Facility management FaMa+ CAFM

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.

The energy management module of product FaMa+ EM deals with the registration, monitoring and evaluation of information on energy management. It concerns a certified system for energy management according to CSN ISO 50001.

It supports the prediction, monitoring and evaluation of the consumption costs for all energy kinds within an organisation with the goal to efficiently manage energy support of the organization and its conservation of energy. A practical tool to identify energy losses and leaks. Inside the system, any consumption location can be split into ratio locations  (a centre, office, apartment). One can also track the consumption of specific devices such as air conditioners, etc. The system also takes into account the climatic data, based on which it then recalculates the heat consumption. It is possible to monitor the consumption with respect to selected energy performance indicators (for example consumption p, m3, person etc.), and other options of allocating costs. Entry data for an energy exchange (commodities exchange) present one of the system outputs.

Comprehensive energy management solution covers, among others, the following areas:

• Registry of contractual relations with energy suppliers,
• Entry of own measurements.
• Registration of invoices and their allocation.
• Calculations of energy performance indicators.
• Costs optimization.
• Supporting documents for an energy exchange.
• Planning costs and consumptions.
• Remote energy metering.
• Notifications about exceeding the limits.
• Comparison of input and target values.

Using the energy management system, one can measure energy consumption, on the basis of which it is possible to perform a detailed analysis of the individual consumption sources and compare data over time and  measured devices or system parts with one another In addition, it allows comparing consumptions with selected characteristics of the measured objects. The main benefit of energy management is the option to monitor the consumption on individual meters in real time. The system is reporting a very detailed data in time. Real data obtained can be used to effectively assess and propose options for action, since it works with the real data, not only with the approximation of tabular values from the operation of the equipment in the laboratory conditions.

Thanks to the energy management system, you get:

• A tool to unify the methodology of costs allocation.
• A system indicating the boundaries of the energy management system.
• An option to track the energy characteristics of buildings.
• Support for the systematic collection of data.
• An option to receive automatic meter readings.
• Continuous overview of consumption and costs.

FaMa+ EM system offers a wide range of options regarding visualization, and notifications. Within the system, one can set email and SMS notifications at different levels and in different phases of the record life cycle. Furthermore, it allows a set-up of colour visualization in the form of a record colour mark, or a colour highlight of entire row when exceeding the defined values allowed. For example, when exceeding the maximum allowable consumption.

• A comprehensive look at all documents or only selected ones according to user-defined hierarchical structure of document kinds accessed based on user roles.
• The availability of all attached and related documents at the time of work with a particular item (medical device, equipment, area, request, work order, work procedure, tenant, etc.) controlled by access and competency rights.
• Handover of documents between the parties in processes using the database  – transfer of access rights to documents to data inside.
• Definition of the document lifecycle.

Module External relations management of IS FaMa+ supports procurement of goods and services from external suppliers (such as creation of purchase orders and subsequent registration, settlement and posting of received invoice slips and their items).

Benefits:

• Central electronic register of all purchase orders allows evaluating the fulfilment of deadlines and quality of deliveries by individual suppliers.
• Central electronic register of received invoice slips for administrative, operational and maintenance services and their breakdown allows user to allocate the costs to matching objects and to support decisions on cost optimization.
• The purchase order process and the process of invoice breakdown are flexible and  adjustable according to internal processes and valid regulations, it is customizable if changes in processes are needed.
• Electronic form of the documents (purchase order, received invoice slip) and the option of its sending via internet speeds up document processing and reduces the risk of its possible loss or damage.
• Flexible settings of approval process for purchase orders and received invoice slips according to financial limits, org. units, factual cost breakdown, and suppliers.
• Easy and efficient allocation of costs incurred on external supplies to the appropriate cost centres.
• Automated breakdown of the costs on received invoice slips by purchase order.
• Basis for decision making on the optimisation of cost structure for administrative, operational and maintenance processes of the organization.

The module allows:

• Issuing purchase orders through its manual entry into the system or in automated way based on work orders, automatically generate an issued purchase order according to ordering criteria based on material quantities on stock cards , or eventually on unfulfilled reservations.
• Issuing purchase orders from repeated activities, requests for material from the relevant modules.
• Using templates of standardized texts into a purchase order.
• Setting up a flexible process of purchase order approval by management according to the approval limits.
• Setting up the approval of purchase orders with the use of electronic signatures, including time stamps.
• Automatic sending of purchase orders to suppliers in the form of e-mail messages with an attachment.
• Integration of purchase orders into the register of contracts.
• Setting the process of tracking the course of purchase order fulfilment with the option to send  email reminders or complaints to external supplier.
• A link to a Stockroom management module, in order to generate stockroom documents from purchase orders.
• An option to connect the module to the recording and accounting of received invoice slips in the external accounting system.
• Settlement of received invoices for external service on CC with fixed amounts, with the amounts as a percentage according to a defined rate of settlement.
• Settlement of received invoice slips for an external service with the use of supporting documents from an already processed purchase order or using supporting documents from service contracts.
• Entry of allocated costs into the expense book.
• Allocation of costs originating from the external supplies based on defined rules, for example on CC, Supplier, Organization unit, Ordering place, Object types, a Request kind, Action, etc.

Functional properties of module Graphical presentation of data:

• Central and up-to-date electronic  construction drawing documentation (in one data storage, in single entry format).
• Visualization of organization’s real estate in space context.
• Unification of standards for creation and processing of drawing documentation and its identification.
• Etc.

The aim is to provide central management of recurring activities, e.g. various checks, inspections, surveys, etc. The need for and frequency of the repeated activities execution can be based on legal requirements, or may also result from internal corporate rules of the organization.

Benefits:

• Effective planning and monitoring of periodic activities and inspections (reduction of risks tied to delay and omission of duty).
• Prevention of adverse events in the workplace during the use of equipment.
• An option to document executed repeated activities and therefore to prove compliance with legislative and other duties.
• A central repository for inspection reports and the check results.
• Minimizing risk of information loss caused by workers’ departure and the subsequent acceleration of the processes’ continuity while carrying out repeated activities.

The module allows:

• Settings for intervals definition of the regular safety-technical controls, regular inspections and checks (further also periodical activities) arising from legislation, standards or manufacturer’s recommendations.
• Connecting object to which the scheduled activity relates, with a link to the relevant registry (spatial objects, technical equipment, medical devices, workers, construction elements).
• Both centralized and discrete management of scheduling plans according to object types.
• To issue a purchase order for an external vendor to perform periodical activities, or where appropriate, issue a request directed to the appropriate purchasing department, which provides the ordering services.
• Mass or individual confirmation of carried out periodical activities, with the placement of an automatic entry into the operating book.
• Automatic setting of the next dates of periodic activities performance.
• Usage of a calendar component for scheduling of repeated activities.

The budget module represents functionality that is used in the field of budgetary means management, and in two possible ways:

• As integration with the central budget created and managed in the economic system.
• For the creation and evolution of the budget for the given area outside the economic system to meet the needs of the internal monitoring of budget funds.

Specific functionality of the budget module has the task to process the data supplied from the source documents (request process, work orders…) and load them into the correct budget records – as the reservation of allocation in the budget:

• As the primary check on the budget – the initial allocations (reservations) of the budget drawing.
• As an update of drawing – adjustment by the amount that changes the (reservation) drawing of the budget.

It is possible to link the request approval process with the fulfilment of/failure to meet the budgetary limits and thus ensure the management of request process with regard to a defined budget and for a given dimension (CC, Budget group, FS, period).

Benefits:

• Transparent management of budgets for management and operation of objects within the defined periods.
• Flexible definition of the budget dimensions for a more detailed breakdown of the budget.
• Instant overview of the ongoing drawing of the budget according to the status of executed work orders.
• Continuous and smooth update of the budget.
• Support of comparing and control of budgetary and actually achieved values with the option to analyse resulting variations.
• The provision of documents for decision-making regarding corrective actions to take.
• Flexible settings for process of multilevel drawing of funds from the budget (Requested, Approved, Ordered, Unposted costs, Posted costs) with continuous transfer of the fund allocation to the appropriate drawing category.
• Displaying information about the status of available financial resources for the execution of the administrative and maintenance processes, for the purchase of material, etc.
• The option to create budgets of external financing sources.

The module allows:

• Definition of budgetary dimensions according to different criteria (budget groups, organizational units, sources of funding, etc.).
• Creating structures (templates) of budgets – reusable structures of individual budget kinds, where one defines what kind of budget this represents, in what periods the budget is put together, what the budget relates to, etc.
• Automatic generation of budget appropriations from the templates – generation of individual budget records for a selected period according to the specified frequency and an entry of budget amounts.
• The break-up of amounts within the budget appropriations according to the definition in the Budget structure – this functionality ensures the break-up of amount inserted into the budget through a dialogue on subordinated items according to the definitions of ratios in the budget structures.
• Support for the approval process of budgetary appropriations, locking the authorized amounts and controlled transfers of budgetary amounts with the option to log transfer history.
• Display of information (on the request, on the budget item) regarding the status of the current budget drawing of the appropriations in various phases stages of request management process helps the user effectively deal with budgetary means.
• Reports displaying the status of budget drawing according to the source documents, etc.

Functional properties of module Inventory management:

• Up-to-date information regarding inventory status (level, availability) in individual warehouses.
• Single and unambiguous data basis (inventory catalogues, inventory movements, counting, etc.).
• Simple work with documents including support of creating necessary outputs both in digital and paper format.
• Etc.

The module supports the central scheduling of planned activities (operational, administrative, preventive maintenance, inspections, examinations), which repeat at regular intervals within the Organization and that require complex provision in terms of the requirements for material, human resources or external resources. The functionality of creating work orders based on scheduling plans allows monitoring their execution and reporting actual costs for their implementation. The module is integrated with the processes of work order management and with the data base of spatial and technical records.

Benefits

• Rapid creation and deployment of standardized technological processes.
• Effective planning and monitoring of repeated activities and inspections (reduction of risks tied to delay and omission of duty).
• Prevention of adverse events in the workplace during the use of equipment.
• Registration of the periodic activities execution (through work orders) on the basis of the defined scheduling plans, including defining and tracking the costs of these activities.
• An option to document executed repeated activities and therefore to prove compliance with legislative and other duties.
• A central repository for inspection reports and the check results.
• Minimizing risk of information loss caused by workers’ departure and the subsequent acceleration of the processes’ continuity while carrying out scheduled activities.
• An option to standardize executed activities using standard operating procedures for the activities.

The module allows

• Comprehensive management of standard work procedures, including the breakdown of the necessary materials, the desired scope of human resources by profession, technical requirements and external resources and the list of subtasks.
• Overviews on the financial and time demands of standard operating procedures.
• Initializing repeatedly scheduled activities (scheduling plans) by setting the time interval of their recurrence, setting the date of the next execution, adding more detailed data necessary for their execution, and using an option to assign a standard work procedure, which will then govern the execution.
• Connecting object to which the scheduled activity relates, with a link to the relevant registry (spatial objects, technical equipment, medical devices, workers, construction elements).
• Mass or individual generation of work orders from scheduling plans. Rich options for setting rules for generating work orders (online generation of work order after the completion of a previous one, an option to prepare more work orders for a longer period, etc.).
• Administration of external electronic documents and service contracts related to scheduling plans.
• Both centralized and discrete management of scheduling plans according to object types.
• Automatic tracking of deadlines for ensuring execution of the scheduled activities with the option to set up a color flag for approaching or passed deadlines, sending e-mail notifications to administrators of scheduling plans.
• Interface to work order module allows automatic scheduling of the next execution of activity based on the completion date of previous work order and the time interval with automatic entry into operation book of work order subject.
• Administration of the central storage of the documentation prepared while executing repeated activities.

Requests module supports administration and management of requests, and it allows authorized users from the entire organization to enter and approve requests for a wide variety of services (typically the purchase of material, cleaning up objects, moving offices, repair of devices), check the progress of their processing and evaluate and promptness and quality of provided services.

In addition to the data that are common to all requests, one can define for each request kind an individual structure of additional data, and especially the own workflow of the request processing by specifying rules for the request approval, check and overall management.

Requests system is designed primarily for use in an intranet environment and can be integrated into the intranet portal of the organisation.

Benefits:

• Comprehensible arrangement of the Web portal and intuitive means for quick request entry a contracting authority.
• Central electronic register of all requests (no defined request is forgotten and will be addressed, monitored with respect to deadlines and the quality of performance).
• Reduction of unauthorized purchases of services or purchases from unapproved suppliers.
• Requisition process is flexible and is adjustable according to internal processes and the applicable regulations of the Organization, easy accommodation of processes after changes
• Shortening the cycle of request processing (an e-mail notification adjustable in any procedural step, an option to add a comment).
• Optimization of the required services from the perspective of ordering, suppliers, deadlines and costs.
• Readily available analyses of defined indicators and associated reviews of  provided services.

The module allows:

• Entry of requests for medical devices management, maintenance, facility management, for operational services. Further requests for materials, transportation, accommodation, investment, and more.
• Entry of the request subject depending on the selection of the desired service, indicating the basic information (Description, Dates, Maximum price, Financing, Urgency, Contact person), and its submission for further processing.
• Attachment of the relevant electronic documentation to the request and its distribution with the request without necessity of having a common file directory.
• Setting the sub-process of the multi-level approval of request before passing it onto the implementation departments. Selection of the appropriate approver may be controlled by the approval limits.
• Registering on the request all communication among process participants in the form of comment structures with the option to set rules of a selective access to comment groups.
• Checking the progress of request processing from the requester’s side and recording his/her satisfaction with the respect to the fulfilment of deadlines and quality requirements.
• Speeding up the approval sub-process by generating an email notification containing a url link  to the appropriate approver and providing the approver with a direct access to the approved request.
• Dispatch of email notifications to the participants in the process of request solution (notification of exceeding the estimated price, warning before expiry of the time specified for the task solution), etc.
• Escalation of request to higher levels of management, if the request is not being implemented.
• Archiving resolved, rejected or cancelled requests with the option of their reusing.
• The availability of costs incurred on request processing after its scheduling by the implementer, including the availability of all the documents related to the request (purchase order, received invoice slip, internal work order).
• Recording the statistical information on the frequency and level of the services provided according to user-defined criteria.
• Together with the Budget module, checking and updating of the available financial resources for the implementation of the requested services, up to the level of cost centers.

Functional properties of module Helpdesk:

• Overview of execution of operational, administrative , service and maintenance activities.
• Provable basis for quality monitoring and deadline fulfillment of WO.
• Flexible  WO process (set given organization’s internal processes and valid legislature).
• Etc.

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.

Functional properties of module Lease management:

• Detailed ledger of leased space (office, flats, parking spaces, etc.).
• Detailed ledger of leased furnishings (telephone, antenna, overhead projector, etc.).
• Detailed ledger of leased services (cleaning, security, data services, etc.).
• The module covers both short-term and long-term lease management.
• It includes a coherent ledger of contracts, documents and price lists for use including it easy and effective management.
• Basis for decision making regarding leases portfolio optimization.
• Comprehensive management of necessary tenant  and flat-mate data.
• Effective cost/benefit analysis tied to space use.
• Etc.

Functional properties of module Value analysis:

• Monitoring of arbitrary numerical values of selected indicators that information system FaMa+ uses (f.e. course of incurred costs, number of claims, etc.).
• Simple and all-around appraisal of relationship among service/product usefulness, costs, investments and labor resources.
• Tool for measuring of effectiveness of service/product use.
• Tool for wasted cost prevention.
• Etc.