INFORMATION COLLECTION, CONFIGURATION AND RESULTS

 

Creating an Implementation Plan

When implementing CAFM, CMMS, or FIMS, don't forget that the M is for Management. Facilities Management Software is an information system, just like an accounting or human resources system. Getting accurate results out requires consistent, accurate information going in.

But what information do I need to collect? How long will it take? Will it increase or reduce my workload?

The best place to start is with an integration plan that defines the end results you want to get out of the system. The end results will dictate the information that needs to go into the system to produce those results.

Here is a closer look at what an implementation plan will help define:

• Current Issues:

Define the issues that initiated your search for a facilities management system. These are usually very specific such as calculating space chargebacks or tracking inventory.

• Expectations:

People's expectations usually focus on the end result. Ask yourself: if the system was perfect, what would it do? Be sure to include representatives from all groups who will use the system. Executives, managers and maintenance staff will each have unique expectations on how the system will affect their work.

• Processes:

Define current business processes that are and are not working. Establish how the facilities software will enhance or automate these processes.

• Roles:

Establish the roles and responsibilities of everyone involved, including users, administrators, trainers and technical support. Do not toss the software implementation to IT alone. IT managers can help with the technical requirements, but typically do not articulate the needs of a facility department as well as the people who manage the buildings.

• Priorities:

Facilities management software encompasses a wide range of disciplines including maintenance, leasing, move management, etc. Focus implementation efforts on areas that have immediate benefits.

• Customization:

Departments should not have to change their way of doing business to suit their software. VisionFM is incredibly customizable, allowing it to adapt to your requirements.

Analyze existing data - review existing spreadsheets, databases and drawings to determine what information can be brought into (or linked to) VisionFM.

• Schedule:

Establish an implementation schedule.

• Measurable success:

Utilize all of the above information to create a list of measurable results.

 

Producing an implementation plan answers the logistical questions but it also provides an intangible benefit. Everyone involved will have the same expectations. Internal staff, management and contractors will understand the problems, their solutions and what their roles will be.

Vision and our authorized dealers can bring our experience to your implementation. Our knowledge of facilities management practices, our expertise with VisionFM and our experience with similar implementations in your industry will help to set achievable goals and timelines

If you do it, do it well. FM software has no half way. A vanilla implementation can lead to a great implementation of software that helps no one. It is important to ensure that you are solving problems, not making new ones.

For more information on Vision's implementation planning service contact sales@visionfm.com or call 1-888-654-9435