Webinar: Facility Management


Learn how easy it is to manage space allocation, plan and execute moves, generate in-depth reports, satisfy emergency preparation requirements, and analyze costs associated with renovations, department charge backs and personnel changes.

Webinar Transcription

Good afternoon everyone. My name is Kelly Nunn. I work in the Facility Management Department here at MicroMain. Today what I want to do is give you an overview of our facility management tool and how efficient it can be used across your facility and real estate portfolio.

First of all, let me talk a little bit about MicroMain and who we are. As you can see on the screen we’ve been around a long time and we’re a software development company and implementation company. We have two primary product: CMMS and a facility management or CAFM software. And today I’m going to be focusing on the CAFM software, primarily. We also have a professional service part of our company where we perform those items on the screen — needs assessment, implementation, and training for both of those software products. We also have a varied and very diverse customer base, let me go to the next screen.

This is just a sampling of some of our bigger customers and long term customers. We have what is approaching almost 4,000 customers in total that either have or use our product over 20 plus years of being in this industry. We have a lot of experience and expertise in the two niche markets that we serve which is the CMMS or maintenance market, and then also the facility management or CAFM market, if you will.

And so with that let me continue on here. I think the next slide is our first question. If you could, go ahead and answer this. Currently using a software, CAFM software, if you can answer this. Later on, one of the other moderators, Trevoris, will come back with some of the results of this survey. With that, let me also take a moment while you’re answering this question to explain how I’m going to go about this. What I’m going to do, you are going to be looking at a slide show where I’m going to talk about the highlights, features and benefits of our CAFM or FM software and then right towards the end, I’m actually going to jump out into the software so that you can at least get a cursory look and feel for the actual product of what I’m talking about in this slide show but then right before the end, I’ll jump out so you can actually see the product in action for a couple of functions that I’ll demonstrate.

Okay, so the power facility management. The software Facility Management of CAFM, if you will, really from an industry stand point, it’s a software tool which is just a collection of processes that help you manage your space. So managing space or real estate square footage, whether you have just a single office or whether you have multiple offices across multiple buildings across multiple states, regions, countries, the world.

So a Facility Management of CAFM tool, what we are talking about here today, is helping you manage that space, the square footage, no matter what the size is of your company or global enterprise. So the four primary functions are on your screen. It manages space but it also helps you coordinate moves of space or the internal operations of the space as you use it on a day-to-day basis.

One of the most important things if you are doing that well, doing those processes well in the CAFM software, then you’re able to get reporting or standardized reporting so that you can track metrics on how much space you have, how much space you need, cost per square foot, cost per head. All of those metrics you’ll be able to track hopefully with a good facility management software. What I’m going to demonstrate today is how our software is very easy to use and very easy to get that output from a standardized reporting.

So there some features, primary features that matter specifically to each of you if you’re in the market or even if you’re using a CAFM or facility management software. The features of which our product has… the CAFM software has to be quick and easy to use for what it’s supposed to do. And the MicroMain Facility Management software specializes in doing two things very, very well; and that is move and space management. It’s not trying to be more than it is. So the remaining CAFM products out there on the market that are trying to be bundles of other functions within the facilities of real estate group. And ours is not trying to do that. Ours is specific to move and space management. Some of the features if you do move and space management at a very high level, you need to be able to locate people quickly and also do block diagramming of who’s occupying your space.

If you have three of more different departments or businesses within your space, who’s occupying it? And being able to block diagram how much they have, how much they are going to need and a facility management tool helps you with that, in particular managing your space well.

And one of the most important things is being able to quickly identify where vacant space is. That’s one of the key features of any facility manager who manages any size of a real estate portfolio, and that is to quickly identify where the vacancies are. And more importantly managing or balancing the vacancy against the occupancy so that you are not having too much vacancy but also that if a particular group or department is growing or needs to grow quickly, you’re able to accommodate them.

In our particular case, because our tool is not trying to be an enterprise-wide, all-encompassing system, it is a facility management tool that specializes in move and space management. There’s not a whole lot of budget required and from our perspective which I’ll show you in a little bit in a few slides, it’s very easy to install and it’s really easy to learn. That’s one of the reasons at the end of this, I’ll actually go out to the tool so that you can see what I’m talking about.

I think this is the next survey question or poll question. Let me give you a minute to answer those, answer this one. And what I’ll do is I’ll talk about in particular our facility management tool as we specialize in move and space management.

We are very aware of the industry standards, and we follow what’s called the BOMA Standard — Building Owner Managers Association. We’ve included those standards into our software so that any of the output or the reports are in accordance to BOMA. The benefit to that, to you, to the user who uses our tool is that you are able to easily compare your square footage and space to the industry and determine benchmarking so you can measure yourself against the industry, if they are also following BOMA. There are many software programs out there that do not do this, do not take the time to incorporate the BOMA standard into their software and that’s one of the things we do. And you’ll see that benefit once I get to the reporting section of this. So we’ll look at these polling results here in just a few minutes with one of our other moderators. So let me continue on.

As I was just talking about from a benefit standpoint, the overall benefit of any good FM tool or move and space management tool, the ability to quickly and easily get reporting… and as I said we follow the BOMA standards, which as I said are built into the tool and we also are aware from the user experience, we made our reporting tool, our reporting aspect of our tool very easy to use. It’s all from one screen. You don’t have to know Crystal Reports or any of those other report writing. You don’t have to go out and learn report writing in order to do report out of our tool. It’s all from one screen and you can do it from the enterprise all the way down to the floor.

So if you are looking and working on a particular area of a floor, you can just get reporting information from that, whatever you are working on. If you’re doing an annual summary you can do an enterprise-wide reporting, and there’s a myriad of specific reports within each one of those four layers — enterprise, property, building, and floor.

As I said with BOMA, these are some of the highest level and most beneficial metrics that come out of our reports that are BOMA compliant. One of them is occupancy vacancy. Determining the occupancy to vacancy ratio is critical to managing the space well so that you are not paying for more space than you need, and you are actually growing in accordance to the objectives of your company and you are taking on more space not unnecessarily.

The second is one of the high level metrics is head count per square foot. This is one of the key metrics where from our tool, you’re able to quickly generate a head count per square footage ratio whether it’s on that floor or whether you can do multiple floors, you can do for a whole building so that you can compare building to building or you can do it across your whole enterprise. As I said, there are other facilities or industry metrics, annual metrics that they publish where you can compare yourself to a similar company of your industry to determine what is their head count per square foot and compare it to your head count per square foot whether it’s on the floor level or whether it’s on the enterprise level.

One of the other key benefits of our reporting the built, the robust reporting that we put in… the work that we put in to our robust reporting and that is organizational summary. An organizational summary is really just a graphical view of what business takes up what space. So you can quickly, from one report, see if HR, Marketing, IT, how much space they have, how many head count they have and how much capacity they have. So if IT is growing faster than anybody else in the company, then you can easily see how much capacity they have from the report.

A unique feature about our reporting, from our FM tool is that every single report that you do from enterprise property building floor, any report that you do, there’s a graphical and a tabular view. So if you’re just working on a day-to-day operational relocation, you’re relocating four or five people to another area of the building and you want to do a quick report, you can get a graphical view, meaning the first page is going to be a CAD graphic view of whatever you’re working on, and then the second page is going to be the tabular information representative of that CAD image. And that’s unique to our product. No other CAFM program provides a graphical view of what you’re working on and what is representative in the tabular view, which I have an example in the next slide.

For organizations that are larger, one of the things that we built into our tool as well is the ability to match or align to the financial hierarchy of your company. So if a particular organization… and as an example, I’ll pick GE. GE has five levels within the organization, from the CEO to the technician working third shift. And so many times the facility’s department which is real estate and facilities is the second biggest cost to a company, many times, it’s closely aligned to whoever is running the finances in the organization or finance group. And so we have built into our tool the ability to align to whatever that financial hierarchy is. So if there are four or five levels of the company, we can mirror that so that any report that come out of our tool are aligned to the same hierarchy that is within the organization, so they look similar when they’re aligned.

So let me go to the next slide. This is an example, as I said before, of the reporting. So every single report and we have something like 25 different reports that are all single-click reports. You just click on an icon and then this comes up. The first page, as I’m demonstrating here is the CAD graphic image of the floor plan, and then it has some summary information at the bottom. What’s the gross square footage and this is all BOMA specific. Gross, usable and then at the bottom of the first page, it just shows the grouping of what area type it is — if it’s a bathroom, if it’s vertical penetration, if it’s corridor space, etc.

The second page to your right is the breakdown of all the different business units that occupy that space. And it’s a little hard to see but you’ll see that each line item is the summary of that organization, for that particular… in this case, it’s a floor. But this could be multiple floor building but this report is only for the floor. And in this case, each one of these business units that are color coded so that you can see the graphic on the first page to the second page. But also in this particular case, this is area per occupant. So this gives us the head count to square footage ratio. It not only gives us that head count to square footage ratio for the whole floor at the bottom, but each individual line item shows it for that business unit on that floor.

So in this example you could compare a particular business on this floor to the same business on another floor and determine the head count to square footage. On average how much square footage does each head count take up? And as I said, as an organization because we follow BOMA, if you go out to an organization called REEB — Real Estate Executive Board — they publish an annual report which has all these metrics. So you can then compare yourself to other like companies of industries.

Let me go into more specifics. This is from the efficiency standpoint, efficient move and space management. I’m going to talk a little bit about move management. Move management is just what it says. It’s the ability to manage and to report on the one-time move, meaning the hiring and the firing or the one-time in-and-out so you can manage those very well from one pop-up screen, as well as relocation and coordination of relocation, so if you are relocating somebody to a new space and that space is being unoccupied so there is a cascade effect.

Being able to quickly or easily from one pop-up screen manage relocations. As well as for organizations that are a little bit bigger, being able to manage vendor or stakeholder coordination and what I mean specifically is if you have a subcontractor who comes in at night and breaks down the cubes or does the work, and you need to manage those, you are able to manage them within the tool, the move management, so that there’s a coordinated effort, so that you’re not having a vendor trying to reconstruct cubes or build out space if that space isn’t ready.

And the other feature is if you are doing group moves, if you are moving a whole department from one floor to another or from one building to another or you are putting a whole group of people in one location. It’s easily managed… all these functions are managed from one pop-up which when I get to the tool part, I’ll actually demonstrate that. I’ll demonstrate the pop-up that I’m talking about.

Next what I want to do is talk about specifically space management. Space management, as I said, you can easily manage the subcontractor vendor, the day-to-day worksheets. In other words, as in my previous example, if you have sub-contractors or vendors where there is a relocation planned, you can manage them by doing worksheets from this pop-up that I’m talking about.

One of the best aspects of this is if you’re relocating somebody, you want to quickly identify graphically where the vacant space is or where you are over-crowded, where you are over the capacity allowed. And so that’s where this easily allows you to do that. As I said in the very beginning, you can do block diagramming or stack-diagramming for a floor or a building so that you can determine if you have to put all THE IT people on one side of the building because of power or whatever, and they are currently spread out across the whole building. This allows you to do that block diagramming we talked about.

And then again, from a metrics standpoint, CHURN is… for those of you who may not know what CHURN is, All CHURN is you take the number of moves that happen in a year and you divide it by the number of people in the organization, and that gives you a percentage. The lower the CHURN percentage the better because CHURN is an operating expense that can be avoided. With good planning and a good tool, the Facility Management tool where you’re managing your move and space management very well, you can keep CHURN percentage down because CHURN is an expense that can be controlled or avoided. But more importantly, in our tool you’re able to see the metrics for a year so that you can determine what your CHURN is.

If you’re not able to see that CHURN percentage now, you will be able to see it in our tool. Let me get into what our tool looks like. This is just a screen shot of it. But as I said earlier, I’ll get to the actual tool in just a minute. But at a very high level, this is our tool, and what I want to talk about is across the top here is these are the buttons, these are the functions, if you will, in this ribbon menu. So these little pink icons that are across the top, that’s the extent of our menuing system. It’s all within this ribbon and it’s usually an icon-driven so that you know what you are doing or what you need to do.

From a layout standpoint, the left side of this is in these columns is really what’s in the database. All an FM tool or a CAFM tool does is it combines your CAD drawing, your AutoCAD drawing or your CAD image with data from a database — people, business units, room numbers, etc.

And so the visual layout in this case is the ribbon menu of how you get around within our tool. The left side is what you are looking at in the database so you can quickly see what you are looking at. And then as you click things, point and click, and mouse over things in the CAD image to your right, then this information in the left changes. So if I click on a particular room then it will give me the square footage, what business unit is in there, what person is sitting in there, and then below it will show also who has sat there. It shows the historical relocation.

The next slide, as I said… at a base minimum, an organization needs to be able to quickly find where people are sitting. This is a feature and a benefit that you can quickly look up either by simply typing in their name and then it will bring up the graphical image of where they are sitting and then you can print it out and hand it to somebody if they are having a meeting, etc. If you have an admin sitting at the front of the building at the entrance of your space, this is a tool that you could use to quickly find where people are sitting either by quickly looking them up by first and last name and/or bringing up our tool, the FM tool and then being able to graphically click on the space.

As I said earlier, one of the other key elements of a facility manager is I need to quickly identify vacant space. I’ll use an example such as if HR has hired three new people but has neglected to tell facilities about it and there is no space for them but they just show up on a Monday. Many times they call the facilities group and say, “Where is their vacant space so I can put these three new hires?” Well, within our tool, it’s just simply you click on the button in the ribbon menu and then the graphical image will bring up a hatched floor plan showing where all the vacant space is at that moment and time. And then it also on the left side shows you the database image so that you can see the rooms.

We have another polling question. Let me get you all to answer the next polling question. I think this will be the last polling question. As Adrian explained in the beginning, if you have any other questions, be sure to use the chat feature on your screen. Then towards the end, we’ve only got a couple more slides before I go up to the tool but I’ll do my best to answer those questions so that everybody can… All right, let me continue on.

Now, in particular our tool, as I said earlier, we have a very flexible insulation. As I said in the beginning, our tool doesn’t require a lot of budget or IT expertise. So you can either choose on premise which is where you buy the software and you install it on your system, in your environment, or you can choose a web based or SaaS which is Software as a Service. Think of it as renting, if you will. But where the software is installed in an environment we provide or the web and so it makes it flexible in that regards because many times, you don’t have to have a long lead time for an IT project to get implemented.

Let me now jump out and share my desktop and the actual product. This is the icon on my desktop. All I do is double-click on this and this pops up. And as I said earlier I’m just going to touch on a few highlights here. As I said, these are the ribbon menus of the functions that I’m doing, and these tabs or how I navigate within the software of what function I want to do.

And so in this case I have a floor plan up already and then I have the BOMA area type on the left hand side of the database. But if I wanted to look at my whole portfolio, I can click on this property, now I can go up and down the whole organization very quickly. If I want to go from this floor, let’s say to that floor, I can quickly jump across my organization. If you have a large organization or just a couple of floors, this allows you to quickly do that.

So the main thing is our tool works within this one screen and then there will be pop-ups that come up and then you close them at will. And so in this case, a couple of things I wanted to show you, and that is the move and space management. All I’m going to do up here is I’m going to move manager. So what I’m going to do is move some people and so in this case, as I said, it’s all managed from a pop-up.

So I’m going to just quickly go over this. If I’m going to move somebody or relocate someone, the first thing I’m going to do is pick the date. When is this going to happen? And in the middle section is who is it going to happen to? In this case, let me select the individual and then I’ll pick the person. It tells me where they are currently. Close that. And now down here at the bottom, Terry Allen is the person that I’m going to relocate. Now this allows me to pick a space or a property. I can move him to another property. I can move him to a completely other floor.

So then I’m going to add them to the schedule and then I’m going to go to the schedule and see all the work that’s planned. And as I said earlier, this is where you can manage your vendors and subcontractor coordination. So in this case I can look at all active moves, all moves, moves that are on hold, moves that have been requested, and again this is where I can easily print it out or send it to Excel and maybe email it to a vendor who may not have access to the FM tool. But this allows you to do that from this screen and then lastly you can see everything that’s been processed.

So that’s all from one pop-up screen and the other thing I wanted to show is from an organizational standpoint the block diagram that I was talking about. In this case, I’m going to color code my screen with what business is taking up what space. Let me zoom in so that you can see a little better, and this will show that purchasing is taking up all this green space but I can see what department is taking up what space by simply clicking on the key and seeing the block diagram here. And then I can just as well look at the space and area type. So I can look at all the assignable office or building common by color code, and then the same thing for the BOMA standard for the space class. I can now color code the whole floor plan based on the classification of space; if it’s a break room, if it’s a cafeteria, if it’s corridor, etc.

The last thing I want to do is show you how easy our reporting is. As I demonstrate, you can do move manager, you simply use the move manager, use the drawing manager to get your drawings in. It’s a scaled down version of a CAD program, but you’re able to do move and space management all from right inside this tool. If I click on the report, as I was saying earlier, what this is doing is it’s going to go out and query the database; it’s making a snapshot of the database. As I said in the very beginning, because I’m on a particular floor, on this particular case I’m on this one floor, I can do reports at the floor level but also in this case I can do them at the building property or the whole enterprise. What I’ll do here once it gets… through making a snapshot of this data base.

Each one of these report as I said earlier is very easy to use. We spend a great deal of effort programming each one of these icons to the BOMA standard, so that all you have to do is click on this, you don’t have to do anything else or you can send it to the printer or you can send it to Excel if you want to manipulate it even more or combine several reports. But if I did an organizational summary, as I said before, the very first part of the report is the graphical view. The second part of the report is the tabular view, and again this report shows me each of the business units, how much area they occupy, how many spaces make up that area and then some other allocations based on BOMA, but it gives you the summary at the bottom — the gross, the measured BOMA standards.

You can go down the list, you can get occupancy summary which is the head count per square foot, the space class summary, the area type summary, the occupant list, if you need a list of all employees on this floor or this building or this property as well as if I’m doing a “What if” scenario in space planning. And I’ve done the “What if” scenario of moving a few people around, then I can save this drawing image to the clip either the image by itself or to the clip board and maybe put it into a PowerPoint slide and take it to that business and say, “Look, I’ve developed three options for you. Do you like six by eight cubes, four by four, etc.?” And then be able to manage the move and space management element. With that I’m going to exit out of the tool and go back to the presentation. I think the other moderator will begin to ask questions.

Moderator: Okay. Kelly, we have a question about scanning in CAD drawings.

Kelly: Yes, we can get whatever your CAD image is, whether it’s paper or whether it’s a PDF file. If it is not AutoCAD, as part of our professional services, we can get your images into the system, into AutoCAD and into the FM tool. Yes?

Moderator: Another question is can you provide a personalized demo?

Kelly: Yes, I can.

Moderator: I know you can. Do we have any other questions? If no one else has anything on their mind then I think we’ll wrap it up. Thanks again, Kelly. Oh, we’ve got another question. Is there a software link between MicroMain CMMS to identify where work orders are made in.

Kelly: No. Currently, there is not a link between the MicroMain CMMS tool and the MicroMain CAFM tool or FM tool. There is not a link between the two.

Moderator: Okay, and we do have a specific question from a participant on charges, and I’m going to pass that on to the account manager for that person. And we do have a follow-on to the previous question: is there a shared link with our current CMMS program planned for the future?

Kelly: Not that I am aware of. That’s the easiest answer I can give.

Moderator: I think, Kelly, that I might know there is probably a plan for the future but it’s not in the very short-term as in matter of months but it is coming.

Kelly: Okay, so I learned something new. Thank you.

Moderator: You bet. Anybody have any other question? And it looks like we’re coming to the end. Thanks again, Kelly. Thank you all for joining us. I hope this was very helpful to you. Please contact us with any further questions.

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