the building. And keep in mind that this left column here, this left menu is what’s in the database. So as you can see, on the right-hand side, it’s CAD floor plan. Everything, as I said, is driven from this top menu.

So first and foremost, the last room that I was on was Room 602. You could see it highlighted in red here. You can see who owns it, what type it is, what’s the capacity, the square footage, and who’s assigned to it.

But first, want I to do is over…how do I find somebody? Let’s say I’m looking for somebody on this floor and I need to quickly locate them. So what we’ll do is we’ll go to people explore and a pop up will come up. Now there’s three main tabs. There’s this floor, people who have yet to be placed on a floor, and then there’s everybody in the whole corporation. And so I know that somebody is on this floor and their last name is Omar. So once I find them and I mouse over and click their name, and then it shows me their seat down here at the bottom.

Once I mouse over and click their seat, which is 685A, it’s a little hard to see, but you can see that over here on the right-hand side in the background, the image is highlighted in red. Now I found this person. But I don’t see any text or information. So what I’m going to do is go to my ribbon menu. I’m going to turn on my spaces, my seat numbers, and I’m going to turn on the People information, and now what I’m going to do is zoom in so that I can see this David Omar, seat at 685A.

I want to know also what business unit he reports to, so I’ll turn on that. And then I can see it’s Corporate Development. A unique feature about our tool is you could globally adjust the text. If it’s bleeding over to the other side, I can quickly come up here and rotate the text 45 degrees, and it will rotate all the text on this floor plan so that when I print it out, I can actually see it without it bleeding over.

Now I found who they are. Let’s say I found out where this person sits, now what I want to do is I’m going to get back out. I’m going to zoom out a little bit to where I can see the whole floor plan. Now I want to just see where’s a vacant space because I want to move David Omar from where he sits now to a vacant space. So I’ll go to the ribbon menu under Labels, and I’ll click on Vacant Space. So now it will crosshatch all the vacant space and give me a key, and I can see that he was sitting over here in this two rows of cubes. He’s the third or fourth one down. And across the cube way, there’s a vacancy.

But I want to know what business units are around there because I make sure…he reports to Corporate Development, and I want to make sure he stays around his colleagues. So what I’ll do is I’ll fill this area, I’ll do a crosshatch by the business unit. So visually, I can see not only the crosshatch for vacancies, but also the color coding of the business units. So it will give me a key. Now what I’m going to do is just use my scroll on my mouse and I’ll zoom in. And here’s where I can see that David Omar is Corporate Development and then there’s a cube that’s across the way on the backside where he can sit.

And so what I’m going to do is now show you how to relocate David Omar. So David Omar is currently sitting in 685–this is what’s in the database–on the left. Now relocating somebody in our FM tool is very easy. We use these icons across the top. A blue square with a red arrow pointing out of the square meaning I’m going to move somebody out of a seat. And then a green arrow pointing inside the square, I’m going to move them into a seat. In this case, I already highlighted David, I’ve highlighted his seat, and I’m going to move him out.

Now it will take this floor from 87 to 86 people. Once I move him, it moves him from this tab to this tab. Now he’s in the Unplaced because I just moved him out of here. If I turn on my People label, it shows him exiting. Now I’m going to move him to this side of the cube, so I’ll mouse over and click the cube that is vacant, which is 685D. Mouse over David, hit the green arrow, it moves David Omar back to this side. So, if I turn on People, again, it will show him down here, which turn off the Vacancy. And you’ll see that David Omar now is moved on the backside of this. If I turn off my People Locator and do Vacancy again, now his old cube has become vacant.

What I’ve just demonstrated is how you find somebody, how you can see the whole floor plan with crosshatch vacancy, or where the business units are that take up this floor plan, and I have color coded it by business unit. I’ll color code it back.

So once I’ve done some work in FM, and I’ve just performed four of the highest level, most often used Facility Management functions, so I’ve done find a person, relocate them, find vacant space, demonstrate a visual of vacant space, and then show who owns the vacant space, and then how many business units are on this floor and what do they take up.

Now that I’ve done that actual operation, I want to go see the reports and see the benefits of the BOMA reporting. Now BOMA reporting, before I jump to that, I’m going to minimize this software, and I’m going to show you the PowerPoint slide of the actual BOMA report.

So this is a PowerPoint deck of the report. We just have it in PowerPoint slide, but this is the actual Building Owners and Managers Association document. It was last revised in 2010. You can buy this from BOMA. It’s 66 pages, and it has all the dry definitions of how you account for space. And if you lease buildings, this is an important document because this is an international standard. It’s definitions on how you account for every square inch of your space, therefore you can make sure that if you’re leasing a space that any of your rentable, the useable chargebacks are aligned to an industry standard. That’s the biggest benefit.

So this is what the document looks like. And it’s very thorough. It was last revised in 2010. Prior to that, it was 1996. So it doesn’t get revised often.

So let me go back to the software. Now inside the software, what I want to do is go to the reports. I’m going to click on my ribbon menu and click on Reports. One unique thing about our product is that all reporting is done from this one screen that you’re looking at. Let me tell you about the landscape here. So all reporting is done through this one screen. You don’t have to learn Crystal Reports. You don’t have to learn perimeters or filters or databases. You don’t have to know where the database is. You just have to simply click Reports, and then you can see any report up and down the organization, and then by type of report.

Every title of these reports is in line to the BOMA standard. So if you want to see an organizational summary of just the information on this floor that we’ve just been working on, you can click on this button. If you want to see that same report, but for the whole building, you click on that button. If you want to see the organizational summary for the whole global enterprise, you would click on this button. And then as well, you can see the icons just to the right of them. You can see there’s a printer and an Excel file.

If you wanted to do further manipulation like graphing, or if our graphing is enough, you want to do further importing or exporting into your financials, you can send it out to Excel. And I’ll demonstrate some of that.

What we just did is that we found somebody, we found some vacancy, we found some occupancy, who’s occupying it, we relocated. So what I want to do is I want to see what’s happening on this floor. I’m going to do an organizational summary. With our reports, the first page of our report is the graphical image that you were just working on and you’re reporting on. So I’m reporting on MicroMain Building C, Floor Two.

The second page of the report is the tabular data. Now let me zoom in. Left to right. Left is the color coded image and the text tabular data of the business unit that owns that color, then how much area they occupy, how many spaces they occupy, and then how much of the floor and building common area do they need to absorb based on the percentage of assignable they have of the total. So, if they have one-seventh of the total, if Engineering has one-seventh of the total of the assignable, they may need to absorb one-seventh of the common area for floor and building.

All of this information at the top is based on the floor. Down at the bottom, in the kind of footnote, is all the building-level information. Left to right. High level, how much is the gross Building, Gross Measured. Gross Building is the outside edge of the outermost wall. Gross Measured is the inside edge of the outermost wall, etc.

Over to the right is your metrics or your formulas. Floor Rentable to Useable, factoring 1.4308. This is all based on BOMA. This is where if this floor happens to be leased, these formulas are going to be in my lease documents, therefore, I can make sure that what I actually occupy and what I actually should be paying for is aligned to the lease document. So if you’re leasing space, this is a good measuring tool. If you’re occupying leased space, this is a good checks and balance.

Let me show you some more reports. I want to see an occupancy summary of this whole floor. So in this case, again, the first page of the report, I’m just printing to my screen, first page of the report shows the CAD image I was just working on, color coded by business, crosshatched with vacancy.

The second page is tabular data. I’ll zoom in. Left to right. Business unit, assignable area, how many spaces, how much capacity are in those spaces, and then we bring in occupancy. So I relocated David Omar, and I can determine how much vacancy just simply by three clicks: Reports, Occupancy, Summary. And then the second page of the summary, I can see that Engineering has five vacancies in four spaces with two occupants. Their average area to headcount, headcount to square footage basically, is 398.

On average, this floor is running at 119 square feet per person. Now IFMA, the organization, publishes an annual trend metric that demonstrates how much, on average, headcount to square foot should be, in a particular region on a particular space. If they’re running at 170…if the industry average is 172 square feet per person, and I can demonstrate with this report that my floor in this particular case is running 119, then I can prove up that I’m doing better than average, than the industry average. The industry is allocating 172 square feet per person, and we’re running at 119 square feet per person. So, we’re doing pretty well. If I needed to squeeze that a little more, then I can go into the details. I can say, “Well, I can fit more people in Engineering,” and work backwards down the area to occupancy square footage.

Let me get into some more reports. Occupant List. I want to just get a list of everybody on this floor and who do they report to. So this is a one-page report showing who’s in Engineering, who’s in Communications and where they’re sitting. So I can quickly get an occupancy of floor and then by name and by department, tabular or visual.

Now let’s say I wanted to see how many six by six cubes I have on this floor. Well again, the BOMA standard, I’ll do space class. That’s called space class. First page is graphical. Second page is tabular. I’ll zoom in. There are four six by six cubes that take up 161 square feet. There are 16 eight by tens, and there are 12 eight by sixes. This is where you can see…you start to see some of the value, and I could see how much of my mechanicals are taking up, how big are the restrooms in comparison.

As I said earlier, because we’ve aligned so closely with the industry standard, any reports or metrics they produce, trend metrics, you can easily compare yourself if you use our tool and our reporting, because we’re so closely aligned with it. And as I said before, we can do…I just ran these four reports on this floor level, but if you wanted that same information on the building, the property, or the whole global enterprise, you could run them at this point, as well as run it to Excel.

So I’ll run the occupancy summary to Excel. And what will happen is that we’ll open an Excel file, and I can see here where I can now manipulate it however I want to. I can see everyone in Communications, and I can graph it or whatever I want to do in Excel. I’m not going to save that, but…

So again, let me jump back to our presentation. Here’s the last poll question. How many move/space management professionals will use the CAFM or Facility Management? In your realm of responsibility, in your organization or what you’re responsible for, how many people are involved in the operational part of move and space management for your team or your organization?

I’ll give you a minute to finish that, and the we’ll open it up to…while y’all are finishing that, let me jump to the result. Let me go back to the first poll question and let me go ahead and open it up to questions. If you have a question, type it in the chat window, and I’ll be able to see it. I’ll be able to voice it and answer it on the screen.

Are you currently using CAFM software? No.

And then the next poll question was: What are your primary facility management concerns? Ease-of-use. That’s a very typical one. And that’s what we, as I said earlier, we focus on in the software development side of our organization.

And then the last one, how many move/space management professionals will use…one to three, and that’s our typical customer base, less than ten, really, but it’s one to three that are actually in the day-to-day operation of it.

If any of you have a question, a particular question, that you want to ask in this environment, feel free to. I’m going to leave up the “Thank You” screen while we’re doing the question-and-answer session, and then I’ll just remind everybody, you can either ask a question here and we’ll answer it so that will be recorded, or if need be, if you think of a question later or you want more information, feel free to reach us at any one of these contacts that are on your screen; either at the e-mail or at the phone number listed and someone from our organization will get back to you, if not me, and try to help you answer your question.

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