This document scopes out requirements for a Computer Aided Facility Management (CAFM) software solution for NNPC Properties Limited. The key modules required are asset management, property management, space management, and service level agreement management. The CAFM system aims to reduce costs, increase productivity, streamline processes, and improve facility and customer service through efficient management of assets, properties, workspaces, and contractor performance.

1. CAFM Software Scope
NNPC CAFM SOFTWARE SOLUTION
SCOPING DOCUMENT
CONFIDENTIAL
NNPC PROPERTIES LIMITED
ABUJA NIGERIA
SHELTER CARE FM CONSULT
PLOT 242, MOHAMMADU BUHARI WAY CENTRAL BUSINESS
DISTRICT
NIGERIA
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2. CAFM Software Scope
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3. CAFM Software Scope
1. INTRODUCTION
Computer Aided Facility Management (CAFM) systems are designed to provide timely and accurate
information that is required in order to develop and manage facilities on an efficient basis. CAFM
Systems are the only organizational information source that relates Asset, People and Space therefore
this information can be invaluable to departments for planning and executing process to achieve their
objectives. CAFM systems also manage spatial information by linking data to computer-based drawings
to help visualize the workplace, its assets, personnel, contractors and costs.
CAFM system is considered to be critical to effective management of an organization’s assets to manage
both costs and risks.
The functionality of the FM system include Asset management, Lease Administration, Help Desk service,
preventive maintenance, corrective maintenance and work order management, capital planning,
financial management and project management.
The system will provide access to good information that can be help management make decisions and
also monitor the performance of service providers. Documented scheduled maintenance activities not
only ensure that the work is competed by each of in-house or sub-contractor resources, it provides an
ability to audit performance and results.
The system enables you to track work requests from occupants, systems and equipment failure and
other issues. The lack of a CAFM system in place means there is no effective communication or any
accurate record keeping about issues and problems, including work activities.
2. BENEFITS FOR IMPLEMENTING A CAFM SOFTWARE SOLUTION.
How will the CAFM software improve the business’s efficiencies? How will it help the NNPC gain
economies, boost enterprise productivity and address the ROI of the system itself?
» Reduce Costs
» Maximize value in lease terms, conditions, and options
» Increase Productivity
» Streamline facilities processes
» Improve enterprise productivity by efficient management of the workplace
» Improve facility customer Service
» reduce miscommunication and errors in handling maintenance requests
» Improve service levels
» Visibility into workplace information with self-service access
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4. CAFM Software Scope
3. CAFM MODULES
1. Asset Management
The Module should have sufficient flexibility to track:
a. Inventory Data
Model (including number & capacity) and manufacturer (including year
of manufacture)
Physical Location
Operational State (“in” or “out” of use)
Asset custodian
Transfer history
b. Acquisition Data
Cost (purchase price)
Supplier (including contact address and web site/ email)
Date purchased/installed
Maintenance Records (e.g. date of service / repairs, nature of repairs,
service provider, service cost, Asset usage Reading / Mileages)
Warranty information
Accounting information
c. Disposal Data
Disposal Value
Disposal date
2. PROPERTY MANAGEMENT
The module should provide a comprehensive property directory and operational tool to
address the risks and responsibilities to owning and leasing single and multiple properties. It
should also provide a centralized database of real-time property information through a
flexible user interface for the management of:
Property location, type, ownership and contact details
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5. CAFM Software Scope
Legal interests – including leasehold information, tenancy
agreements, commencement/expiry dates, registration and valuation
information
Rate, taxation, utility payments information and appeal details
Re-appraisal information
Rental, leasehold payment and rent review records
Property maintenance costs and repair information
Service charge information relating to estimated, budgeted and
actual costs
Payments description and dates
Property history information (e.g. redecoration and condition surveys
and inspections including photographs and CAD drawings
Insurance and liability information (for both landlord and tenants)
including policy premiums, payment premiums, payment dates, sum insured
and periods covered.
Projects and project cost information
Property development / construction projects (e.g. submission and
monitoring of development control, building plan information registered
with local authorities and costs of building projects
The module should also encompass Space management functions geared towards
effective management of space and infrastructure costs, provision of seamless links with
AutoCAD (so that space data can be quickly and accurately calculated, analyzed and
allocated). It should also enable the visualization and analysis of crucial space and facilities
data; including space allocation, inventory location and event costing. The space
management function should also be capable of providing flexible management and
reporting information such as:
Real time and bi-directional synchronization of data between package and
AutoCAD.
Move and change management, including desk or room occupancy and easy
visualization of key space utilization.
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6. CAFM Software Scope
Coding of space based on operational requirements.
Comprehensive reporting, including charge backs & operations/maintenance
costs.
Additionally, the module should have an online booking of shared resources (meeting
rooms/auditorium) function. This should have sufficient flexibility to augment and
streamline the room booking management process thus enabling users to avoid the pitfalls
of the manual process. The key features of this function should be:
Configurable room layout and partitioning for different room capacities.
User definable booking; ‘set up’ and ‘clear down’ periods.
Room overlapping management
Comprehensive client register
Fixed or floating equipment register.
3. SERVICE LEVEL AGREEMENT (SLA) MANAGEMENT
The module should have features capable of ensuring improved contractor performance,
increased level of customer service and generating cost savings through measuring service
delivery and quality. The features should include:
Capacities to monitor Facilities Management contractors’ performance
against contractual obligations.
Setting up bonus and rebate systems for contractors
Multiple SLA’s to cover one contract or one SLA to a system.
Automatic calculation of job costs based on pre-defined labor rates, travel
and materials as well as on quality output basis
Storage of contract documentation for reviewing at a later date
“stop the clock” feature; if a job is unable to be completed on the first visit
(e.g. parts are required)
Shadow contracts (so that an existing contract can be compared to an
alternative contractor; e.g. time and materials versus comprehensive, or contractor
versus in-house service)
Management of contractor invoice reconciliation
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Extensive analytical reports (textual and graphical) including sub-contractor
performance by period, type, time and degree of failure by SLA parameters)
4. PLANNED PREVENTIVE / ROUTINE MAINTENANCE
The module should be an excellent and flexible management tool for intelligent scheduling
of planned maintenance activities including:
Capacity to prompt / indicate when a particular equipment or facility is due
for maintenance. It should also be able to indicate last date the equipment / facility
was maintained.
Forecasting workloads relating to assets, property or scheduled services.
Reviewing on a daily, weekly, monthly or annual frequency forthcoming
activities such as planned maintenance, OH&S schedules, contract renewal and
warranty expiry dates.
Producing asset reliability and performance reports that provide a
comprehensive log for analysis purposes.
Automatically highlighting ageing equipment and expiry warranties to allow
for maintenance planning.
5. HELP DESK AND EVENT MANAGEMENT
The module should help to ensure that contractors and in-house staff are effectively
resourced and service to the customer is measured and maintained. The module should
help the operator to:
Promptly capture information, including service history, property
maintenance contracts and SLA’s
Identify repeat calls and tasks.
Send automatic job notifications to the relevant service provider (by PDA,
fax, email and / or text message).
Prioritize tasks and identify unresolved calls.
Calculate powerful financial information; including job costs, invoice
reconciliation and budget management.
Utilize the express event feature to rapidly input call details and also validate,
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8. CAFM Software Scope
schedule and dispatch work separately thus offering maximum workload control for
a high volume help desk and allowing personnel without previous package
experience (e.g. temporary staff) to log calls.
The module should also have a comprehensive work order optimization and job escalation
management tool which links seamlessly into the help desk functionality. This should be a
browser based work request/order system that can be used by anyone with access to the
internet/intranet. The tool should have the following features:
Online work orders and feed-back mechanism.
Automation of the dispatch board and work order management.
Automatic notification to service providers of newly assigned work orders.
Capacity to handle multiple technicians or cancellations.
Adjustable time base; either scheduled time or time of creation.
Trigger alarms when an action fails to occur, facilitating management by
exception.
Receipt of messages on the alarm board when a work order fails to be
completed within the appropriate time line.
Generation of real-time status reports (open or close) for selected work
requests/orders by selected building.
Confirming receipt of a work order/requesting automatically to a requestor
with a request number and any other optional customized messages.
6. PROJECT/CONTRACT MANAGEMENT
The module should be a professional multifunctional management tool for any size of
project; from minor works to large capital expenditure projects. It should allow complete
capture of associated costs; including internal expenditure and costing for multiple third
party contractors. It should also allow greater control over projects and instant information
on workflow status, staff costs, orders and invoicing. Its main features should be:
a. Capturing of all internal and external cost against each contract for a project.
b. Allowing construction of NNPC projects in minutes using time-
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9. CAFM Software Scope
savingtemplates of activities.
c. Allowing registration of all project documents (from tendering to
commissioning result) by integrated documentation.
d. Allowing exportation of basic plans to third party software like MS Project for
critical path analysis and other operations.
The key functions of the module include:
Workflow Planner
Template of activities
Preferred suppliers of goods and services schedule
Capacity for mandatory or manual allocation of monies to cost centers.
Contract orders ( which allow a schedule or orders to be created for the
contract sum thus ensuring correct apportionment of the contract sum across the
life span of the contract in terms of a cost matrix)
Contract variation orders (which extend existing contracts beyond their
original remit)
Capacity to export to MS Project
Capturing of interim payments to contractors/suppliers.
4. FUNCTIONAL REQUIREMENTS FOR IMPLEMENTING A CAFM SYSTEM IN NNPC TOWERS
DESCRIPTION PRIORITY RATIONALE
The system should be able to capture the inventory To ensure data accuracy,
data of an asset. The data include: Model (including easy monitoring and
number and capacity), manufacturer, year of High managing of assets.
manufacture, physical location, operational state (in
or out of use), asset custodian and transfer history
The system should be able to capture Acquisition High To ensure data accuracy,
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Data of an asset. The data include: purchase price, easy monitoring and
supplier (including contact address & website/e- managing of assets.
mail), date purchased/installed, maintenance
records (date of service/repairs, nature of repairs,
service provider, service cost, asset usage
reading/mileage), warranty information, accounting
information
The system should be able to capture Disposal Data To ensure data accuracy,
of an asset. The data include: disposal value, easy monitoring and
High
disposal date, beneficiary of disposal. managing of assets.
The system should provide a comprehensive To be able to manage
property directory and operational tools to address the properties effectively
High
the risks and responsibilities to owning and leasing
single and multiple properties
The system should provide real time property To be able to manage
information including property location, type, High the properties effectively
ownership and contact details.
The system should be able to capture legal interests To be able to manage
including leasehold information, tenancy the properties effectively
agreements, commencement/expiry dates, and High to guide against any
registration and valuation information. lapses.
The system should provide property maintenance To be able to manage
cost and repair information, payment description the properties effectively
and dates, property history information High to guide against any
(redecoration & condition surveys) and inspections lapses.
including photographs and CAD drawings
The system should encompass Space Management To be able to manage
functions geared towards effective space High the properties
management. effectively.
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The system should have a real – time and bi – For effective property
directional synchronization of data between High management
package and AutoCAD
The system should have an online booking of For effective and proper
shared resources (meeting rooms/auditorium) space management
function with sufficient flexibility to augment and High
streamline the room booking management process.
The system should have features capable of To effectively monitor
ensuring improved contractor performance, the contractors’
increased levels of customer service and generating High compliance with the SLA
cost savings through measuring service delivery and
quality.
The system should have the capacity to monitor To effectively monitor
facilities management contractors’ performance High the contractors’
against contractual obligations. compliance with the SLA
The system should be able to capture multiple SLAs To effectively monitor
to cover one contract or one SLA to a system. High the contractors’
compliance with the SLA
The system should be able to automatically To effectively monitor
calculate job costs based on pre – defined labor the contractors’
High
rates, travel and materials as well as on quality compliance with the SLA
output basis.
The system should be able to produce extensive To effectively monitor
analytical reports (textual and graphical) including the contractors’
High
sub – contractor performance by period, type, time compliance with the SLA
and degree of failure by SLA parameters
The system should have the capacity to For proper maintenance
prompt/indicate when a particular equipment or and adequate
High
facility is due for maintenance. It should also be able maintenance record
to indicate last date the equipment/ facility was
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12. CAFM Software Scope
maintained
The system should provide the ability to review on a For proper maintenance
daily, weekly, monthly or annual frequency and adequate
forthcoming activities such as planned maintenance, High maintenance record
OH&S schedules, contract renewal and warranty
expiry dates.
The system should be able to automatically highlight For proper maintenance
ageing equipment and expiring warranties to allow High and adequate
for maintenance planning. maintenance record
The system should have asset reliability and For proper maintenance
performance reports that provide a comprehensive High and adequate
log for analysis purpose. maintenance record
The system should help to ensure that contractors For effective helpdesk
and in-house staff are effectively resourced and High process
service to the customer is measured and maintained
The system should be able to promptly capture For effective helpdesk
information; including service history, property High process
maintenance contracts and SLAs.
The system should be able to identify repeat calls For effective helpdesk
and tasks, prioritize tasks and identity unresolved High process
calls.
The system should be able to send automatic job For effective helpdesk
notifications to the relative service provider (by High process
PDA, fax, e-mail and/ or text message).
The system should be able to automatically notify For effective helpdesk
service providers of newly assigned work orders. process and facilitating
High
management by
exception
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The system should be able to trigger alarms when For effective helpdesk
an action fails to occur process and facilitating
High
management by
exception
The system should be able to receive messages on For effective helpdesk
the alarm board when a work order fails to be process and facilitating
High
completed within the appropriated time line management by
exception
The system should be able to generate real-time For effective helpdesk
status report (open or close) for selected work High process
request/ orders by selecting building.
The system should have the capacity to handle For effective helpdesk
multiple technicians or cancellations. It should also process
be able to confirm receipt of a work order/request High
automatically to a request-or with a request number
and any other optional customized messages.
The system should be a professional multifunctional For proper and effective
management tool for any size of project; from minor High project monitoring
work to large capital expenditure projects.
The system should be able to capture all internal For proper and effective
and external costs against each other contract for a High project monitoring
project.
The system should allow registration of all projects For proper and effective
documents (from tendering to commissioning High project monitoring
results) by integrated documentation.
The system should allow exportation of basic plans For proper and effective
to third-party software like MS project for critical High project monitoring
path analysis and other operations.
The system should provide the capacity for tracking For effective visitors
employees and equipment with detailed activity log High management
by individual or groups, provide access control in
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conjunction with entry systems and provide visitor
management functionality (including data entry,
badge design and printing)
The system should be able to verify visitors, logged High For effective visitors
and badges printed quickly and reliably. management
The system should be able to track visitor and High For effective events and
equipment- so that both visitors and equipment facility management
entering and exiting a facility are tracked. It should
be such that equipment tags can be custom
designed and quickly produced. Return events
should be automatically scheduled during checkout
and should also be such that notifications occur if
equipment are not returned by the schedule time.
The system should be able to provide diagnostic For effective events and
technologies which support optimum equipment High facility management
performance.
The system should be able to diagnose maintenance For proper maintenance
and service requirements and anticipate the and adequate
High
condition of a piece of equipment or components maintenance record
based on its utilization and age.
The system should have Unique identifier for all This is to ensure the easy
assets. This should be generated by the software as identification of all
High
Building Code/System assets
Code/Tag/Number(concatenation of the asset ID)
5. CAFM REPORTS
Below is a list of high priority reports from the CAFM system.
MODULE REPORTS
User Reports Account Permission, Details of Instruction Set
Asset Management Module General Listing of Top Ten Assets with Breakdowns,
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Detailed Listing of Asset Downtime, General Listing of Task
Downtime on Assets
Property Management Module Detailed List of Bookings
Service Level Agreement (SLA) General Listing of Task Performance, Task Summary
Management Module Analysis, Performance Report for Tasks Closed, Summary
of Task Received by Period
Planned Preventive/Routine General Listing of PPMs assigned to Assets, General Listing
Maintenance Module of Assets without PPMs, PPM Planner Report Dormant
Task Allocation
Project/Contract Management Project Details, Completed Project Performance Summary,
Module Project Task Performance
Visitor Management Module Visitor Passes
Help Desk Management Module Task Based Audit Trail Report, Customer Satisfaction
Report.
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