The arcticle describes the mechanism of digitizing your facility and workplace management processes with increasing order of maturity.

1. Voice of lndian Cleaning lndustry
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CLEANING INDUSTRY
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Posted at Mumbai Patrika Channel Sorting 0ffice. November 2018. Date of
G*ffi{rue@NOVEMBER 2018 . VOL.: '14 . ISSUE: 11
Registration No. MNWl 0912016-201 B
Publication 2nd of every month. Posted on 15th & 16th of every month.
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lean Indi aA Magazine on Cleaning Technologies, Hygiene Solutions & Facility Services
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2. kMATAGE*E*'I
he evolution of modem buildings
has revolutionised the role of
facility management in cur:rent
epoch. The considerations
towards occupier satisfaction,
sustainability, costs, risk management
and brand perception make this role
extremely demanding. And this turns
into a challenge when organization
encounters sub-trained manpower to
handle the FM processes.
In such scenarios, the need for
technology enablement comes to
the fore to reduce dependence on
individuals. It will not be absurd
to say that among the typical
organizations; facility operations quite
often lag the other business functions
in adopting technology. For last 30-40
years, ERPs, CRMs, HRMS, SCMs
and several other enterprise solutions
have been driving the organization
processes towards business
excellence. However, an integrated
facility management solution is still
considered a novelty atmany places.
Considering the maturity and
D i g ita lizi n g Processes
vishal Mani, country Head of MCS, shares a brief on how Facirity
Management is moving on to the digital platform and the areas that can be
digitalised to simplify processes.
acceptance levels of organizations,
the technology enablement in facility
domain can be stacked up in 4 levels
as per the following diagram.
Level 1: It is the most traditional
model of executing facility operaiions,
where the use of technology is limited
to office applications. The processes
are dependent on the bright gems of
facility team aka super stars, who
processes service requests on phone
calls limiting the mechanism to
track closures. Assets, maintenance
plans. Iegal compliances. energy
consumption and checklists are mostly
listed down on paper or excel sheets,
which ensures that tasks are completed
but precludes the team to measure
KPIs in short time frame. The biggest
drawback of this model the is lack of
insight and aggregated reporting at
any level.
Level 2: Companies operating at
level2 adopts technology for facility
operations but often ends up deploying
disparate systems for different
processes. Help Desk lor service
requests, CMMS (Computerized
Maintenance Management Systems)
for asset maintenance, BMS for
energy controls etc. brings efficiency
and transparency in operations.
This works well for smaller and
medium sized portfolios but opens
the gaps while operating for larger
organizations.
With the growth in portfolio
size, operational parameters need
enhanced analysis for better planning.
For example, the TCO (total cost
ofownership) ofan asset can't be
determined unless the data from
AMCs (annual maintenance contract),
preventive maintenance and reactive
breakdowns are available in a single
application to take Repair Vs Replace
decision. Availability of siloed
systems can bring few KPIs, but they
need to be consolidated for generating
meaningful information required for
business decisions.
Level 3: At this level the enterprises
bring the three dimensions of Realz
Estate, Facilities and Workplace
together to get a unified view of their
organization operations, which is
possible with the help of Integrated
Workplace Management Systems
(rwMS).
Very often workplace strategies and
lifecycle costs offacilities drive the
real estate investments.
Likewise, real estate decisions
impact the workplace ecosystem and
facility operations for a long term.
The perfomance of these three
have major impact on organization's
performance, brand and workforce
motivation. >
1:
Real Estate - Facilities - Workplace
Stand-alone/Disconnected Svstems
Help Desk lCNwS ; eV'S
Clean lndia lorrmal I
N;;#i,;i;diB' i www.cleanindiajournat.com
Office applications I Paper & Registers
PDFs I Excel I Repositories I Paper check lists
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Smart Buildinos
IWMS - loT/Sensors - Big D"ata Analytics
Level 2
. Level 1
Four Levels of technology enablemeni in Facilities lVanagemenl)

3. MANAGEMENT I
ffiEry
Level 4: At this level the
sensor technoiogy and smart
touch points lranslotm a
constructed building into a true
smarl building, whereby IoT
devices connects the various
buiiding systems enabling better
monitoring and controi
Smart buildings are capable
of processing data from IWMS
systems, IoT devices and various
other touch points to enable data
flow across building systems.
Such connected systems
generate large amount of data,
rvhich is usually stored and
analysed in in big data platforms
for enhanced reporting.
To take an example, space
occupancy sensors can be
deployed at rvorkplaces to
monitor the usage and optimise
real estate. Additionally, this
data coupled with comfbt
sensors can be used to control
the HVAC systems to manage
thermal comfort inside the
building. Such systems can
lead to significant real estate
and energy costs savings,
rvlrich accounts lor majority
of the facility budget in any
organization. The image belou,
shorvcases the reai time space
occupancy mapped on the floor
plan enabled using sensots.
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In addition to the sensors, smart
buildings also provide smart touch
points for the users to interact rvith
building resources. The next gen
rvorkforce is mobile and has gone far
beyond desktops and laptops. These
smart touch points can be mobile
applications, touch screen kiosks,
chatbots etc for them to reserye
meeting rooms, parking, workplaces
or even raise service requests for
facility sr-rppofi.
Such systems are essential to
create buildings rvhich cater to the
aspirations ofthe occupiers and bring
deep usage statistics and controls in
the hand ofback-end managers.
i;'iorlie Aci-rs To:.tch screen kios<s
(S3i:c€ i. i,'ir.Cc:J"'lJ collr
The next wave of innovation in facility
management is heading torvards Artificial
Intelligence and predictive analytics.
Companies who have been leveraging
IWMS, CAFM, CMMS systems and have
interconnected systems based on IoT
devices rvi11 soon be sitting on huge pile
of data. The same data needs to be mined
for triggering technicai interventions and
optimisation.
Conclusively, the technology needs to
be evaluated based on business needs and
long-term objectives. Facility management
plays a key role in brand building and user
satisfaction of occupiers. The advantage
of IWMS or smart building solutions
can conveniently justify the
investments and help recover the
Rol, provided they a1e planned
and deployed appropriately. The
choice of IWMS partner, top
managernent buy-in. business
orvner involvement along rvith
proper data management & user
training goes a long rvay to make
any iWMS solution successful. -",i
FACILITY