How much does it cost to install an IWMS system?

Knowing how much a company is going to invest in an IWMS system before they invest in it is naturally what any client is concerned about.

To give just one blanket number is impossible because there are many features that can be bought in an IWMS. It is very customizable. It is similar to looking at the different types of features in a satellite dish TV package, though, unfortunately, satellite TV is not one of the features available in an IWMS.

What features are available?

Features range anywhere from tracking physical space to tracking cost and even building certifications. AutoCAD drawings, highlights by department, occupancy/vacancy, realization and utilization, and asset tracking are some examples of physical space that can be tracked. By means of cost tracking, lease management, capital budgeting, and project management are just a few examples of this. MSDS specifications, LEED building and compliance can be tracked. Even work requests and mainenance can be tracked with features such as building operations, on demand work, preventive maintenance, and housekeeping.

Depending on the combination of options a client wants, IWMS systems can be relatively inexpensive or a large amount of money.

How much does all this cost?

Historically, in the last four years, RSC's proposals were:

• $700 (lowest)
• $370,000 (highest)
• $75,000 (average)

IWMS is very maleable to what companies need and want to track, not only in terms of features, but also cost. RSC is willing and committed to finding this perfect fit for companies.


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The Two Scheduling Approaches for Preventive Maintenance Work Orders

Preventive maintenance work orders are proactive actions, like changing oil in a car regularly, or putting a new roof on a house every fifteen years. Companies require maintenance requests on air handling units, elevators, life safety equipment, etc.

In IWMS, there are two types of preventive maintenance requests: fixed and floating. Each has its uses and its downfalls.

Fixed Preventive Maintenance Requests

A fixed request follows a set schedule as to when the maintenance needs to be performed and sends out notifications accordingly. For example, if a regulatory agency requires that a certain piece of equipment needs to have work done every three months, the IWMS system can be set to send out a notification every three months regularly.

The downfall to this type of maintenance request is that if the craftsperson gets busy, as they do, and cannot complete the request according to the schedule, the notification will still be sent on the preset three month schedule, whether the work has been checked as completed or not.

Floating Preventive Maintenance Requests

A floating request does not follow a set schedule, but instead adds the interval from the last date the maintenance was performed. So, if a piece of equipment needs to be maintained every three months, the three months will be added from the last date on which the work was completed. 

The downfall to this type of request is that if a regulatory agency requires that the maintenance be done four times a year and the craftsperson is unable to complete the work, it may not fulfill the deadlines and regulations the agency has put. This feature is better for equipment that does not require a regulatory review.

Either of these two features are good for maintaining a variety of equipment depending on the different regulations put on them. Companies can use either or both of these features for an effective and regular maintenance.

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ARCHIBUS Applications: Furniture & Equipment Management

The purpose of ARCHIBUS' Furniture & Equipment Manager is to monitor and control physical asset cost and utilization to increase organizational accountability.

Benefits

• Manages asset ownership and usage to increase organizational accountability and reduce costs
• Reduces the need for write-offs by tracking the location and depreciation of assets
• Facilitates trial layouts for analyzing various move options before executing them
• Executes simple moves, adds, and changes to maximize/minimize disruption and sustain productivity
• Analyzes the financial impact of furniture and equipment inventories

Effectively managing physical assets, such as furniture and equipment, is vital to maintaining the financial health of an organization. Yet trying to track the changeover of assets and staff while keeping an eye on costs can often seem overwhelming. The ARCHIBUS Furniture & Equipment Management application is an AutoCAD®-based solution that helps you manage those assets cost-effectively and design more productive work environments. This application also helps minimize costs and maximize productivity in the planning and execution of individual or small group moves,
adds, and changes. Organizations encountering large group moves or complex move/add/change processes can also implement the Web-based ARCHIBUS Enterprise Move Management application.

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ARCHIBUS Applications: Asset Portal

Track and manage physical assets to improve data accuracy, increase asset utilization, and optimize acquisition or disposition decisions.

Benefits

• Delivers improved furniture and equipment utilization rates, which can reduce capital expenditures by as much as 10% annually
• Tracks and manages asset ownership and usage to increase organizational accountability and promote redeployment opportunities
• Ensures compliance with financial accounting requirements and/or regulatory mandates
• Establishes a coherent process for integrating asset planning, acquisition, tracking, disposal and investment recovery
• Maintains an accurate inventory of network infrastructure to facilitate improved planning and a high level of internal customer support
• Asset Management Screenshot

Asset Portal provides the means to improve data accuracy of the asset registry, increase asset utilization, and optimize asset acquisition and disposal decisions within an overall capital plan

Increasing asset utilization and optimizing acquisition and/or disposition practices are essential to increasing organizational efficiency and achieving superior financial results. ARCHIBUS Asset Portal provides the means to improve data accuracy of the asset registry, increase asset utilization, and optimize asset acquisition and disposal decisions within an overall capital plan. Asset Portal’s capabilities go beyond a merely financial focus and can also trace assets to the entity that is responsible for the asset, the cost center or department that depends on the asset, and/or the physical location where the asset resides. This helps increase organizational accountability and facilitate asset redeployment, when appropriate.

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ARCHIBUS Applications: Space Inventory & Performance

Evaluate and plan space usage to maximize efficiency and decrease total occupancy costs

Benefits

• Delivers flexible, self-service reporting for effective space allocation and cost control
• Improves evaluation of building performance and enables accurate benchmarking
• Enhances design/planning capabilities to use space more efficiently
• Helps achieve business results with ARCHIBUS Quick-Start, a productivity aid which includes tutorial videos and “How To” instructions
• Increases productivity with ARCHIBUS All-in-One Home Page with quick access to 80% of tasks

Use the single view, easy to use space console or mobile interface to manage space assignments to departments and employees, plan for future space needs, and report on portfolio-wide space utilization

Knowing how much space an entity has, and how efficiently it is being used, is essential for managing the organization’s Total Cost of Occupancy. To expedite self-service access to space inventory and usage reports for decision support, ARCHIBUS Space Inventory & Performance provides an integrated Webbased solution for viewing and managing an organization’s different types of space (such as departmental boundaries/rooms/common areas, vertical penetrations, service areas, and more) to ensure optimal space allocation. With this application, managers can plan for greater space efficiency by co-locating departments and identifying opportunities for consolidation.

*All information was provided courtesy of ARCHIBUS

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Key Management and CMMS

Bob: You talk about needing approval in several levels. Does it connect any of the work order system to be able to get those approvals or is it separate? How does it work?

Todd: The approvals happen entirely through the key control system that we have implemented for them. One of the things that does happen is that keys are a physical asset just like anything else and if you’re out of keys you usually have to generate a work order to produce more. That is one of things that the key control system does in talking to the rest of ARCHIBUS. When key volume is low and the system can see that there is a request for those keys coming it will generate a work order to build more of those keys. 

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ARCHIBUS Applications:Commissioning

 Collect, coordinate and share building information to identify and correct design/build issues prior to occupancy

Benefits

• Streamlines the verification process that a facility and its systems meet the as-designed specifications and owner requirements
• Provides the mechanism to identify and correct problems early in the design/build process
• Reduces costs associated with post-occupancy troubleshooting, claims, and corrective work
• Optimizes downstream building performance by providing the tools to support continuous improvement in energy and operational cost savings

ARCHIBUS Commissioning helps ensure smooth deployment of complex building systems and maintenance practices, resulting in fewer start-up issues and maintenance errors/omissions



Building owners are often hindered by the lack of effective and efficient communication during the design, construction and commissioning stages, resulting in unnecessary costs and operational inefficiencies. The ARCHIBUS Commissioning application helps solve this problem by capturing and coordinating graphic and non-graphic data – including Building Information Modeling (BIM), as-builts, shop drawings, maintenance manuals, space, and equipment information – in one central repository. The application makes all data elements searchable and accessible for viewing using a Web browser or a mobile device. And the application correlates all the information to confirm a facility and its systems meet the as-designed specifications. ARCHIBUS Commissioning also helps lower the costs associated with claims and corrective actions, as well as optimize downstream building system performance.

What is the limit to tracking in an IWMS system?

Matt: IWMS systems seem to come with an infinite potential to track things. How and where do you draw the line for what to track?

Bob: That is an excellent question. An IWMS system comes with twenty, thirty, forty, even fifty things that you could track. We can track everything from pencils to people, desks, furniture, jacks, lights, leases, hazardous materials. I prefer to start very simply with a client with either space management or asset tracking. We start by doing that one thing and doing it well within a two to three month period. Once that success is done, then we can do the next thing and the next and the next. Where do we draw the line? I don’t think we should draw a line. It can be infinite. We have a client that does everything except for lease management in ARCHIBUS. They do it very well.

However, a limiting factor may be the number of resources required to keep the data up. If I were to make sure that the IWMS system is appropriately sized, then I would make sure that we deliver the activities that they want to track in a report. For example, the billing operations module can track anything from parts, tools, craftsperson’s hours and their costs, to outside vendor’s costs.  Many of our clients don’t need that. What they want to do is track the request that has been given, how long it took to complete, and how many resources it took. We draw the line at their resources. 

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The Two Steps to Tracking Parts in ARCHIBUS

Clients ask me about tracking parts all the time. It can be a tedious task because parts have legs, or in other words, parts get moved around a lot because of maintenance requests and other tasks that require them.

ARCHIBUS is a  useful tool to keep track of parts locations and their cost, which is what any company would want to know.

There are two main steps to getting ARCHIBUS's parts tracker running.

1) How do I get all items into the database? 

The first order of business when tracking parts is inputting all the items a company wants to track into ARCHIBUS itself. This honestly is the most difficult step, but worth it in the long run.

To input anything, each item has to have a code to which it corresponds in the application. Robert Stephen Consulting has a template that helps companies know what they need and how to code items. We can recommend to companies what fields within ARCHIBUS will correspond to each companies individual needs.

Once each part is coded, the quantity needs to be put into the database. This can be accomplished one of two ways. A mobile application, like MicroView, can be used to manually record how many of each item there are. Another, quicker way that involves a little more technology is barcoding bins by item, scanning the barcode, then inputting how many parts are in that bin.

All that is left to do is maintain the database.

2) What does maintenance involve?

Maintaining the databse, once everything has been logged, is something that a company should do routinely so that the information is up to date. This would include looking at the reports, mentioned below, that are produced by the tracking tool and determining how to change whatever is or is not stocked. 

Super Cool Features and Reports

There are many features that come with the tracking tool of ARCHIBUS that add to it's usefulness.

One example is when requests are made or something needs a routine maintenance, a ticket is issued within ARCHIBUS. This ticket will tell whomever is doing the work what parts they need, then ARCHIBUS will automatically remove the parts from the inventory depending on how many were added to the ticket. It will also calculate the cost of each part.

A powerful and useful feature in ARCHIBUS is its ability to store parts in multiple locations. These can be anything from warehouses to vehicles. It can be even more specific than that by tracking all the way down to aisles and bins.

As well as location, the parts feature can also track purchases, requisitions, and transfers.

There are awesome reports that are produced from the parts tracking feature of ARCHIBUS: what's under or over stocked, how long it will take to get a part once a request to the vendor has been made, which equipment requires which parts, and so many more.

MicroView, a mobile IWMS application also has a parts manager. This is helpful to the crafts people and others who would be taking inventory of parts so they can move around with ease.


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ARCHIBUS APPLICATIONS: Condition Assessment

Benefits

• Mitigates risk by prioritizing problems for correction, based on objective measures and organizational needs
• Enables proactive identification of deficiencies to extend asset service life
• Demonstrates how costs are associated with corrective measures to justify budgets
• Reduces administrative cost by establishing a closed loop assessment and resolution process costs

Track conditions in the field, identify high-priority items at a glance, and drill down to detailed information for taking immediate corrective action

Could you justify increased deferred maintenance and capital renewal spending based on static, and possibly outdated information? Web-based ARCHIBUS Condition Assessment provides an objective, dynamic process for evaluating physical assets to help substantiate corrective action, based on risk mitigation and operational priorities. Using Condition Assessment’s accurate, timely repository can help increase asset service life, minimize costly downtime, reduce administrative expense, and streamline capital planning and budgeting processes. Successful deployment could deliver improved Facility Condition Indices at a lower total cost of occupancy.

content and images provided courtesy the ARCHIBUS website

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ARCHIBUS Applications: Cost Chargeback & Invoicing

This week we're excited to bring you more information about ARCHIBUS' Cost Chargeback and Invoicing application. This tool is a great way to improve the process of charging back costs, issuing invoices, and tracking receivables to reduce administrative expense.

Benefits

• Increases transparency of costs to improve real estate portfolio decision-making
• Improves operational efficiency through simplified chargeback/invoice/payment processing
• Decreases administrative errors with automated chargeback calculations and invoice/payment monitoring
• Streamlines chargeback and invoicing processes through intuitive Wizard-based interfaces
• Cost Chargeback and Inventory

View details for any invoice in one location that includes due dates, terms, contacts, associated costs, payments, and more

Increasing efficiency and reducing errors in performing chargebacks and executing invoicing/receivables processes is essential for reducing the administrative cost of managing properties. Now both goals can be achieved with the ARCHIBUS Cost Chargeback & Invoicing application. This Web-based solution’s sophisticated Wizards enable lease administrators and portfolio managers to automate all real estate-related accounting functions. The Chargeback Wizard provides users with an intuitive tool for flexible cost allocation to internal cost centers and/or external tenants, while the Invoicing/Receivables Wizard enables accurate, automated billing and payment processes for enhanced account management.


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The Three Keys to Occupancy Accuracy Within IWMS

Providing Accurate Occupancy and Vacancy

(Utilization and Realization)

When discussing occupancy and vacancy, which is also known as utilization and realization, there are three key components to look at when looking for accuracy. Despite how overwhelming accuracy may seem, especially when looking at tech companies that have anywhere from a 50% to 300% churn rate, it is still very possible.

1) Employee synchronization within the HR system

Making sure that both the HR and the IWMS systems are synchronized is one of the most important steps. You don't need fifteen applications open in order to find and move just one person. The HR and IWMS systems should be able to take care of these details with ease, but, first, both systems need to have the same set of information being fed to them, which is why synchronization is key.

This sync should happen daily - it can happen at night when everyone is gone. This sync looks for things like new hires, those in the HR system but not in the IWMS, terminations, those in the IWMS system but not the HR, modifications like change in manager, phone number, room, email, etc., and errors, like no first name, placed in a division that doesn't exist, etc.

Some challenges with this are that companies have anywhere from 2 - 25%  that are contractors and don't go through the HR system, in which case you have to look at things like the security badging system or other on-boarding systems that will allow you to track a person.

2) Move process 

When a change occurs within a company, the move process within the IWMS system must be utilizedEvery move must be executed within the IWMS system to reflect the changes that are happening in the physical sites. This means that it needs to be used for every single move that occurs, no matter how large or small. It all needs to be recorded and changed.
properly in order to be effective.

This is the step that requires the most attention, and needs to be managed daily. A good IWMS system will be flexible enough to make this step as simple or as complicated as you need it to be. While most IWMS systems can move furniture, equipment, moving the person is the most important aspect in this article. Knowing where people sit provides the occupancy/vacancy data to make strategic decisions

3) Floorwalk

Despite the accuracy that the previous two steps will provide, it is still necessary to walk the floors from time to time. There will always be rogue moves. Maybe Alice moved her things one day and Jenny noticed that she had a window seat and moved her things since no one else was using that space. Especially with today's world of WiFi and DHCP, this is even easier for employees to do now.

Depending on how active your company is, floorwalks may be necessary every month, every quarter, or every year. We have clients that walk floors every month and some that walk them every three years.

If these three steps are being utilized, this should give you a 90% to 98% accuracy rate, which is very good. But, as a word to the wise, don't get caught in being 100% accurate. The moment you've walked the floor, someone has moved, similar to when a tile floor is being mopped. The moment it is clean, someone has walked on it. This is why all three steps, HR and IWMS sync, move process, and floorwalks are so important. When being used to their full advantage, hey will keep information from slipping through the cracks so a high accuracy rate can be realized.

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The Intelligence Cycle & IWMS

The Intelligence Cycle and an Integrated Work Management System have a lot more in common than you might think.  Thanks to IWMS Daily, we came across this amazing article entitled "6 Aspects of Military Intelligence & How They Relate to IWMS."  After reading the article, we felt inspired to look a little more deeply into the relationship.  The article you are about to read is a mix of Military, Department of Defense, FBI, and CIA definitions of their intelligence Cycle as well as input from the article that inspired us with a bit of RSC flair.

We are grateful for the service provided by all the men and women enlisted to protect the freedoms the USA was founded on.  In honor of Independence Day and all those who gave their lives serving in defense of the freedoms our great Country was founded upon, we wanted to share something that bridged the two worlds.

The intelligence cycle is a term used by various government agencies including the military, FBI, and CIA to name a few.  It is "the process of developing unrefined data into polished intelligence for the use of policymakers"1 and consists of six interrelated operations 2.  The process is circular in nature and fundamental for processing data in civilian, military, or law enforcement system.

As outlined in the article, we present to you the six parts of the intelligence cycle and how they relate to IWMS

 

1. Planning and Direction

•  Intelligence requirements are determined by a decision maker to meet certain goals 3.  As in the military a good IWMS must have a situational awareness of all available resources as well as the means to quantify them.  It requires charting a direction which identifies the resources needed to attain a particular goal.  In the FM world this can be thought of as improving the allocation and prioritization of real estate operations and more rapid development as well as investing in technology or replacing older RE/FM systems 4.  At Robert Stephen Consulting, LLC., we strive to listen to our client's needs and desires as we help in the planning process.  We provide flexible guides to assist clients decipher what is most important.

2. Collection

• Collection is the gathering of raw information based on requirements determined in planning and direction 5.  Data collection is done in either a strategical or tactical way in order to connect seemingly unrelated information to produce a holistic and comprehensive understanding of a certain goal.  In an IWMS these data sources may consist of occupancy, costs, leasing, future space requirements, operational maintenance management (scheduling repairs), customer satisfaction, project management, etc. 6.  RSC aids in collecting electronic information and standards along with manufacture recommendations.  We also provide best practices along the way.

3. Processing & Exploitation

• Defined by the US Department of Defense as "the conversion of information into suitable forms" 7.  Corporate leadership, like their military counterparts, require data to be fully analyzed and vetted in order to make rapid strategic decisions on the appropriate (daily) course of action.  The processing of collected data facilitates improved customer experience, reputation management, and building partnerships among others -- all of which impact a company's bottom line.  Some outcomes of processing and exploitation in IWMS include work order processing, energy management, and environmental impact 8.  After gathering data, we synthesize and consult.  We create a pilot project including sample data from 1-3 buildings and multiple floors with employee information, assets, etc.  We prove the theory hypothesized from the collected data.

4. Analysis and Production

• In the military, analysis and production fuses processed data from various sources together into a centralized report to identify potential patterns 9/10.  An IWMS does the same thing.  The goal of the IWMS, however, is to improve management of (Corporate) Real Estate/Facilities Management.  Aspects of this goal include flexibility to expand future applications/utility, reporting, financial management, market planning, site selection, transaction management, lease management, operations/maintenance, sustainability, energy management, and business intelligence to name a few 11.  After analyzing the data, RSC puts together a punch list of items and is reviewed with the client and any remaining data is uploaded.

5. Dissemination and Integration

• The military defines dissemination and integration as the delivery of intelligence to users in a suitable form applicable to appropriate missions, tasks, and functions 12 in the form of reports 13 on either the front lines or in higher leadership levels.  This is done through various types of communication (e.g., social media, mobile devices, the "cloud," and database transfers).  The dissemination (sharing or broadcasting) of information is not the end of a process, but a continuous link between the producers and consumers of data.  An IWMS integrates BIM, CAD, and GIS intelligence and delivers the data to users (some of which may include Client Service Directors, Human Resource Directors, & Marketing Directors) through dashboards, mapping displays, analytics, mobile applications 14, and RSC's very own Space View.  At this point staff is introduced to the new process and training to use the system.  Minor tweaks are also considered and incorporated when they follow the plan and process outlined in items 1-4 above.

6. Evaluation and Feedback

• Evaluation and feedback is a continuous assessment of intelligence operations to ensure requirements are being met 15. This military practice assists in planning, collection, processing, executing, and making overall improvements.  In corporate environments this process translates into consulting and honestly identifying any deficiencies with the system 16.  At Robert Stephen Consulting, LLC., we understand that these applications are living and breathing systems which require constant feeding and growth.  An internal champion makes decisions on whether enhancements need to be made to a new or existing IWMS by gauging system performance and efficiency.  There's no wonder why RSC believes an internal champion is key to a successful IWMS integration.  It's a tried and true concept that even the US Government uses.

When these six military intelligence cycles are applied, the benefits of IWMS are clear.  An Integrated Work Management System reduces costs, increases efficiency, and improves productivity.  If your company is not already using an IWMS, like ARCHIBUS, we urge you to do the research, ask questions, and invest!  The benefits an IWMS can bring to your company, no matter how large or small, are innumerable.

With that being said, we hope you have a happy, festive, and safe Fourth of July!

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Why ARCHIBUS is here to stay!

As you know, I just returned from the ARCHIBUS Nexus conference at the Marriott Marquis in San Diego.  Being curious about the direction of the company, I listened and observed, secretly looking for the flaws in the direction of ARCHIBUS.  This was not because I had lost faith in the product. The skepticism came from the passing of Bruce Forbes the founder and late CEO of ARCHIBUS.

It had been 4 months since his passing.  Watching the new CEO, Wise Cho, listening to Steve Segarra the CTO, and seeing Sean Benson step up as a spokesperson, my concerns turned from being concerns to interest and fascination. The conference moved forward as if nothing had changed.

Don't get me wrong - there were moments of silence for Bruce, testimonials about his leadership and humanity, presentations of his legacy and history; these were needed and appreciated as we all healed from this loss.

As the conference transitioned from commemorating a great leader to presenting the next generation of ARCHIBUS leadership, I was once again impressed with the thought that ARCHIBUS is not going to disappear.

The following are just 3 reasons ARCHIBUS will continue to lead the industry:

1) Bruce Forbes - Benevolent Leader

We all know the unique style that Bruce Forbes had; ranging from using his own rearrangement of words in the English dictionary, to showing the gifts he had received from various parts of the world at conferences. 

I reflected on Bruce's legacy during the slide presentation of his life.  There were several quotes within the video that helped me to reflect a little better on how Bruce had managed ARCHIBUS to success. Quotes like, "Each of you have the same DaVinci in you. We are all genetically related. It relates to how we manage people, processes, and places.", and, "One of the things we are all trying to do is to make things better for ourselves and our families. If we can work ourselves to personal needs and organizational needs, we all win." widened my perspective on Bruce's style and led me to conclude that I had overlooked his great leadership.

"It's not about the money, but what you can impact on the world, what you can provide for future generations. God gives us a very short time here on earth, let's make the most of it."

Not only did he care about his exponentially growing business, but he cared about other's lives as well:

"Success begins with you. Every one of you have your own careers, your own families, your own organizations, your own departments, you own vision for the future. The opportunity that we have together is to take the visions that you individually have, compile them with other visions, and become the remarkable."

He created an environment in which the worker could thrive by being supported by others.

"The ARCHIBUS community basically recommends each other to become recipients of awards. There are many categories. These [people that have received awards] are heroes."

2) Wise Cho - Filling Big Shoes

Now, in direct juxtaposition to Forbes's style, Cho is quiet, pensive, and not at all similar in public style to Bruce.

I saw Wise take his own style and combine it with the genius that Bruce Forbes had put into the company previously. Though maybe not as vivacious as Bruce, Wise has his own aura that fills his position perfectly.

In the very first meeting that he had with the business partners, he outlined the mission statement of ARCHIBUS, the culture, and the vision to go forward, then stepped aside and let other people within the company present.

As a CEO myself, I was very impressed. This tactic combined a continuation of what Bruce had already established with a vision of the future growth of ARCHIBUS. This mix could not have been more perfect. Cho kept to what he knew and did not try to change himself nor ARCHIBUS.

3) Stability - Continuing Without a Hitch

I came to realize that ARCHIBUS is a company that has great internal stability. The conference had the exact same format as it had for the past 18 years. 

Even more impressive is the fact that none of the staff at ARCHIBUS left nor vied for other positions. Bruce Forbes built a legacy and a company that could continue to work without him. That energizes and excites me to continue in my line of work.

ARCHIBUS will continue to run strongly and smoothly. It is evident that Bruce Forbes built a company that is self dependent and stable. He has chosen people that will continue his legacy like Wise Cho, and make sure that ARCHIBUS will be strong in leading the industry.

ARCHIBUS is here to stay.

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