Watch an overview of the basics of any Facilities Management (CAFM) Software program. Find vacant space quickly, see how much space each department occupies and produce BOMA metric reports (e.g. compare to industry metrics). Kelly B. Nunn will discuss critical factors that will improve space and move management for you and your company.
Good afternoon everyone. My name is Kelly Nunn. I am managing the facility management operations here at at MicroMain. What I wanted to do today is quickly go over some basics of facility management. In particular, move and space management. And the way this presentation will go is I’ll use a PowerPoint slide to get through some of the high level stuff about our company and then specifically about what I’m going to talk about today. About a third of the way through, I’ll actually open the product, our facility management software, and demonstrate three of the highest level functions or features that a facility manager or a space planner or even a CAD tech would need to know or need to do within your operation.
A little bit about MicroMain first. We’re located here in Austin, Texas. We have two products. We have CMMS, our maintenance product., and we also have a CAFM product, which is what I’m going to be demonstrating today, a facility management product. In addition to these two software products, we also have a professional services part of our company wherein we provide needs assessment. We do implementation on both of our product lines and needs assessment on both of our product lines as well as ad hoc training or online training for both of these product lines as well.
Some of our customers include those on your screen now. Some of the Fortune 100, Fortune 500 companies that you see on your screen. It’s a very diverse customer base because our product can be utilized in a number of those different vertical markets, whether you’re product retail or hospitality, a hospital. No matter the vertical market, our product line, whether it’s maintenance and/or FM is very suitable. Evident by over 3,000 customers.
What I’d like to do also is to start off with is start with a question, a polling question. If you could answer on your screen whether or not you’re currently using CAFM software. CAFM, I’ll interchange the word CAFM and facility management software, as well as move and space management. Anything related to the CAD drawing, the people that occupy the space, and the management of that, the day-to-day operation of that. I’ll give you a few minutes to answer that and then a little bit later on in the presentation, I’ll show the results of that.
A little bit more specific into what I’m going to talk about today. In particular, it’s just managing space. It’s managing your floor plans and how you use them on a day-to-day basis. That’s planning and executing moves, the people that occupy the space. The output of that is not only that you have accurate drawings, but you also have an output. You have reports related to that.
You can measure yourself or measure how many people are in your space. Measure and perform metrics, which I’ll show you towards the end in the product. Some of the metrics that our tool provides include comparing yourself to other companies in the industry so you can determine whether or not you are managing your space well. There’s some high-level features of our product and what I’m going to show you today is our product, our facility management software, is very quick and easy to install. You don’t need a long-term horizon or long-term IT budgeting process to get a facility management tool implemented.
Our tool, our FM tool, facility management tool, does two things very, very well. Move and space management. Within that, we’ve aligned ourself to the IFMA standard and the BOMA standard so that the output is industry-based. So the high-level features here are locating people, determining how much of the business is occupying what spaces, and then also to quickly find vacant space.
The second poll question is on your screen now, what are your primary facility management concerns? And as you’re answering that, as I said earlier, we’ll jump back to the results as we get closer to the end. But one of the reasons why we ask this question is so that we can tailor the next version of this webinar towards more of the concerns of those attending the webinars. So if your primary concerns are generating reports, for example, then I can focus more of the webinar next time on the reports or any one of those four topics here.
Speaking of reports, one of the things our tool focuses on better than any other program, and I’ve personally used eight of the competing programs of facility management or CAFM. I’ve used Esan 1, Archibus, Maximo, all of them out there. And so the thing about our tool, as I’ve said before, we’ve aligned with IFMA, International Facility Management Association and their set of standards called BOMA, Building Owner Manager’s Association, so that our reports that come out, they’re more aligned to the industry. That when you do reports out of our tool, they’re aligned to the industry so that they’re not custom-made but you’re able to compare yourself to industries.
There are other features of our reports as well that are built-in, that are automatically built-in, such as occupancy and vacancy ratios, headcount ratios, and the other thing our reporting tool does better than any others is that it’s intuitive, and it’s very easy to use. Our reports start off with the first page being the CAD image that you are reporting on. And it’s usually color-hatched, color-coded. And in the second page is the tabular data. Which I’ll show you here in a few minutes.
Let me jump back to the results here. So it looks like 50-50. 50% of you are using a CAFM software and 50% aren’t. I’ll try to tailor my verbiage, or the content, of what I’m speaking about in relation to that as well. Let me jump to the next results.
This is split all the way across the board. So the primary concerns are ease of use, assigning or reassigning work space, generating reports, and analyzing costs. Okay, hopefully I can hit upon those once I get into the actual product. Let me jump forward to our product installation. Our product installation, you have two primary choices.
Either you can buy our software and install it in your environment or you can buy our software and it can be on a SaaS, or a web-based environment. Those are two early on decisions that you need to make with our product,whether you put it inside of your environment or whether you have it outside on web environment.
I think this is going to be the last survey question, or poll question, before we get to the actual tool. How many move and space management professionals will use the CAFM tool? Like within your organization is what we’re talking about. How many users for example, how many users will be interacting with the tool? We’ll jump back to that once I get to the product.
What I’d like to do is actually share my desktop and show you what the FM tool, I’m going to show you the three highest-level features that any space planner, facility managers need to know. And that is vacant space, how do I quickly find vacant space? How do I determine what business unit is taking up what space on a floor or a building? And then the third, one of the most important, how do I find a person in the building?
I’m going to start from the outside in. This is my desktop and this is the little icon the facility management tool resides in my computer. So when I double-click on that, it actually opens the tool. And so everything is managed from this screen. So from this screen, on the right-hand side you’ll see the images and on the left-hand side you’ll see the database.
And then you manage throughout the program in the ribbon menu. So first and foremost, I’m going to pick our company and then our second floor. And then I’m going to go actually see the composite drawing. Now as I’ve said, the right-hand side is the actual CAD image. I happen to have it color-coded to department or business unit with the room number and the people’s names already highlighted.
On the left-hand side is what the database is representing. So if I mouse over one of these rooms, it will tell me the room number. What it is, assignable office. Who occupies it, customer education. This room has a capacity of 5 and it’s 1,073 square feet. So just from opening the tool, I can mouse over any one of these rooms and see who owns it, how many square footage is in that room, and who is occupying it.
If I wanted to find vacant space on this floor, for example, it’s already color-coded to the business unit. These are all the business units. But right here, there’s an icon in the ribbon menu that says vacant space. So with that, it takes off the color code for the business unit, it provides me a key that says spaces with vacancies, or spaces with overcapacity. And in this case, I’m only concerned about vacancies, so I can easily determine where the vacancy is on this floor of this building.
Now if I wanted to determine what business unit is occupying vacancies, I can then come up to fill and just click business units. This will overlay on top of the vacancy, and provide me a color-coded key by color-coding in the actual business unit name, I’ll kill that right now, but this allows me to quickly see vacancies and business units or what’s occupied. And I’m looking at the whole floor, it’s hard to see, but what I can do is scroll in and you’ll start to see the room number and then the person that’s assigned to that room.
Now let me show you the third high-level feature. And that is, how do I find somebody quickly? Let me go back out and zoom to the whole floor first. Now I’m going to clear the vacancy and then I’m going to clear my fill for the business unit. Now if I wanted to find where the person is on this floor, I’ll go to the people pad. And this people popup will tell me everybody that’s on this floor.
Well, what I want to do is find this one person, David Omar. Now when I click on his name at the bottom, it will show me what actual seat he is in. Now if I click on that…it’s hard to see, I’ll zoom in…but it will color-code his actual space. So on this floor, I can quickly find David Omar on this floor and what seat he’s in.
I told you earlier that our tool really specializes in move and space management. Let’s say I wanted to move David Omar from 693A to across the hall to 685. So what I’m going to do is select on his, he’s already highlighted. Now up here in the top of this People Finder, I have a blue box with a red arrow pointing out and a blue box with a green arrow pointing in. The red arrow is that I’m going to move him out of that space.
Now you can see he’s gone away from this floor. If I go to unplaced, he’s still highlighted. And if I go back to my fills, turn my people back on, it will show him vacated from this floor, from this 693A. Now if I wanted to put him in 685, I just simply click on 685, mouse over and click, make sure his name is highlighted. Then put the green arrow for the inbox. Now he’s moved across the hall. So David Omar has moved from 693A to 985B. That simple.
Our tool is meant to be intuitive and easy-to-use for space planners and facility managers to do move and space management from one screen, or two screens in this case, the main screen and then this people popup finder. You can use follow red arrows and green arrows to be able to move people in and out.
Now if you had a more complex move, let’s say you needed to move five or six people and you needed to schedule the moves for this weekend for example. We have a deeper version called the Move Manager, and the Move Manager is just simply another popup like the People Finder except I’m going to build my schedule.
I’m at the top, I’m going to pick the date. I’ll say the 29th. I’m going to select the people in the middle for relocation and I could either select them like mousing over and clicking and it will tell me who the people I picked. Then I can pick where they’re going to go. It will open if I want to move them to another building or another floor. It will bring up this property explorer and I can move them that way. And then if I wanted to I can say add them to the schedule.
Now the schedule will be everything that is happening this month. So I can look at very quickly all the people that have been requested, who’ve requested a move. All the people that moves have been completed, or that move-in is pending, or the move-out is pending, or the moves that you’ve put on hold. This schedule moves is where you can manage your day-to-day operations for space planning and what is happening within your floor.
As I’ve demonstrated, you can quickly find vacant space, see who owns it, you can move them in and out very quickly. The onesie and twosie, or you can do this Move Management by moving or relocating a group of people.
Let me get back to my fill. And let me demonstrate some of the reports. So if I fill this to business unit…oh, let me tell you one other thing before I move forward. As I demonstrated, I showed you the color code fill for business unit, but I can also do a color code fill based on the classification of space. The classification of space is, as you can see on this color code, it will show me, like in this case, all these purple color is 8 x 10 cubes. And the dark brown is 8 x 6 cubes.
And then can see what is office, what is conference room, very visually. I can do the same for the types of space. Types of space are that which is assignable, meaning people can sit in it. Or that’s building common. That’s utility or engineering or restrooms or chases, etc. So you can quickly color fill based on the classification of space, which is 6 x 8 cubes, offices, conference room, the business unit that occupies it or you can quickly see the type of space, whether it’s assignable or building common.
Let me leave it at building common and then I’m going to go to reports. So with reports, as you can see in the ribbon menu, I just click on an icon called report. You don’t need to know how to determine what fields you need, what parameter or operator that you need, it’s all built-in from this one popup screen. Every one of these reports is based on that BOMA standard that I talked about earlier.
And so in this case, a little bit about this popup. You can see there is similar reports, whether you are at the floor level, the most detailed level, or whether you go up the organization. If you have multiple buildings across multiple countries in the world, then you can do the same for the enterprise reports.
I’m going to focus on the floor level because that’s what I’ve shown you today. So what I’m going to do is show you an organizational summary. So as I said earlier, the first page of the organizational report is the graphic. So this is the CAD graphic that was just displayed. The second page of the report is the tabular data. Now let me zoom in so you can see more of this.
This happens to be for this building and this floor only. But it tells me what department, what color code, how much assignable area do they have, how many spaces do they have, does that department have, and then the total for the floor. But down at the bottom is also the summary details. So how much gross measured space is in the building. How much of it is assignable, how much of the floor square footage is usable, and these are all based on the industry standard of BOMA. International standard of BOMA.
Now if you happen to lease your space, your lease contract documents will have these ratios over here. So this is a way you can kind of keep your landlord honest because these ratios should be in our lease contracts to determine how much actual assignable space per person is taking up versus the common area, the elevator shaft, the hallways, the restrooms that is also being applied to your lease. So that’s where these ratios come in. So this is one of the reports that’s beneficial.
Another report is this occupancy summary. So the occupancy summary again will show the CAD graphic that was on my screen, the second page is the tabular data, I’ll zoom in. This is for again this floor only, but I can do it for the building or the enterprise as well. It shows the department again, the assignable area that they’re taking up in square footage, how many spaces make up that square feet, how much capacity is in that area, how much overcapacity, if it’s a lab and they can fit a little more people, the occupancy comes in from having the people’s names.
How many people are actually occupying those floor spaces and then how much vacancy does that particular department have on this floor. So that if you’re a facility manager or space planner and engineering comes to you and says, “I’m hiring ten people next week and they’re going to show up on Monday.” You can easily run this report and say, “Look, according to the FM tool, you have only one occupant on this floor and six vacancies. We could put six of them on this floor. We’re going to have to find the four other spaces. Maybe we can talk to communications, and they can give up four of their seven vacancies.”
This allows you to do more planning because you have accurate planning at your fingertips. So to get to this report is three clicks. The other part that’s beneficial to you on a quarterly or annual is this area-to-occupancy number, this ratio. This area-to-occupant is basically the head count to square foot. So in this case, look at corporate development, 6900. They have 821 square feet, they have 10 spaces, they have capacity of 11, they have occupancy of 10, and they only have one vacancy. But their average is 82 square feet per person. If you look at engineering, they have 796 square feet per person.
On average, this floor for this business is running 124 square feet per person when you average these together. Now as I said, the IFMA and BOMA organization, they produce a trending metrics report every year, And in that report, there’s a metric on the average square feet per head count in the US. And last year it happens to be 172 square feet per person. So in this case, if we were comparing this organization to industry and industry was 172 square feet per person. And that means the actual square footage that person occupies plus their hallway space, their common area that’s built into it.
This business is doing better than average. However, this particular department is not. And that may be because they have a lot of labs with only one or two people in them, etc. But this report in particular gives you the ability to measure yourself. Now a little bit about this overall report. You can also send this out to Excel. So let me do an occupant list. I want to see an occupant list of everybody on this floor. And it gives it by department. So it’s nice to have it in this report, but I want to have it in Excel.
What will happen is I will put it into Excel, and it pops up. Now I can do more analysis on this. I can sort it where I can go find just all the people in engineering. So there’s one person in engineering. And then I can sort it to all the people in communications, etc. So if you needed to, you can export any one of these reports out.
The same is true for saving the CAD image. Let’s say you did a “what if?” scenario. Like, you had a particular business that wanted to do some drawing, you know, some…well, I don’t know if I need four 6×8’s or three 8×10’s. If you’re able to do that, you can save the image or put it to a clipboard and put it out to PowerPoint for a presentation. So you don’t always have to be inside the tool.
In summary, what I’ve covered here is how to quickly find vacant space, the business unit that occupies the floor and the space, and then as well as how to find people, how to find people on the space quickly. And then within reports, being able to show high-level reports. Organization, occupancy lists, occupancy summary, and the metrics with which you measure yourself against other departments or the industry.
So with that, let me jump back to the third poll question. How many move and space management professionals would use CAD? So it looks like we have one to three, almost two-thirds of the people.