Easy & Effective Ways to Use CAFM Software

Webinar Transcription

Okay, great. Good afternoon, everybody. So what I’m going to be discussing today is the facility management software we offer, and how effective and easy-to-use our CAFM software is compared to our competitors. What I’m going to do is use a PowerPoint slide to go through some of the high level, day-to-day functions that you have to use in moving space management within CAFM. And then, if I have some time at the end, I’ll open the product to demonstrate that. And then as always, since your line is muted, just use the chat window in the bottom left to ask a question. Towards the end, I’ll repeat the question online, via the phone, and then I’ll answer it.

So let me go ahead and get started. Oh, the other thing is, we’ll have these snap surveys, questions, throughout this presentation. I’d really appreciate it if you participate. So, it’s just usually a question with a few answers and trying to get a pulse of the audience that we have, so that we can tailor-make these going forward.

We are MicroMain. We are a software development company and facility services company. We sell two products, really three products. It’s CMMS or our maintenance work order – too hot, too cold, on demand and scheduled. And then we have a CAFM program which is what we’re talking about today. We have over 3,700 customers that utilized our software. Our software is either installed on your network or in a hosted SaaS environment, either way.

So, what I’m going to do is start at a very high level, and then I’ll get more specific about day-to-day CAFM task and how easy it is to use within our product. A CAFM tool is just a combination of a drawing file, a visual layout and a database. And what I mean by that is you’re combining a, what I’m going to call an intelligent drawing where you have lines that represent a door swing, it may be a line that represents a column, the drawing can’t tell the difference between the two. And a CAFM tool, and our CAFM tool or any other CAFM tool, is going to combine that image with database and make it intelligent so that you can query either the database and see what’s happening in the drawing or do something in the drawing and see how it happens in the database. Fundamentally, that’s all a CAFM tool is – combining a visual layout with database information.

And what I’m going to demonstrate is people, space management moves, organizational information within that tool. As well, a CAFM tool is a system of record. It is the one place you go for the most accurate floor plans or wayfinding. The fire department shows up, they need the most accurate set of floor plans, you go the CAFM tool. And also as I said, it can be very flexible. It can be hosted in your network, on your environment, or hosted in a cloud or a SaaS environment.

The unique competitive advantage of our tool is that we’ve aligned to the BOMA standard. There’ll be a snap question later on, a survey question, I’m going to ask if you know what BOMA is. BOMA is a Building Owners Managers Association. It’s a collection of definitions that’s a 67 page document that you can buy from IFMA, and it’s a collection of definition of how you account for space on a floor plan.

Our tool, unlike all our competitors, we’ve aligned to that exclusively. So therefore, when you apply our tool to your footprint or your real estate portfolio, everything you get out of the tool from a report, you can compare and measure against IFMA or BOMA. So that’s a unique thing that not all CAFM tools can say, except ours, in that we’ve aligned our tools towards those definitions so that any report that comes out of it, you can see it in the IFMA and BOMA trend metrics documents.

Well here’s the first question. I’ll give you a few seconds to answer it. Many times, we have many customers that attend these webinars and many prospects that attend these webinars. They don’t have a defined way of doing things on the ground, like they don’t have a way of, for example, updating their CAFM system. Do they update it before people moves or prior to people moves? And so we want to get a pulse of those of you that either have a process that you’re comfortable with or don’t have a process and maybe need help defining one. So if you’re going to answer that, we’ll jump to the results at the end so that everybody can view the results and also see what this audience is made up of.

The second question, snap question, right at this point is do you have a CAFM Software, or do you need a new or better CAFM Software? So, we want to get a pulse from those of you that are looking for a better way of doing things within the CAFM environment and really looking for a more innovative piece of software.

Okay, now I’m going to get into the benefits and features of what our tool is. Our tool is driven from one screen. So this is the first snapshot. Our competing tools are driven from modules, different modules, and they’re trying to be enterprise-wide, all things to a lot of people. Ours is not. Our FM tool is specific to helping you do move and space management, without you having to go to two weeks of training and get a specialization in CAD or get a specialization in space planning. It’s written from a perspective of common sense and driven, and the main use in a lot of structures, driven from the day-to-day task that you need to do for move and space management, and very intuitive and easy to use.

It’s driven from one screen. The top, in this red, is the ribbon menu, it’s icon-driven. The left column is what’s in the database. The right column is the visual representation. So at any point, you’ll have a popup and you’ll see what’s happening in the drawing, see what’s happening in the database. And then you’ll use the ribbon menu to drive your task, your day-to-day task. And I’ll show you that in a little more detail.

So today, I’m going to specifically go over three of the high level functions that happen every day in a move and space management environment, whether it’s the CAD Team or the planning team that perform them.

Number one is I need to find vacant space. I need to find it quickly. Or I need to find somebody and then find the vacant space. And then second, I need to relocate somebody. I need to either relocate one person from one place to another, or relocate a group of people from one location to another. And again, as I said, our tool is driven from one screen, and you’re just interacting with popups. The last is our reports. This is the strongest part of our software is the information that you get out of the tool, and how you use it to make decisions and mitigate risks on your cost and operations.

So first, find vacancy and find people. So on the left-hand side, you’ll see an icon. And again, it’s the same screen. All I did was click on the “Vacant” icon in the ribbon menu. My CAD floor plan changed to a crosshatch of the vacant space. And then the left-hand side of the screen is showing which spaces are vacant by number. I turned on the room numbers and people, labels, so that I could see all the people that are associated around those vacant space. So as simply as opening the tool, clicking on the “Vacant” icon, you can quickly see not only from the database side, but also visually the floor plan crosshatched by vacancy.

Now if you needed to find somebody quickly. Someone’s having a heart attack, the fire department is at the front door, you can have somebody at the entrance, literally. Again from the same screen, click on the “People” icon, popup will come up, type in their name, search. The CAD image will highlight the area which they are at, the seat. I drew in these red lines that are overlays on the screenshot, but once you do the people lookup for their name and hit search, the CAD image will highlight their seat. And then the left-hand side in the database will show who’s the person name is, and more information about that person. And again, it’s all driven from one screen.

So now I need to relocate businesses or people individually, or businesses or groups of people. That’s done two ways with the popup. The same popup looking for people, I’ll click on the popup for people. And then, it may be a little but hard to see in the PowerPoint, but what I’ve highlighted in this red box is two icons: one with a red arrow pointing outside of a box, one with red arrow pointing inside of a box. Simple relocations, in and out of space, is done with these two icons. Once you find somebody, either by typing their name, or clicking on their queue or space, you want move them out, click the red arrow. If you want to move them into a space, click the space you want them to move into, click the green arrow. Simple moves with the simple-driven icon.

If it’s a more complicated move that you need to plan, and it involves 5 or 10 people moving from a floor to another building, let’s say, then the icon right next to the red arrow one, it looks like a calculator, opens up this popup. This popup is all the moves. The project moves are done from this popup.

The top hat, the top third, is what day are you going to do the work? When is it going to happen? And then the middle part is who’s going to be involved? You can either pick them by name, like I did on the left, or you can pick them by visual, by simply going into the drawing and selecting them. And then what are you going to do? Are you going to do single move in and out or relocate? And then you ask, then you have to tell it, where are they going to land? If you don’t know by name, then you want to pick by visual, you are able to do that as well. The bottom half is just the summary.

Simply, simple moves are done from these two icons. Project moves or complicated moves are done with another popup. That’s a single popup, identifying when, who and where, and then in summary.

The last is reports. All of our reports are driven from this icon, this screenshot on the bottom left-hand side. From that main screen, once you click on “Reports,” this popup comes up. You can report on the whole organization, from up and down the organization, from this screen. You want an organizational summary on the floor? You can click that button. You need it for the whole portfolio? You click that button. You want send it out to Excel? You click the button right next to that.

The idea here is that we spend a lot of effort building in the intelligence into this report system so that you don’t have to learn crystal report, database parameters, field names, formulas, you don’t have to do that. We’re not giving you access to the database and then saying pull out the information that you need. What we’re doing is we’re building all of that behind these buttons so that if you need an organizational summary for the floor, you click on that button that’s says it.

Now the titles of these reports are aligned to BOMA. So that if you get the annual trend metrics from BOMA or IFMA, and you look for an organizational summary in that trend metric book, then you can compare yourself to that by clicking on this report for the floor or the enterprise building, up and down the organization.

To the right, these are the two sample reports. Our reports are: The first page is the CAD image that you’re representing. So, if you’re running an organizational summary on a floor, the first page of that report is what you’re reporting on visually. The second page is the tabular data. You can see by department, how many square feet, the number of spaces, occupancy/vacancy, head count to square foot ratio. So again, we drive a lot of common sense into making it easy for you to get information out of the tool simply from this one popup.

The next part of our snap poll is again, are you familiar with the BOMA Standards? And again, we pride ourselves, that’s a competitive advantage, utilizing BOMA, in not only the drawing part but also in the report part, so that there is a standard with which you can follow. If you do not have a standard today, or you don’t have a defined process or a good enough process to get things done on the ground, then part of our offering from MicroMain is we not only sell a very competitive product, but we also have the services that go along with it to make it successful. So that’s what sets us apart is not only the alignment of the BOMA Standards but also the services to help you, make sure they’re implementing, you’re getting what you need out of the tool.

Here’s the second question of this part of the poll. Pick the most important criteria for you today. We want to try to get a pulse of those people who attend the webinar, to determine which of these are the most important for you today: price, ease of use, services or support.

Price is considered, again, price for the software, price to get it installed, price to get your drawings in, maintenance, etc., all prices. Ease of use is just what I talked about is it important for you to have an easy to use software because you may not be in it every day, to be an expert at it. Services are those things. Those things with which we offer, which is you may be doing it a certain way but it may not be the most desirable way to get drawings updated. Well, we can analyze that and make recommendations on how to get the most out of your software. Support is just that is on-call — telephone support, online support, etc.

We have another competitive advantage here, in that one of the things we do is, in addition to recording these webinars which again, we try to keep within 30 minutes, but we also, on our website, we produce these little one-minute to three-minute videos, audio-videos just like this, and we publish them on our website. And they are the how to for doing specific tasks within the software. So if you have our software, and you forgot how to update your drawing, well my team has produced a drawing and then we publish it to the website, and it’s one to three minutes long, so it’s bite-sized pieces. You can just go watch that command and learn how to do that task in our software.

So the idea being as we roll forward, we’ll have on our website a collateral of several hundreds of these bite-sized pieces, so that you can consume them as many times as you want and only watch one to three minutes instead of watching a 30-minute webinar, or a two-hour session, or going to a training that’s two weeks long in the end of the year.

Okay, let me continue here. Well now since I have some time, I’m going to jump out to the software, so that we can… Yeah, I just lost my network for a second but I reconnected. So my desktop, as you can see, it’s a floor plan. I want to show you how easy it is to use our software. First of all, I have a folder called Apps. And in, with inside of it, I have an icon called Facility Management 84. I double click on that, and the software is going to open up.

So within our software, I’ll identify it, as I said it, everything is driven from this one screen. This is what’s in the database. This is the hierarchy of my drawings, so that I can visually see it. But I can also, our software can mirror your hierarchy. So the hierarchy within our corporation is we have MicroMain Corporation. We have country, region, property, building. We can mirror up to eight levels of whatever your hierarchy is. But again, when you first enter the tool, you’re going to come up with a screen. And then I’m going to select MicroMain Building C, floor 3. And then I’m going to actually look at this, the drawing. Again on the right-hand side is the drawing, the left-hand side is the database. And then the ribbon menu is the task that which I’ll perform.

So as I said, I wanted to find vacant space. I will simply click on the “Vacant” button. It will identify vacant space and over capacity. Now there’s no room numbers, or names, or organizations but I can turn those on by simply turning on spaces, people, the business unit that owns the space. Now if I zoom in, and I’ll pan so we could see this a little bit better, so that’s how I open the tool, click on “Vacancy,” turn on some labels and now I can see the whole floor plan or zoom in.

If I wanted to see a fill of what business owns what space, it will give me a color-code key which I’ll close. But now I can see the different businesses that are on this floor and how they’re grouped. I can see that Finance is over here, Marketing, Corporate Development, IT.

Now as I said before, if I wanted to relocate somebody, let’s say. And in this case, I’m going to zoom in, and I’m going to find is R. Holmes, so I’m going to click on “People,” People popup, I’ll type in “Holmes,” Ruby Holmes and then the space is 149, which is 149. I will move her out of that space. She is now out. If I refresh the People, I can see that her name is no longer there. I’ll move her over to 143. So I’ll mouse over and click 143, click the green arrow because I already know who I’m dealing with, Ruby Holmes. Close that popup, refresh People and she is now moved over here. So that simple moves and I just zoomed in to her name, typed it under Find, clicked her out, then clicked her back in.

Now I’ll also demonstrate the reports. So when I click on Drawing Reports, Reports menu pops up. Again, organizational summary, occupancy summary, I’ll do occupancy summary. So click on that report. The first page is what I’m zoomed in on. The second page is the tabular data. And again, the organization on the left — how much area they take up, the number of spaces that make up that area, how much capacity they have in that number of spaces, if they have any overcapacity, what occupants are taking up that space, they can see and then area per headcount. This is where, again, the BOMA alignment. You can utilize this for capacity planning.

And again, the way to use this is I’m reporting on floor 3. If next year this business is planning to hire 50 people, then they would use this number–110 x 50–to determine how much space they need, in order to accommodate 50 new hires next year, because they are running on average of 110, a hundred and ten square feet per person, as well as aligning the BOMA.

BOMA produces a report every year through REEB and IFMA, whereby they do an average head count per square foot for non-manufacturing space. So in this case, it happens to be 172, 172 square feet on average you should account for. In this case, it’s 110 for this business on this floor. But within the floor, IT has 606, legal has 184. This allows you to massage your space based on those who are doing well. Finance, they’re squeezing people in. And IT, this may be a lab, but IT has a lot more space per head count. So these reports allow you to utilize industry standards to measure yourself and also capacity planning.

Another unique report is Space Class Summary. Space Class Summary is again, the first page is what I’m reporting on. Second page is the space classification. How many cubes do I have? How many 8 x 10s on this floor? How much space do they take up? How many mechanical rooms, IDF rooms? So if you’re doing any kind of furniture or asset management, what is the value of your assets within your space, this is a report you can use for that. And maybe you just need a list of people on this floor, and where do they sit, and who they report to. That’s an occupant list. So click on Occupant List, it comes up with everybody’s name, what seat or room number they’re in, who they report to, and then the total at the bottom, 80, there’s 80 people on this floor.

So again, I’m doing it on floor level. You can do it up and down the organization. The bottom two here, on the floor level, allows you to save the image if you’re doing a presentation and you needed to take this out to PowerPoint like I did. I can save the image to a clipboard or save it to a file, and then you can copy and paste that way, a lot easier. But all of these reports go to a printer, or to Excel, if you want do some additional analysis or graphing on it that we don’t provide.

Let me go back to the presentation. And we have a couple of more snap survey questions, and I’ll open it up to some questions. The question is, would you rather have an enterprise-wide at this point or a desktop software as I’ve demonstrated here? And then those of you that have any questions, feel free to start typing them in the lower left. And then we’ll get around to, I’ll repeat the question and answer it.

Okay, so let me go…Oh there’s one more question. Pardon. And again I’m asking, do you need somebody or want somebody to contact you to maybe help you improve your CAFM? Either CAFM processes or needs assessment on what your current software is, we can do that. And I think that is the end.

So if you do have any questions or think of any questions later on, feel free to email us at this email account. It’s info@micromain.com or we post a lot of valuable information on our website.

So with that, we will adjourn. Thank you everybody!

 

Micromain