Facilities Management software is used to manage and consolidate data across all aspects of an FM operation. From the helpdesk to the performance of contractors, it provides essential insight for the facilities professional into how the workplace is being run and enables benchmarking across the property portfolio.
Facilities Management software reporting has developed exponentially in the past five years. Gone are the days when reports only came in textual format. Instead facilities professionals can now access their data in a variety of formats, bespoke to their needs. The look and feel of reports, once standardised, is now heavily influenced and personalised according to users’ individual requirements.
Accessibility has also advanced. A retrospective view of a facility or portfolio’s performance and after the month end is no longer adequate. Some of the Facilities Management software providers responded to the more challenging market demands by providing real-time data and transforming it into meaningful and actionable operational information, used to provide detailed visibility of important factors such as performance and compliance reporting.
Now, by constantly monitoring performance with live reporting on a dashboard, the user can adjust its service levels appropriately. The demand for dashboards in Facilities Management software is increasing because they provide Facilities Managers with graphical information that drives business decisions on a real-time basis.
More generally, Facilities Management software reporting is not just about analysing the performance of an FM service provider or a contractor, although contractor performance and monitoring of service level agreements is an essential aspect. It gives vital understanding on a number of other things, including:
This type of specialist data enables facilities professionals to make informed decisions about FM strategy and direction. For example, should the data show that an asset such as a boiler or chiller regularly breaks down and requires reactive maintenance visits, then the facilities manager can consider whether he has the correct assets / spares for the job and whether additional capital investment is justified. They can also assess the suitability of the asset’s preventative maintenance regime. This could be particularly pertinent across several sites with similar assets, where the reports generated by Facilities Management software can compare asset performance and ascertain which assets perform the best in which environments.
Facilities Management software reports can also help to ensure optimum staffing levels for the help desk, and the ideal location of maintenance teams. By analysing the pattern of timing of calls to the helpdesk, the facilities manager can ensure the correct resources are available to answer calls and then deal with the reactive maintenance query. The nature and geographic location of calls can help to ascertain whether a mobile or static maintenance team is most suitable, and if static, where they should be based to ensure that the organisation is using its facilities team most effectively.
This type of FM data can help to reduce maintenance call-outs, thereby cutting both costs and carbon emissions. For example, the helpdesk operator receiving a reactive maintenance call for a specific site could run a quick report from the Facilities Management software application on the planned preventative maintenance regime for that facility. The decision could then be taken to combine a reactive maintenance visit with a PPM visit if appropriate.
Overall reporting from Facilities Management software transforms operational data into meaningful information which provides visibility of FM performance against KPIs, provides stakeholders with visibility of performance, drives process improvements, delivers financial control and long-term costs savings, supports environmental strategies and identifies trends and relationships to support future FM strategies.