CAFM Overview

Webinar Transcription

Hello, everyone. Today’s webinar is, again, it’s related to move and space management, in particular, I’m going to start out at a high level view, and then get more specific with the top three commands that any CAFM or FM tool would do on a day-to-day basis.

And so, I use a PowerPoint slide, which is what you’re looking at right now, and you should be looking at the screen. It says about MicroMain. A kind of a top-down presentation, but I’m using a PowerPoint as my presentation tool. And then towards the end, I will jump out and go to the actual software and demonstrate the commands that I have talked about during the PowerPoint.

We should be done in about 19, 20 minutes, and then I’ll leave it open to some questions for you via the chat window. And then I’ll answer them aloud so that everybody can hear it.

But again, a little bit about MicroMain. We’re headquartered in Austin, Texas. We have three primary tools, software tools, a CMMS or maintenance management, or asset tracking work order. We have a CAFM tool which I’m talking about today, CAFM, Computer Aided Facility Management. It’s really just combining a CAD drawing with a database of people information, and other information that you want to track on your actual drawing. And then a capital planning part of our software. So today, I’m going to talk about move and space management specifically within CAFM.

MicroMain is a company, we’re over 20 years old. We have over 3,700 customers worldwide. Some of them are listed on your screen here. In addition, we have PPG, Dun and Bradstreet, and several others. So we also extend across a lot of verticals – manufacturing, healthcare, office, apartments, school districts, federal.

So our tool, one of the things I’ll mention is our FM tools, specifically our CAFM tool, is not an enterprise-wide system. It’s not a multi-module, multi-discipline implementation. It does move and space management, and we target the beginning and entry-level use of FM. So, it has a broad reach, which we spend a lot of effort on usability. We want you to use the tools, so it’s got to be easy and common sense-driven. And you’ll start to pick that up when I get into the presentation.

Okay, now, about MicroMain CAFM. In particular, as I said, it keeps floor plans accurate as to what’s on the floor plan – the people, the organization that makes up the floors, and then the square footage or data related to those organization. How many square feet does that organization have on that floor, or how many square feet does that organization have across the whole enterprise. Or how many square feet on average do we use per employee for that floor, that building, that city, etc.

The other thing is it’s a system of record. Many times, OSHA requires a system of records, so if the fire department shows up, you have one place to go to, to get your accurate floor plans. That’s what our tool is meant to be.

We deploy our software in a number of different ways – from hosted to SaaS. So a lot of times, you’ll hear FM companies describe those two different scenarios. Hosted or network version is like the old school. You send us a check, we send you a DVD. You install it on your network with your people and you run it. When we have upgrade, we send, you a new DVD, then you reinstall it.

Hosted or SaaS, software as a service, is the opposite. Think of it as renting or leasing for users. So we provide a hosted secure environment on the internet, and then we give you a login and a password, and then you log in and password from any browser that you have. And so we do installations in both environments.

The unique thing that’s about our tool that gives us a competitive advantage is that we’ve aligned ourselves to BOMA. BOMA is Building Owners Managers Association. It’s affiliated with IFMA, the International Facility Management Association. So the BOMA is a collection of definitions of how you account for space.

Unlike any CAFM software out there, our tools specialize in that alignment. So we’ve aligned ourselves and our software and our services, because we offer services as well, to BOMA, so that any reports that you produce using our software are aligned to that global standard. So you will be able to measure your square footage, your property against a standard.

So, if you run our tool, for example, on your portfolio and your portfolio says you average 200 square feet per person, I know the 2013 number for BOMA, IFMA is the average for non-manufacturing space in the U.S. is 172 square feet per person on average in the U.S. So right there, you can get the annual trend metrics from BOMA, compare it to your organization, and either justify more budget to your management, or target properties that need more work, more space planning. So we spend a considerable amount of effort aligning to BOMA.

Now, let me get into some specifics of the layout navigation, the benefits and features. As I said, all the FM tool is a collection of processes. So however, you do space planning today, you may do it manually, you may do it in another piece of software. But all we’re doing is recommending the software and the easiest way we think to do it according to a standard.

So what I’m going to do is go over these three features. One, how to find vacancy very quickly or how to find a person very quickly. And then two, what if I wanted to relocate them? An individual, I want to move him from this feet to that feet or this building to that building, or let’s say I wanted to relocate that whole group of people at the end of the building to another floor. And then thirdly, I’m going to show you how to report on a business. How do I easily get information out of the tool?

The landscape of the, I guess, the real estate of the screen is everything in our tool is driven from this one screen, in this screen capture. Across in red, in this red horizontal box is the ribbon menu. So all of your tasks or commands are going to be coming out of here based on an icon. So you can see, there’s clear fill, vacant, filled by business unit which is this image down below.

Now, the two below images, these two verticals are, the right side is the CAD image that I’ve picked, a particular floor. And then the left-hand side is what’s happening in the database. So again, FM tool, all it is doing is connecting a drawing to a database. And so our tool, we try to drive it from simplicity, everything is from one screen. You drive commands from the ribbon menu, and then you’re looking at the drawing or you’re looking at the database.

Oh, we do a couple of snap surveys. This is one of two. If you could take a moment to answer these questions, then I’ll provide the answers towards the end. But are you attending today’s webinar primarily because you need a new software or better one, if you’re currently using one? And then also, do you need help defining more efficient processes like BOMA, like you’re interested in maybe you have a CAFM tool, but you’re interested in processes of how do I make it more efficient, or how do I do better metrics out of your tool? So if you could answer those, that would be a huge help.

Now, the first command is how do I quickly find somebody? And what I’m going to do, as I’ve mentioned earlier, is I’m going to show you how I do it in a PowerPoint slide, but then at the end, I’m going to actually go to the tools to show you that it is really this easy that I’m demonstrating. So this slide is divided up into two slides. Let’s take the left-hand side first.

This image down below, as I said, is the real estate. So the command is across the top in the ribbon menu and then the drawing and then the database. So all I’ve done is clicked on the icon in the ribbon menu for vacancy, and then it cross-fills my floor plan, and then it showed me which ones were vacant in the database by room number. So simply from the main screen, I clicked on one button, and I was able to find the vacancies on the floor.

Now, let’s say I needed to find a particular person on the floor. Now, from the main screen, all I did was click on people, this people icon, which may be hard to see on the right. A pop-up came up, which is this pop up right here. I drew in these bold red lines, but I typed in the name Oscar Hunt and then I did a search. It found Oscar on the CAD drawing, and it also found him in the database.

So in the background, you can see there’s a red line around his individual queue, and it shows his room number, 651B. And then in the database, it tells me what day he arrived at that seat.

If I needed more information about Oscar, I could simply click on the icon next to the room number and it would go deeper into Oscar’s information – a picture of Oscar, his phone number, who he reports to, his email, etc. But everything is driven from this one screen and one pop-up. So in order to find somebody quickly, you can simply click on people icon, type in the name, hit Search, and then it will show you in a database, and it will show you in a CAD image.

So the reason, I over emphasize the usability aspect of this is because what we are focusing on is getting you to use the software, and you don’t, your company doesn’t require a skilled resource in order to execute CAFM. We think it’s very intuitive and very common sense-driven and to where receptionist or an ad man could actually run the majority of the basics of this tool. You don’t require a specialization in space planning or AutoCAD in order to run a CAFM tool.

So now let’s talk about relocation. So let’s say I wanted to relocate somebody. Again, I’m in the same people icon. Let’s take the left-hand side. There are two types of moves. There’s a single move – one person in, one person out. Or there’s a group move. I’m going to move all those people on a specified date or a project move.

So if we’re going to do a single move, an easy move, you simply go find him, like we did Oscar. Once their name is highlighted, in this red bold box, you can see there’s two icons. There’s an icon on the left with a box, with a red arrow pointing out of the box, that means move them out of that seat. And then the next one is the green arrow moving into the box. So move them into that seat.

So even just by visually seeing then, you can highlight the name, move them out, or highlight the name and move them in. So a simple relocation or onboard can be done by anybody who understands icons of red arrows and green arrows.

Now, if it’s a little bit more complicated, it’s a group of people on a certain day, let’s say. Then again from this same pop-up, it’s the icon right next to people, this pop-up comes up. And you’re moving people.

So first, you’re going to say, “When is this going to happen?” I’m scheduling this move on a specified date in the future. Then I’m going to select top-down, I’m going to select who’s involved. Now, is it a group of people, say I’m going to be onboarding a bunch of people, and that’s a single move in because they’re not coming from anywhere, because they’re brand new to the company.

Let’s say they’re terminated, I’m moving them out, or I’m relocating them because there maybe dependencies, legacy dependencies. And then thirdly is where are they going? Where are they going to land on that day? And then down below it, it just gives you a summary of everything you’re picking up above. But it’s all the W’s – it’s when, who’s involved.

And again, you may not know all the people, the names that are involved in the move, you just know it’s that half of the building. You can simply click by visual navigation of the drawing, or by going to the database and taking the names, all from this screen.

Now, the third is reports. We spend a lot of effort in making reports easy. Because if you’re in the market for an FM tool, our competitors, when you ask them, “Can you do advance reporting?” They will say, “Yeah, you can get anything you want out of the database.” And what they do, what they really mean by that is you have to learn report writing.

So yeah, we’ll open a database up to you and we’ll give you crystal reports or a custom report writer, and then you learn database parameters, filtering. Which database, is it SQL, Oracle? All of those things. And then you can get anything you want if you know how to do it. That’s what they don’t tell you.

We go the opposite way. All of our reports are driven from a button. So this one pop-up under space reports, you can get reports on your floor level, or you can get reports from a whole enterprise, all from one screen. So you can go up and down the organization. Now, if you want an organizational summary for the floor, you click that button.

Now, if you want it to send that information to finance, let’s say, then you can export it to Excel by clicking the button right next to it, or sending it to the printer. So we try to make it as easy as possible for you to get the information that you need.

And by the way, the titles of all these reports are aligned to the BOMA standard. So when you do an annual comparison of your floor or your building to the industry, you get the BOMA trend metrics, and you pull their report that says “Organizational Summary,” you produce your organizational summary, and you can now compare one-to-one very quickly against the industry.

Now, the other unique thing about our report writer is not only is it intuitive and very simple from a usability standpoint, but also on these floor levels. Many times, if you’re having to go to meet with a business partner, you want to show them the CAD image you’re talking about. So all these floor level reports, the first page of the report is the CAD image you’re reporting on and what you’re reporting.

So this is an organizational summary. So it’s color-coded by organization. The second page is the tabular information related to that. So I know it’s a little hard to see, but I’ll get to it when I open the tool. But the point is that all the reports are driven from a BOMA standard by title, and they’re driven from one screen up and on the organization. You can export out just by Excel icon, this type of report, and then all of our reports from a floor level have the first page being the CAD image that you’re talking about, and the second page, tabular.

The second survey question. Again, I mentioned BOMA. Do you want your CAFM to have BOMA standards? So it’s kind of like a CAD standard, but it’s a standard that’s unique, it’s an international standard that you apply to your drawing so that you can extract intelligent information about it. And then what’s the most important criteria for you – is it price, is it ease of use, is it support, or is it services?

So I’m trying to gauge so that we build and develop the next webinar around your feedback, so that we can tailor-make them so that you attend many more of these webinars.

Now, let me jump out to the tool. Let me see here, let me share my desktop. So on my desktop, I’m not sure if you can see across all three of my screen, but I have three screens. But what I’ll do is on my desktop, I have it installed locally. So as I mentioned earlier, I can install it locally or on a hosted environment. I have it locally. But if I was in a hosted environment, I would just open a web browser.

But once I have it open, this is the main screen, as I said. So what’s happening in the database – CAD on the right, and database on the left. So on the left, I’m going to navigate through my organization and find the floor that I want to talk about. And in this case, it’s global, it’s Austin campus, MicroMain Building C, Floor 3. And I want to see the drawing, and again this is the same drawing I had in my presentation.

So with this, I’ve just color-coded this by vacancy. So I did vacancy fill. And then I did a fill based on the business units, so I can know which businesses have vacancies on this floor. Now, what I’m going to do is zoom in. So let me zoom in, let’s say, into this section of cubes.

Now, you’ll notice that when I mouse over 122 and I click on it, the database will pull it up, 122. Now, it’s cross-hatched as vacant, but there’s a name in here. There is a name, Carter. Now that is because of the capacity. So let me do vacancy again. Then we do a fill, business units.

Now, let me demonstrate from the presentation. So I’m going to find that Oscar Hunt. I’m going to just use my scroll button to scroll back out, so I see the whole floor plan. And then I’m going to go to people. This is where I’m going to type in “Hunt, O.” Search. It finds Oscar and then it tells me his seat down here below, and I can see that he’s down here.

So it may be hard for you to see, but it actually color-codes the outline edge of his cube. But whenever I click on 174, it will tell me in the database what’s happening. It will tell me how many square feet, who owns it, what it is.

So now, let’s say I wanted to move Oscar from 174 to across the hall to this office, 184. So first, I’m going to move him out. So 174, I’m on Oscar. I’m going to use the red arrow out, move him out. Now, if I refill my vacancy, and then I refill the business units, and also the people, refresh the people label, Oscar is no longer there and that cube becomes vacant.

Now, if I mouse over and click the room below, it’s 184, Oscar’s name is highlighted. I simply click on the arrow in, and I’ll refresh people, refresh vacancy fill, and then refresh the business unit fill. So I’m just refreshing my screen, and now Oscar is down here.

Now, notice I’m going to close these people. Notice that, it’s still cross-hatched as vacancy. And that’s because this room down here has a capacity of three, but it has an occupancy of one. So that tells me that whoever owns this and its Services is the group. Services has an opportunity to put two people in this space.

So if you wanted to do a more extensive moves, again from the same icon, you can simply click on the next pop-up and do more complicated moves. But I won’t do them for the sake of time today.

But let me go to reports. So reports, again, is an icon driven from the ribbon menu, reports, and then it’ll pull up the one screen that you saw from PowerPoint. Now, I’ll show you the type of reports that we get. So organizational summary for this floor. Now, what it does is it gives me a CAD image of whatever I was just working on, on the first page. The second page, it gives me all the information aligned to the BOMA standards.

So on the left-hand side, it’s the organization, name and color, how much area they occupy, how many spaces make up that area, and then how much of the common area do they have to absorb based on how much assignable area they have to the total.

So if they have only 2% of the total assignable area, then they must absorb 2% of the lobby, 2% of the elevator, 2% of the stairwell, 2% of building property and floor level common. So all of those calculations are from BOMA.

Down below is the summary for the organization, gross building, how much assignable for the whole office, and then these factoring units over here – floor/arc/U factoring. So anything above one means that the space is not designed very well. It means that the hallways are 42 inches instead of a minimum 32. So anything above two is room for improvement.

So the way you would use this report is you would run this report per floor. Let’s say you had three floors. Floor 1, the rentable, usable factoring was 1.1. Floor 2, it was 1.3. Floor 3, which I’m on, is 2.1. If I have limited capital budget to spend on reorganizing my whole three floors to the best of space will allow, then I’m going to focus on floor two because it’s the most inefficiently designed space, and I’ll focus on that.

That’s where these start to come into play is because with limited budgets, you want to make sure you’re spending the money in the right place to get the most effort out of it. Spending the money here to lower this means that you can sit more people on this floor without breaking OSHA rules.

Now, the other kind of reports you can get, let’s say you wanted a list of people –everybody on this floor, who they report to, and where do they sit. So there’s 68 people on this floor. You can quickly get that.

Another unique one is if you, let’s say, you have a Herman Miller or a Teknion or a Steelcase furniture, and you manage a contract, or you have those assets that you want to sell. Well, you can do a report that will list that this is a signable area in building common, so this is the summary. But you can also do space class, classification of space.

And what it will do is it will give you how much break room do you have – large break room, small break room, how many of them, and how many square feet is it. Conference room, how many cubes do you have, the number of them and how much square foot they take up. Mechanical rooms, offices, restrooms, these are all classifications based on BOMA. So you can also take a snapshot in time. So at the end of quarter, you can have an end of quarter snapshot to demonstrate churn to your management.

So again, at a high level, I want to demonstrate reports, very easy to get. And if I wanted to, I could send them to a printer, or I can send them to Excel, in a CSV file, or importing for another tool. But again our tool, the best to take away from this webinar is that our tool, our FM tool, is meant to be entry-level so that you use more of the tool.

You could go out and get an Archibus and spend $80,000-$100,000, but 6 months from now, you may only be using 5% of the tool because it’s too big of a tool for your needs. Whereas our goal is for you to use more of the features and functions as an entry-level tool.

All right, we will adjourn, and I thank everybody for joining.

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