Management of public assets FaMa+ AM

Functional properties of module Personnel records module:

• Management of electronic documents associated with a worker.
• In relation to spatial records and graphic presentation displaying the location of the worker in the drawing documentation.
• Keeping work records for a worker.
• Manage external electronic documents.
• Recording all actions related to the worker (e.g. register equipment which is at the worker’s disposal).
• Graphic visualization of the query results based on user selection criteria (affinity of workers to organizational units, etc.).
• Together with other modules (Lendings, Technical records, Requests, Work orders) registration of all events related to the worker ( on equipment which is at the worker’s disposal, on articles borrowed, on passed trainings and instructions, etc.).
• Registration and management of employees’ personal cards and concluded work contracts (link to personnel, various certificates, education attained and final exams, expert tests and their validity, registry of health checks and their validity, etc.).
• Monitoring the whole process of the employee’s functioning in the company – entries and exits, changes in the work or wage classification (all with an option to register the date when the change took place).
• Modification of the employee data – the entire system focuses on easy and unified editing of items.
• Creation of custom reports, outputs and statistical overviews.

It is used to fully describe the spatial layout of own or managed real estate assets and to display spatial data in graphic presentation.

Benefits:

• Centralised and up-to-date registry of sites, buildings  and parcels in one data storage, in a single data structure while using access rights differentiated according to user roles and competences based on selected values (controlled access to data).
• Centralized management of a wide range of construction and technical parameters (e.g. dimensional, area, operating parameters) to spatial objects with the option to expand their scope without having to program modifications.
• Registration of external complex construction-technical documentation and other documents related to real estate.
• Documenting execution of the various activities over area in the Operation book.
• The uniform methodology and rules for collecting technical information on spatial objects and for continuous updates of spatial records
• Overview of vacant/used areas.
• A direct transition from the registered spatial units to the graphical view.
• Unique identification of objects (equipment, staff) placed on the areas including their spatial context, in the form of easy-to-view graphical outputs.

The module allows:

Spatial records

• Automatic saving of changed values in technical records to the history including timestamps.
• An option to specify during the definition of a technical record an enumeration of allowed values, which the figure may have. These enumerations can be populated without the need for the implementation of programming modifications.
• The user settings of rules for associating technical records with the types of spatial objects (for example one set of technical information for a building, another one for a room).
• Unique coding for each site, building, floor, room, parcel.
• The option to display individual subordinated records broken down in the hierarchy of e.g. Campus, Building, Floor, Room.
• Display and work with records under registry of areas, information about their links with the graphic presentation of data.

Graphic data presentation

• Display (of vector, raster and hybrid data), administration and modification of drawing documentation.
• Two-way interactive communication between the graphic objects in the browser and relevant descriptive data associated with these objects in the connected modules (movement from the object’s descriptive card to the drawing and back).
• Display of user-defined symbolic pictograms (icons) in the graphic plan, representing equipment (device) of the area.
• Graphic visualization of the results for the query are defined based on user selection criteria (area types, affinity to organizational units, etc.).
• Support of color visualization for viewing/searching areas in the drawing documentation according to user-defined selection criteria (area kind, affinity to organizational units, etc.).
• Printing drawings in the regime „cutout“ or „whole drawing“.

Module Technical records provides a detailed registry of technical equipment (TE), including scheduling and monitoring of selected activities over TE resulting from valid legislation.

Benefits:

• Centralised and up-to-date registry of technical equipment  (in one data storage, in a single data structure) while using access rights differentiated according to user roles.
• The unification of methodology for registering technical equipment and identifying them (encoding).
• Improving care for the technical equipment, limiting the risk of delay and omission of duty.
• The rapid availability of documentation related to the safe usage of technical equipment.
• An overview on the value of technical equipment, write-offs, organizational units and persons who have it at disposal.
• Support for decision making about the optimization of technical equipment on the basis of comprehensive and easily available information.
• The uniform methodology and rules for collecting technical information on technical equipment and for continuous updates of technical records
• An accurate overview of the scale and composition of the organization’s technical equipment. Making complex information about technical equipment available in one place.

The module allows:

• Detailed records of technical equipment in the ownership of the organization.
• Register technical equipment according to types, classes, production models, register the availability of operation manuals and operation book.
• Record information on products, suppliers and organisations providing service of technical equipment.
• Register current assignment of technical equipment for use of organizational unit, cost center and its association with inventory section or location. To register administrator of technical equipment.
• More complex equipment can be subdivided into components, with which one can work in the same way as with equipment. Manage the accessories of technical equipment.
• Print of barcode labels with registration data on the technical equipment.
• Monitor the warranty of period technical equipment using graphical visualization of technical equipment within the warranty period in order to decide about its service and repairs.
• Administer an operation book of technical equipment with protocols about operational tests, regular inspections.
• Share accounting information about technical equipment through a link to accounting registry for long-term assets.
• Support of user settings for association rules of technical equipment with spatial objects.
• Support of online aggregation of selected technical record values of technical equipment assigned to the end nodes of the spatial hierarchy on the top nodes in accordance with the arrangement of the spatial hierarchy.

As an extension of the Spatial records, the Construction records module manages detailed registry of construction and technical elements of the buildings.

Benefits:

• Centralised and up-to-date registry of construction and technical elements of buildings (in one data storage, in a single data structure) while using access rights differentiated according to user roles.
• The unification of methodology for registering construction and technical elements of buildings and for identifying them (encoding).
• Improving care for the structural elements of the spatial objects, limiting the risks of delay and omission of duty.
• Support for decision making about the optimization of construction and technical elements on the basis of comprehensive and easily available information.
• The uniform methodology and rules for collecting technical information on construction elements and for continuous updates of construction records
• A precise overview of the scope and composition of the construction elements in the spatial objects of the organization.
• Making complex information about construction elements available in one place.

The module allows:

• Detailed records of construction elements (doors, windows, facades, plumbing elements, tiles, …) in the spatial objects owned by the organization.
• Assign structural elements by type, the option to distinguish between group and individual construction elements.
• Record information on products, suppliers and organisations providing service of construction elements.
• Monitor the warranty period of construction records using graphical visualization of an element within the warranty period in order to decide about its service and repairs.
• Together with other asset management modules (Requests, Work orders, External relations) record all events associated with construction elements (requests, purchase orders, invoices) and costs incurred in the management, maintenance, service and operation.
• Automatic saving of changed values in technical records to the history including timestamps. An option to monitor changes in a technical record value.
• The user settings of rules for associating technical records with the types of construction elements (for example one set of technical information for a roof, another one for a facade or chimney).

Creating variants of individual movements takes place in the graphical view on the data (directly in floor plans) or through changes in the associated descriptive data. In the graphical view, there is an option to colour rooms according to the colouring criteria for individual proposals (variants of moving). One can move the selected workers individually or several at the time.

During the course of moving it is possible to update the moving proposals according to the current state in personnel records (start or termination of employment).

• Controlled placement of workers and execution of changes in their organizational and spatial assignment.
• Restricting changes in the workers placement based on their organizational units.
• A graphical (floor plan) view of the workers placement.
• Modelling proposals (variants) of workers movement within the organization.
• Update of variants according to the actual status of the workers during the course of move planning.
• Attachment of any documentation to the moving case (variant).
• Analyses of spatial objects (building) occupancy.
• Setting a ban on the movement of selected individuals.
• Keeping a history of moving cases and a history of workers and departments placement.
• Using competencies to restrict access to individual moving cases through access rights.

Functional properties of module Central register of real estate:

• Extension of available asset  information with Central Space Register (Cadaster of Real Estate) data for real estate assets.
• Exploitation of national level indices for reports compulsory for public organizations.
• View of real estate location on the central space register (Cadaster of Real Estate) map.

The module allows:

• Attaching an electronic document to a contract record (e.g. a scanned document)
• Linking contract to an object registered in the application related to the subject of the contract, for example an area, technical equipment, workers.
• Administering the history of a contractual document, its versioning, labelling its currently valid version.
• Registration of addenda to contracts.
• Overview of all contracts registered in different modules of the application.
• Notification of the contract validity end (automatic visual notification of the upcoming expiration of contracts validity in predefined advance).
• Sending a notifying e-mail message regarding the upcoming expiration of the contract to the responsible persons.
• User-definable workflow  – for a contract record it is possible to define any workflow with which one can keep track of what stage of the contract it currently resides, for example contractual negotiation, proposal, proposal approval, contract concluded, contractual relation terminated, etc.
• Provision of access to documents according to the roles – securing data against an unauthorized access, modification or deletion.
• The option to enter a contract only by the designated employee of the company.
• Setting up the life cycle of the contract under the approved parameters.

Solution benefits:

• Getting an overview of consumption locations and their take-offs, costs – time savings = cost savings, streamlining of work, all in one place and in well-arranged way.
• The feature to assess the results achieved (implemented measures) – a comparison of buildings, annual comparison etc., evaluation of cost profile and return on investment.
• Comparison of running values of consumption against set objectives for individual take-offs/buildings – evaluation of the cost profile and return on investment.
• Automatic evaluation of EnPI (energy performance indicators) with the target values – Detailed analysis of indicators can be used to save on operating costs.
• Introduction of the system according to the ISO 50001 – requirement of the legislation, a transparent energy management that meets the standards.
• A transparent register of invoices – notification of irregularities with the option to lay a reclamation. Cost savings when finding irregularities.
• An option to prepare documents for the energy broker (commodity exchange) with the verification of consumptions and the reserved capacities – cost savings when negotiating the optimal conditions.
• Proposals for the optimization of the distribution rates based on the current consumption diagrams – cost saving on the amount for the distribution.
• Computations of optimal reserved capacity gas – cost savings for booking and any eventual overrun.
• The option to automate entry of meter readings – time savings = costs savings.
• The option to automate entry and break-up of invoices – time savings = costs savings.
• Automatic prediction of the future period consumptions –saving time when planning budgets and the costs of the operation.
• Uniform database, easy access to data – transparency.

Functional properties of module Asset management operations:

• Registration of activities related to the management of assets (acquisition, disposal, donation, easement, etc.).
• Registration of requests and assigning a number to the business case.
• Easy inspection of compliance with all of the required operations (continuously filled in registration worksheet).
• Clear management of all documentation to the case.
• Setting up the specific rules for handling different types of related operations.

Functional properties of module Long-term assets:

• Central overview of the managed fixed assets (linking many types of data – classification, accounting, tax, operational).
• Possibility of assigning the assets to the organizational unit, the room, the responsible employee or inventory unit.
• Possibility to define the accounting prefixes for each asset movement.
• Possibility to record additional information about the fixed asset (e.g. manufacturer, supplier, warranty date, serial number, project assignment etc.).

Functional properties of module Stocktaking:

• Implementation and evaluation of inventories of fixed and tangible assets.
• The use of barcode technology and RFID technology of RF chips.
• Overview of the registered property state, the creation of inventories, etc.
• Printing of rooms’ and objects’ barcodes.
• The creation and printing of reports on the status and operations of the property.
• Etc.

Functional properties of module Restoration of buildings:

• Qualified planning of both recovery and maintenance of construction objects.
• Simple and uncluttered design and optimization of cyclical costs of reconstruction and maintenance of the objects.
• Management of various types of structures, components and construction production pricelists.
• Automatic generation of the file (scheme) of recovery of construction and structural elements.
• Planning and optimization of the funds spent on the reconstruction of objects.
• Etc.

Functional properties of module Immovable assets register:

• Monitoring data on the state of the use of property, property rights and other data.
• Analyzing prices of individual properties, the age of real estate, real estate operation costs (energy, repair, service, etc.).
• Monitoring the development of the real estate in time (history of use, market price development, etc.).
• Possibility to connect related documentation (expert opinions, building plans, etc.).
• Etc.