Manital archibus eFM

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Il documento descrive il progetto Archibus di Manital che si è aggiudacata durante l'Archibus International User's Conference il premio Archibus TIFM Visionary of the year aword. Il progetto è stato sviluppato con la consulenza di eFM.

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Manital archibus eFM

  1. 1. The choice of ARCHIBUS to manage core business Orlando - March 29, 201118 aprile 2011 Il Gruppo ManitalPagina 1
  2. 2. The MANITAL Group: IntroductionManital Group, established in 1993 as a consortiumof companies, today is a leader in providingservices to real estate assets. Its specialization infacility management and attention to governanceof the services provided make it an indispensablepoint of reference in the integrated services.Manitalidea SpA, the major Company of the Group,has identified its engineering of service as itscore business.Overall, the Group manages more than 1,800 directemployees with different technical specializationsthrough its operating divisions, throughout Italy.Besides, the company also has an internalengineering structure that can assist Clients in thewhole process: starting from the design phase ofturnkey works, to the implementation stage. 18 aprile 2011 Il Gruppo Manital Pagina 2
  3. 3. Our Clients: some figures PUBLIC SECTOR INDUSTRIES Managed through ARCHIBUS Managed through ARCHIBUS from April 2010 from January 2011 Clients: 60 Clients: 9 Buildings: 400 Buildings: 60 Sq Ft: 20 millions Sq Ft : 1 million BANKS Managed through ARCHIBUS from January2011 Clients: 10 Buildings: 800 Sq Ft : 2,5 millions18 aprile 2011 Il Gruppo ManitalPagina 3
  4. 4. Our Clients: some specificities PUBLIC SECTOR Managed through ARCHIBUS from April 2010 In particular, we manage facility services Clients: 60 in one of the most important public offices of the Italian Government: the Buildings: 400 State Mint, where our €€€ are coined! Sq Ft: 20 millions18 aprile 2011 Il Gruppo ManitalPagina 4
  5. 5. Manital chooses ARCHIBUS…The ARCHIBUS project starts when Manital wins the Consip bid, the Italia Public Agency incharge for optimization of public procurement of goods and services.The reason for choosing ARCHIBUS relies on the matching fit between each modulefunctionalities and the project requirements. Genesis of the Project Operations: maintenance, cleaning, move, landscaping Service desk and Call Center This is only the start! Preventive maintenance and other planned activities SLA and KPI monitoring Space and Equipment management 18 aprile 2011 Il Gruppo Manital Pagina 5
  6. 6. Manital chooses ARCHIBUS to manage core businessStarting from an average of 20-30 clients managed per year Manital expects to reach130 clients at the end of 2011.Manital had to think about a new organization supported by a information technologyplatform.The ARCHIBUS project starts with the aim of: Manage contracts; Manage services provided. ARCHIBUS enters in the core of Manital’s activities and becomes main player! 18 aprile 2011 Il Gruppo Manital Pagina 6
  7. 7. Contract management “The contract is the main tool by which we attribute a precise value in terms of requirement implementation and commitment to achieve results. For us the contract is a way to establish a flexible partnership with the Client in order to share long-term values, from reengineering to process optimization”. (from Manital web-site) NEEDS Simplify and Integrate the management of a significant number of contracts and clients Build a unique and complete platform for all buildings and equipment Monitor activity costs and revenues through simple instruments Simplify billing processes, integrating ARCHIBUS contract information with SAP Sales Management processes.18 aprile 2011 Il Gruppo ManitalPagina 7
  8. 8. ENABLING FACTORS: Sales processThanks to ARCHIBUS implementation, we are now able to: Monitor project timing and documents management; Simplify the new contract database; Obtain a single instrument of all contractual documents. In less than a year, Manital has acquired 79 different Clients by at least 65 different contracts (60 for Public Clients, 19 for Private Clients – Industrials or Banks); 1.221 buildings for about 30 millions sq feet. Every year Manital manages with ARCHIBUS about 5.000 on demand work requests, 120.000 preventive maintenance work orders spread on whole national area.18 aprile 2011 Il Gruppo ManitalPagina 8
  9. 9. ENABLING FACTORS: Sales processWe use an important monitoring tool, where all strategic decisions in acquiring a new Client are taken: itscalled Contract Acceptance Report.First of all we can find the name of the Client and its status (Prospect, Request for proposal, Proposal sent,Contract signed) together with all the commercial activities planned and/or performed.18 aprile 2011 Il Gruppo ManitalPagina 9
  10. 10. ENABLING FACTORS: Sales processWe use an important monitoring tool, where all strategic decisions in acquiring a new Client are taken: itscalled Contract Acceptance Report.First of all we can find the name of the Client and its status (Prospect, Request for proposal, Proposal sent,Contract signed) together with all the commercial activities planned and/or performed.18 aprile 2011 Il Gruppo ManitalPagina 10
  11. 11. ENABLING FACTORS: Sales processWe use an important monitoring tool, where all strategic decisions in acquiring a new Client are taken: itscalled Contract Acceptance Report.First of all we can find the name of the Client and its status (Prospect, Request for proposal, Proposal sent,Contract signed) together with all the commercial activities planned and/or performed.18 aprile 2011 Il Gruppo ManitalPagina 11
  12. 12. ENABLING FACTORS: Sales processWe use an important monitoring tool, where all strategic decisions in acquiring a new Client are taken: itscalled Contract Acceptance Report.First of all we can find the name of the Client and its status (Prospect, Request for proposal, Proposal sent,Contract signed) together with all the commercial activities planned and/or performed.18 aprile 2011 Il Gruppo ManitalPagina 12
  13. 13. ENABLING FACTORS: Contract managementManital’s objective was to integrate a range of contract management processes through a unique,comprehensive database, though the are different features among public contracts, industrialcontracts or services for banks and assurance companies.This database contains all contracts information regarding: buildings and equipment under contract; oun; service level agreements; planned and preventive maintenance/activity; billing terms and conditions; organization and operational contacts; all technical and contractual documents.18 aprile 2011 Il Gruppo ManitalPagina 13
  14. 14. ENABLING FACTORS: Invoice ManagementAs ARCHIBUS contains all data relating to contracts, Manital needs an automatic data transition fromARCHIBUS to SAP, in order to: make the invoices as automated as possible; Less Effort ensure the invoices contains no mistakes. More AccuracyAll the monthly data on work developed and revenue generated reside on ARCHIBUS (no SAP).Each contract has: data on service fixed compensation: data on extra activities, different every month DB Link18 aprile 2011 Il Gruppo ManitalPagina 14
  15. 15. Operation Management: Needs and GoalsManital chose ARCHIBUS in a context of strong organizational change.NEEDS Manage and monitor activities on each area Monitor workforce productivity within each area Effectively manage the start up of new contracts Like a little Improve response times to customers revolution Reduce time to update the information on the work done, in terms of both effort and time elapsed18 aprile 2011 Il Gruppo ManitalPagina 15
  16. 16. Operations Management: Organization In order to better serve its Clients, Manital has embarked on a business process reengineering. At the moment of the choice, Manital needed a slim organization to manage more effectively operational activities. ORGANIZATION CHART ORGANIZATION CHART Before BPR After BPR Key Accounts Area Governance Work teams Manager Desk Work teams Facility Facility Manager Manager Work teams Work teams Work teams18 aprile 2011 Il Gruppo ManitalPagina 16
  17. 17. ENABLING FACTORS: Governance DeskComposed by professionals, the GovernanceDesk is able to: assign tasks; monitor actions status; optimize plans of activities studying buildings and equipments localization.18 aprile 2011 Il Gruppo ManitalPagina 17
  18. 18. ENABLING FACTORS: Using mobile devices Play Movie18 aprile 2011 Il Gruppo ManitalPagina 18
  19. 19. ENABLING FACTORS: Using mobile devices Mobile devices simplify and realize the interaction between Mobile workers Users and ARCHIBUS, and they improve processes and who are not at their business performance: desk or in front of reducing time; their laptop are eliminating training costs; those benefiting increasing data compliance; the most from the optimizing operational activities. system. The technology is there, though not visible: you get the benefits, improve your work without any additional efforts.18 aprile 2011 Il Gruppo ManitalPagina 19
  20. 20. ENABLING FACTORS: Using mobile devices With each email, that corresponds to a work request, the stakeholders can: Take charge of a job request: Accept - Reject Manage on Demand Work: Close - Stop - Pause Express the execution of the work: Solved - Not solved18 aprile 2011 Il Gruppo ManitalPagina 20
  21. 21. ENABLING FACTORS: Using mobile devicesEXAMPLE:EXAMPLE: HANDLING A WORK ORDERFollowing the assignment of a Work Order by the Government Desk, an e-mail is sent to thetechnician in charge of the Work Order.Within this email there are two buttons (links) that automatically generate a pre-compiled e-mail for the acceptance or rejection of the activity. By this, the Governance Desk controls all activities status and knows which ACCEPT REJECT worker is in charge of work order. After acceptance, the worker receives an e-mail with all the details and the work order attachment.18 aprile 2011 Il Gruppo ManitalPagina 21
  22. 22. ENABLING FACTORS: Using mobile devices EXAMPLE: EXAMPLE: MANAGING ON DEMAND WORK Shortly before the scheduled completion of work, the worker receives another e-mail with which he can communicate the successful resolution of the fault and that he is ready to accept a new workorder. Worker can select: Successful Work not covered in resolution Manital contract Need for specific Need for specific trade parts or supplies Building access Need for quoting the forbidden job18 aprile 2011 Il Gruppo ManitalPagina 22
  23. 23. ENABLING FACTORS: Using mobile devices EXAMPLE: EXAMPLE: EXPRESS THE COMPLETION OF THE WORK When workers communicate the resolution of the fault, ARCHIBUS automatically sends an email to the Client, in particular to the requestor, in which we notify the completion of the work request. Requestor can select: SOLVED NOT SOLVED18 aprile 2011 Il Gruppo ManitalPagina 23
  24. 24. ENABLING FACTORS: Location Monitoring System ! Governance Desk Optimizing Operations18 aprile 2011 Il Gruppo ManitalPagina 24
  25. 25. ENABLING FACTORS: Location Monitoring System 1. Show list of work requests 2 1 2. Select Technician18 aprile 2011 Il Gruppo ManitalPagina 25
  26. 26. ENABLING FACTORS: Location Monitoring System Building with pending work orders work order list work order details18 aprile 2011 Il Gruppo ManitalPagina 26
  27. 27. ENABLING FACTORS: Location Monitoring System work order list Worker(s) currently assigned to this area/building work order details18 aprile 2011 Il Gruppo ManitalPagina 27
  28. 28. ENABLING FACTORS: Dashboard On the dashboard, we are extending our reporting system connecting it directly to ARCHIBUS in order to give our operator and our clients all the needed information on the services provided. For our operator and our key account we are developing a report providing them for example: Work requests opened, per year per month, per clients, per type of service, etc. Work requests closing trend; Job quotation prepared, accepted, refused, etc. Key performance indicator: number of employees per clients, per request, etc. The aim is to give our operator and our key accounts an accurate overview of the service provided.18 aprile 2011 Il Gruppo ManitalPagina 28
  29. 29. 18 aprile 2011Pagina 29 Il Gruppo Manital www.manital.it

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