What is MicroMain Facility Management (CAFM)

Webinar Transcription

Hey everyone, I’m actually just going to give you a quick tour of our facility management software, otherwise known as CAFM. I’m going to go ahead and share out my screen here, run my slide show.

The presentation should be up on the screen. So, what is MicroMain Facility Management? So it’s simply a tool to move people around, one person from cube to cube, office to office, different spaces, and manage the space, the square footage, the space allocation. It helps an organization to keep their floor plans accurate and to how the space is organized and where people are assigned.

It’s a system of records for keeping one set of master drawings, so everything is going to be in one place into the MicroMain Facility Management tool. And it can either be web based, hosted by MicroMain in the cloud, otherwise known as “software as a service,” or you can install it on your network, on your own server, run it internally on your own, but we do have both offerings.

And it contains a robust and BOMA defined set of reports. So BOMA stands for “Building Organization Management Association.” We have Organizational Summary reports, Occupancy/Vacancy, and then Headcount per square foot.

This is basically checking in. Do you have someone at your facility who runs the move or space planning operations? Are you using a CAFM tool today? If so, which one? And do you feel you’re getting the most out of the software?

And we typically recommend a scheduled presentation, a more personalized one with Kelly, if you are interested in moving forward with our product. We can arrange that. He can go through and ask all your specific questions, catered to you, go through the tool. We do offer a lot of services to help you implement. We can just sell you the tool, train you, and you can do the work, or we have services to do the work for you, just to make it easier.

So, some benefits and features. Basically, a system of records for your CAD or your floor plan. Over there on the right, I’ve got one of the floor plans pulled up. Process for move or space management, and reporting tool for space analysis and also for headcount analysis.

It’s easy to use and install. It’s a minimal budget and IT requirement, so pretty basic requirements there. Then the robust BOMA reporting.

And basically, what you need to implement, you need drawings and data. So we only need one over here on the left column. If you have the AutoCAD drawings, you’re going to PLINE them, and then convert them to a DWF and then import them into our system. So it’s not tie-in with AutoCAD, it’s just a simple…that floor plan. So you don’t even have to own AutoCAD, you might already have the floor plan. And that drawing gets converted to a DWF and then imported into our tool.

Now you can have Electronic CAD image or PDF. And we’d basically ensure the proper 1:1 scale, PLINE it according to the BOMA standard, convert that to a DWF and import. If you had a paper drawing, we can redraw it in AutoCAD, and then go to step one above.

Or we could come to your location, basically field verify/measure, and then number three above. And then do all of the above. So we offer that service, and we can come to your location and collect that data for you.

And then data, really, you just need people. You know, the names and contact information. Business units: sales, marketing, manufacturing, whatever the organizational units are, and account codes. That’s basically all the information you really need.

Layout’s pretty simple. You can do everything all on one page, instead of getting into several different pages. You can see at the top in the red ribbon bar, circled up here. That’s going to be where you’re going to navigate around. Those are the main functions of the software. And you can have these different tabs you can click to.

Over here on the left, highlighted in the yellow, is basically the database view. And then here’s your graphical floor plan you can zoom into. And I’ll show you that here in a minute.

And then the business unit layout. You can quickly visualize the graphical layout and location of each business unit. When you turn on those layers, I’m basically selected on the composite drawing tab over here, pulled that floor in, turned on to the space labels, the people labels, and then also the business unit color fill. So that’s what’s filled in. And we’ll pull up the legend, your color key right here so you can identify the different units.

Really easy to find people. You can quickly search for people via the lookup, and click through to see their physical assigned seat, where they’re located, whether it’s one or multiple spaces.

Identify your vacant space by turning on the vacant button up here. It’s going to put the hatch onto the drawing. And also, the over-capacity, you can turn that on too, so you can quickly identify your vacant spaces on that floor and then anything over capacity. We’ll just clear those out with the “X” over here. The move management, you can do one-off moves, either just look up that person, and go to their record and move them out of a space or into a space, you know, one-off.

Or you can basically plan and coordinate all phases of moves, regardless of the stage: planned, pending, on hold, completed. Coordinate and manage all associated skills, trades, and vendors related to the moves. And keep accurate history of your CHURN, how and where each person relocates to.

So there’s the, as I mentioned, the one-off you can select on that person and move them in and out one-off, or put them into the move management tool. You can build a schedule. Basically list out the person, the date, whether you select the person individually or from their space, and you can basically move them to this schedule, which is this second phase here. I have a whole list of people. And then once they’re processed, they’re going to show up into the processed section over there.

End of the day, you’re going to be able to run reports, the BOMA standardized reporting, to easily compare to industry standards. Easy to read and organized reporting. You can export to Excel or just to the printer. It’ll all have the printer button, or right on the screen view, which is the first button. Or you can export it right into Excel.

And the reports are from floor level. You can see the floor reports here, building reports, property, and then the enterprise reports. So that’s the hierarchy right there.

You’ve got space class reports, either graphical or tabular. So you can pull that floor plan right into that report. You can actually zoom into a portion of the floor plan, if you want to highlight that section, and then pull it onto that report. So whatever you zoom into or highlight, it’ll be at the top of the report here and has all the information related to that space class.

And then here’s an occupancy summary. It basically lists out the location and the floor, and it gives you your head count per square feet over here.

This is the actual software itself. Give you a quick little tour. Now right here, I’ll just jump over to the home screen. So you can get into your portfolio tab over here, and basically we can match your level of hierarchy within the system. I have a few things listed here: sample database being the top level, property 1, building number one and two floors.

So whatever your organizational hierarchy is, we can plug that into the system. Then you basically select on those floor, go to the composite drawing, pulls that right onto the screen.

And I do have my labels. You can see what’s highlighted up here: my space labels are turned on, people turned on, and I also have my business unit fields turned on. I’ll bring the color key right up for you here. This is a way to identify the different business units.

You can navigate around, then there’s zoom in here. Pan around a little bit. So you can see, right at the very top, it’s going to show “Property 1, Building 1, Floor 1.” I can click on a space.

When I do click on that space, it does show the database view over here on the left. Floor 1, 161. Space is an assignable office. It’s executive, how I’ve classified it, and the capacity is one. The square footage is 258, which is actually pulling from that PLINE of that floor plan, that DWF that was imported in. And it has an occupant in there. You can see “Pat Conroy” and then the occupant history, who’s that in there before that.

You can double-click, open this up, see some more information related to the space. On this screen here, I can edit, if I need to, capacity; you can add in your group and subgroup, kind of what you want to classify that way; and then your business unit. You can see I click here and then I can change the business unit. It pops up over here. Your account code, if you’re using account codes for budgeting and then the space class type, have that expanded out; and the area type.

You can add pictures, contacts, see that history which is the same view over here on the left, but on that tab. Add any comments to there if you need to. Kind of zoom back out here. Just going around that drawing. If you want to find where somebody is located, I can open up the people explorer over here, either pick from the list or just type the name.

Click there and you can see associated space: Property 1, Building 1, Floor 1. You know, it shows that information. There could be multiple listings there. If I do a double click, it basically zooms into that portion of the drawing, highlights it in red, and also pulls it into the left over here, so you can see all the other information related to it: the space; the size of office: medium; capacity: 1; square footage: 152; Mark Stellfox [SP] sitting in there, the history – different people that sat there before.

From this page, if I wanted to, I could move out, highlighting right here, or move into a space. So I could just highlight a space on the screen, click that, and then move into it.

Just clicked on my name, go in and see some more information, so my name, identification. If I click manage, I can user define or add more fields, whatever you need to add to that. And you can see I have phone number, multiple numbers, my address, email address, there’s the locations I’m at now, and then the history.

You can quickly identify the unplaced people on the floor. There are the filters. So these three people are unplaced, or you can see who’s been placed on this board. There’s a whole list. There’s 25, 3 people unplaced, so 28 total.

So that’s the way to do the one-off moves, either from the record here. If you want to do group moves – let me just zoom out. I can open up the move management tool, and then build a schedule. Either you select a person by the space or by the individual. You can do a move in, move out, or relocate. I could add multiple people here. Once they’re in the list, then they’re going to show up into these scheduled moves. Basically that’s the second phase. And then you can process them from here.

Right now I’m on “all active.” So there’s a list of everything active, and then you can reset it back to requested. You can approve it, reject it, put it on hold, you can change the scheduled date. And then you’re going to complete the move out and then complete the move in if you’re relocating. And once that’s processed, all your processed moves are going to show up over here in this list view.

I go back here, I can click on the different filters, whichever one I do select on. I can send it right to the printer, export it to Excel, or just do the quick preview right here. There’s the preview of that report right on the screen. So that’s the move management tool. So you can build that whole schedule and manage everything to different dates throughout the weeks or months.

Drawings, you can see, I can click the select, pan, zoom in, zoom out, zoom rectangle, or you could right click and do that same type of functionality. I do like the steering wheel which is up here or down here, the pan around or zoom in, zoom out. That’s just a personal preference.

You have different options up here. These two, move manager, that’s that tool I just had open. There’s a drawing manager, so it’s like an onscreen wizard to import the drawings into the system. We teach you how to do that. We offer a service to do all that for you if you don’t have the resources or the time to do so.

And then the layering, you can turn on the different layers within the program under the labels and fills. You can turn on the different spaces. I’ll zoom back in.

So you can see I have my space labels turned on. My people labels turned on. I can turn on the class and area types. This refreshes that drawing, throws that on there. And then on the fills, you can turn on the space classes, or area types, whichever fill you want to put.

You can quickly identify your vacant spaces. Throws the hatch pattern right onto the floor plan itself. So I could pull this into a report if I turn on my over-capacities. Identify which units are over capacity. Clear those out.

And I’ll open up some reports. Turn on my spaces, my people, my color fill. Run the reports. It will take a snapshot of what’s going on the database right there. And this is where you can run the floor reports, building reports, property, or the entire enterprise.

Give the quick organizational summary report. Property 1, Building 1, Floor 1, that’s what I’m selected on. And if I was zoomed in, it will pull that information right onto the report. Let me shrink this down a little bit.

So then it’s going to pull all this pertinent data over to that report, along with that picture of that floor plan, and it’s going to basically break down the business unit, the assignable area, the square footage, the number of spaces, then the common allocation between floor, building, and property. You know, square footage. And have your factors, your basic rentable and then the rentable.

Down here at the bottom, you have all your gross measured, or the gross building gross measured, vertical penetration, so all the factors from that floor plan, all the PLINEs pulled onto that report for you right there. You can see your occupant list right here.

And here’s a list, broken down by the different departments: administration, those people, where they’re located; product development, you have probably some people there, their floors and their office.

I’m going to change a couple of the layers on the drawing. Turn on my space classes, so that will fill the drawing over here, and then run the space class summary. So that just pulled that snapshot onto the report. Second page basically breaks that down.

So you have conference room, medium, two spaces, 524 square feet. I have the cubes, small, medium, large, VP. You know, 10 spaces, 26, with the total of their square footage, with the total of everything. And that’s totally 65 different spaces. So it’s basically pulling that data onto the report for the space class summary.

I could do the same, just turn on the area type, I’ll just turn on those fills. You can see, that’ll change that drawing in the background. And then run the area type summary.

So whichever one…you can obviously see it’s going to pull that data onto the report. So that concludes the presentation here.

Micromain